Documents Collection
Workflow
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With the reorganization of Central Technical Services, the handling of documents material is being revised to more closely correspond to the handling of other material in the Unit.
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Staff should search for cataloguing copy when ordering material. If no copy is available, then a brief record should be created.
Material may also be received for which no order was created (i.e. gifts, depository material, etc.).
In either case, when material arrives:
- Check for cataloguing copy (or re-check, if no copy was located at the time of ordering.)
- If the title is new to the system, load any copy found, or create a brief record if necessary.
- If no copy was found at the time of ordering, either overlay the existing brief record with any copy located at the time of receipt, or if no copy is found, check that the brief record originally created is correct.
- If creating a record for the first time, and no copy is found, add a brief catalogue record to the system.
- Add a CODOC number to the title, and complete the holdings record.
- Send the material on to the Documents Collection.
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For titles new to the collection:
- Search for copy when ordered, and load the record. If copy is not located, create a brief record.
- When title is received, if copy was not located at the time of ordering, search for cataloguing copy again, and overlay the existing record if found.
- Create a CODOC number.
- Pass the title on to the Serials Team Cataloguing Librarian for cataloguing/review/distribution.
For titles which have ceased:
- Pass the title on to the Serials Coordinator.
For serials which have changed title, pass the old title to the Serials Coordinator. With the new title:
- Search for copy when ordered, and load the record. If copy is not located, create a brief record.
- Create a CODOC number.
- Pass the title on to the Serials Team Cataloguing Librarian for cataloguing/review/distribution.
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Page maintained by Elizabeth A. Read, readel@queensu.ca. Created May 3, 2006; Updated 05-Jun-2006 10:26 AM