Replacement Issues: Procedures

A. Identifying missing issues

Notification that an issue requires replacing generally comes in one of two ways.

1. Reports Ė there are three reports generated for titles that need replacements

a. "NBL Order Replacements Report"

These issues have been identified either through the claiming process or through a volume being pulled for bind. The person noticing the missing issue changes the claim status to REQREPBIND and the incomplete volume is placed in BIND-PREP. If the record shows the issue was received, it is unreceived. An 866 field is then added to the MARC holding indicating the issues held in BIND- PREP. The corresponding 863 entries are also deleted.

By claiming a REQREPBIND, it causes the issue to appear on a weekly SIRSI report called "Investigate Msg issues" for a period of 3 weeks and is searched for in the library each time. If at missing issue is found, it is checked in and the complete bindable unit is sent to bind. On the 4th week, it appears on the "NBL Order replacement report." At this point, the issue is added to the replacement database by the replacements coordinator and its claim status is changed to SUPPLY.

b. "Faxon Claim List"

These issues were under order from Faxon before they went bankrupt. As a result, several title orders were incomplete. The claim reason for these issues is NOSERVICE. They are not searched for in the library because the issues were never received. The issues are added to the replacement database immediately. After they are added to the database by the replacements database, the claim reason is changed to SUPPLY.

c. "Immediate Replacement Order"

This report is for items claimed under the reason MAGORDER. These issues have never been received (either through regular claiming or receiving). Like the "Faxon Claim List" report, these issues are not searched because they have never been received and are immediately added to the replacement database by the replacements coordinator. As with everything entered in the replacements database, the claim reason is also changed to SUPPLY.

Hand delivery

On occasion, a patron or other library staff will notice a missing issue and bring it to our attention. If the issue was at some point received, the claim status should be changed to REQREPBIND, which will prompt the investigation cycle, etc. If the issue was not received and has not been located via claiming (i.e. issues that are out of print), then the claim status is changed to SUPPLY by the replacements coordinator. The rest of the bindable unit is placed in BIND-PREP and the missing issue is added to the replacements database (thereby skipping the investigative process).

Once the issue has been added to the replacement database, it is ready to be ordered (See part C for items received through orders).

B. Ordering and maintaining the replacements database

Approximately once a month the entire list of issues is ordered from a major back issue dealer. The two most successful and affordable dealers have been USBE and Absolute. Issues may also be ordered via vendors (such as EbscoNET) or direct from the publisher. They may cost more when ordered direct but they may not be obtainable any other way.

After approximately 4 months of ordering the missing issue, the incomplete bindable unit is sent to bind (accompanied by a printout of the extended info). At this point the prediction for the missing issue, as well as the SUPPLY claim are deleted. The missing issue remains in the replacements database but is identified as "bound incomplete." For LSM and the science branches, a list will be sent to indicate which titles in BIND-PREP can be sent for binding incomplete. The receiving coordinator will also contact the science branches to send incomplete volumes to be bound. Nothing should be entered in the bind-tab of the title online. The procedure is the same at ALEX, except the person in charge of the replacement database will be the contact for the humanities branches.

In the case of an entire missing bindable unit, nothing is bound incomplete, but the predictions and claims are removed from SIRSI. This is especially important for cancelled and ceased titles so that the records may be properly closed.

C. "Found" issues and communication with the units

Sometimes a missing issue is located in the library, on the duplicate shelf or arrives unexpectedly from the publisher. When this occurs, the receiving staff as well as the contact persons at the units should notify the person handling replacements that the issue has been found so that it does not continue to be ordered unnecessarily. Also, the person ordering replacements should periodically (annually?) go through the issues in the replacements database and double check their status against what is on the shelf. This helps to cut down on the "ordering of things we don't need."

D. Issues received through order

When an order is received, the issues are first deleted from the replacement database.

For Alex and its branches, the replacement coordinator checks in the issues. If the issue completes a bindable volume, the whole volume (along with a printout of the ext info indicting its numeration and chronology; nothing is recorded in the bind tab) goes to the bindery. For Alexís branches, contact must be made to the corresponding branch representatives to send the issues to Alex. If the issue received does not complete a bindable volume, it is still checked in and placed with the other issues on BIND-PREP to await a full volume. For the branches, they will be sent to the corresponding person and the issue will be placed on the BIND-PREP shelf there. The 866 MARC holding for the items in BIND-PREP will also be updated to reflect itís true holdings.

For LSM and its branches, the issues (issues will be sorted according to branch) are sent to the receiving coordinator for check-in. Similar to ALEX, the receiving coordinator will then determine if the issue completes a bindable unit and if so, it is immediately sent to bindery with a print-out of the ext- info indicating numeration and chronology (just like Alex, nothing is needed in the bind-tab). Contact will also be made with the science branches representatives for items needing to go to bindery. Issues will also be sent to the branches BIND-PREP shelves, only if it does not complete a bindable volume.

Last Updated on 6/3/2003
By Yuhwei Ling

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