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K-State Libraries
Cataloging & Serials: General
Processing Monograph Gift Materials

Note: This routine covers the majority of gifts received in the Technical Services Department. In cases where the gift collection is comprised of mostly newer books, the Gifts staff may import bibliographic records and make give these items an in-process status before sending the items to the in-process area. In this case, the gifts flyers are NOT placed into the items.


Receipt of gifts

  1. All gifts are received in the Technical Services Dept. by the gifts staff.
  2. If requested by the donor, a list of donated materials is made.
  3. Acknowledgement letters are sent to most donors (exceptions may be made in certain instances).
  4. Certain items will have collections flyers inserted.
  5. If requested by the donor, book plates with the donor’s names are inserted. Book plates are pasted directly into hardback books. With paperback books, book plates are placed in an envelope and inserted into the book.

Review room

  1. All monograph gifts (with certain exceptions, as noted above) are placed into the review room for review by the appropriate subject bibliographers.
  2. Bibliographers place a Monograph gift flyer into any item that he/she wishes to see added to the collection. If a bibliographer wishes to have an item added to the collection regardless if it is a duplicate, he/she checks the "Add unconditionally" box.
  3. All gift items without gift flyers at the end of the week’s review room are assumed to be rejects and are sent to the Friends of the Libraries for their book sale.
  4. All gift items with gift flyers are sent to the in-process area.

Cataloging

  1. Search Voyager to check if item is a duplicate of a title already owned by K-State Libraries.

    1. If item is not a duplicate, go to step B.

    2. If item is a duplicate:

      1. Check gift flyer to see if it should be added to the collection (different location, edition, add unconditionally, etc.). If item is to be added under these guidelines, add the gift item as an added copy.

      2. If item is a duplicate and the gift item is going to the same location, check the item record of the existing copy to see if it is lost or missing. If this is the case, add the gift item as an added copy.

        If the item record for the original copy indicates that it is damaged, pull the original copy from the shelves. If the gift item is in better condition than the existing copy, add the gift item as an added copy. Place the original copy on the withdrawal shelf in the in-process area. If in doubt about whether or not the original copy should be withdrawn, check with the head of Collection Development.

        If the original copy is damaged and it is checked out to the Binding Dept., go ahead and add the gift copy as an added copy.

      3. If item is not to be added, place the item on the gift rejects truck in the Review Room.

  2. Search OCLC for matching record

    1. Exact match is found and is a DLC, CIP, or member copy record.

      1. Update the record on OCLC to add the library's holdings.

      2. Export the record from OCLC and import into Voyager.

      3. Catalog the item as usual.

      4. If the item is a paperback book which will be bound (does not have a "Do Not Bind" flyer) and it has a gift plate in an envelope, write the title of the book on the gift plate envelope. Keep the envelope in the book when placing it on the binding truck.

    2. Exact match is found and is a problem member record

      1. Export the record from OCLC and import into Voyager. DO NOT update holdings on OCLC.

      2. Create a holdings record with the correct location and with "In Process" as the call number. The first indicator in the 852 will be an 8.

        Example

        852  8    |b main |h In Process

      3. If the item is a paperback book which will be bound (does not have a "Do Not Bind" flyer) and it has a gift plate in an envelope, write the title of the book on the gift plate envelope.

      4. Place on the problem copy shelves. Leave the gift flyer and any other flyers in the item.

    3. No matching record is found

      1. Create a brief record on Voyager. If desired, use the appropriate template for the format of the material (book, video, etc.) under x:\lib\voyager\template.

        1. Enc/l should be 5
        2. Add the date to the date field in the 008.
        3. Put in ISBN, author, title, edition statement, and publishing info, if available. If not available, delete that field from the brief record (do not leave a blank field).
        4. Add a 948 with o:sci, o:hum, or o:soc, as appropriate.

        Example of brief record

      2. Create a holdings record with the correct location and with "In Process" as the call number. The first indicator in the 852 will be an 8.

        Example

        852  8    |b main |h In Process

      3. If the item is a paperback book which will be bound (does not have a "Do Not Bind" flyer) and it has a gift plate in an envelope, write the title of the book on the gift plate envelope.

      4. Place the item on the appropriate zero copy shelf. Leave the gift flyer and any other flyers in the item.

      5. Item is cataloged by appropriate original cataloger.


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