Sometimes items are returned to the desk or found by staff to be damaged or missing important information. When this happens, staff must determine where to send the items for the issues to be resolved. Please refer to the following guide to determine where an item must be sent, and how to process it for correction.
DETERMINE PROCESSING NEEDS
TECHNICAL SERVICES
Barcode issues
missing, does not scan, falling off. do not look up the barcode in alma.
just put note indicating “missing barcode” in the item and leave it on a truck.
Note: Education Curriculum and GovDoc's, have atypical or no barcodes, do not send to Tech Services for this reason
Label issues
missing, torn, faded, unreadable, error
DVD/CDs
test the disc. if it doesn’t work, the item needs to be removed from the
catalog. fill out work order (examples below).
DVD/CD cases
cracked, not shutting, disc holder broken, missing labels/barcode
PRESERVATION
Damaged items
ripped, missing pages, water damage, insect damage, dirty,
stained, cover missing. if book is badly soiled, such as with
liquids or sticky substances, place in preservation bag and then
in the freezer, indicate to preservation department that item
is in the freezer so that they can retrieve it.
NOTHING LOOKS WRONG
If you cannot determine what is wrong with an item, the item may have been put on the damaged shelf mistakenly. In these cases, return the item in Alma to make sure statuses are cleared and place the item in preshelving.
If you are unsure if an item is missing a barcode or is supposed to be barcode-less, or about anything else please leave the item for another staff member to look over.
PROCESSING WORK ORDERS
Once it is determined whether an item needs to be sent to Technical Services or Preservation, the next step is to fill out a work order for the item. This step is done through Alma and changes the item status so that patrons and other staff members do not mistakenly request the item before its issues are corrected.
- Search the barcode in Alma by 'Physical Items'. If item does not have barcode, skip to step 4. Please do not attempt to search/match it by call number or title. This sometimes leads to accidental mislabeling.
- Click on “Work Order”. If it isn’t one of the two buttons displayed, you can find it under the “…” button. If you want, you can adjust which two options are displayed by clicking the gear icon at the top of the page.
- Select the Process Type (Technical Services or Preservation). Managing Department should auto-fill, but if it doesn’t, just select the option that matches the Process Type. Add note detailing the issues if necessary. Include the word "Replacement" if processing a replacement copy. Make sure the “Do not pick from shelf” button is filled so that the item does not print out an additional slip. Click “Submit”. Note: If it needs things for both preservation and tech services, send to tech services first. There is no sense in fixing the item if it is going to be withdrawn.
Return the item in Alma. A transfer slip will print. Any added notes will appear at the top of the transfer slip. Notes can also be handwritten on the transfer slips if needed.
Technical Services: Put it in a bin and use the zip ties to indicate that it is to go to Tech Services.
- Tech Services delivery colors are purple and white. Mail boxes headed to Tech Services should be zip tied closed with purple and white zip ties.
- Exception: Items headed to Tech Services from ULIB should be placed on a truck to be wheeled down.
- Tech Services delivery colors are purple and white. Mail boxes headed to Tech Services should be zip tied closed with purple and white zip ties.
Preservation: Put the item in the mailing bin to Preservation.
- Preservation delivery colors are purple and orange. Mail boxes headed to Preservation should be zip tied closed with purple and orange zip ties.
- Preservation delivery colors are purple and orange. Mail boxes headed to Preservation should be zip tied closed with purple and orange zip ties.