Minutes of April 6, 2004 meeting

[Chair] Pat Jones, Pat, Azon, Yuhwei, Michelle, Salvatore Cardinale [Recorder]
Julie Kauffman, Sandy Bodner, Clotilde Twagirmariya


  1. Supplement and indexes and the problems that arise in binding and claiming them.
  2. LincPlus and the problem of duplication in the bind report.
  3. Swat Team Box.
  4. Procedures for issues that have not been claimed four times and have not been received.
  5. Use of the standard sheet for MARC notes.

1. We discussed ways to approach irregular supplements and indexes. Supplements and indexes that come in regularly and are bound regularly need to have expected issues created. If a previous journal had a supplement or index bound, and a new one arrives, but there is no indication in the information tag that it' expected to come again. The receivers will do some minor investigation into the new issue to verify if the suppl./index is supposed to be received. If nothing is discovered, the receivers will inform Suzanne or Michelle (depending on the location) to inquire if the suppl. or index is part of the subscription, the receiving coordinators will be copied on the transactions.

Suppls. and indexes that are delayed will have their respective dates adjusted in order to reflect the day we expect to receive them. There is a need to further investigation how to bind the suppls. and indexes that are extremely delayed. It was suggested that they should be bound separately, but this topic needs further review. The topic will be further discussed in the team leaders meeting.

2. Problems with the Bindery reports were discovered during the initial implementation of LincPlus. If a mistake is made or another bindable unit needs to be added during a bind period, all previous data in the bind folder will be lost. The bind reports are not capable of handling more than one set of data from the same control record during a single bind period. This is especially problematic with the unit bindery reports. Unlike the hub bind reports, which run everyday, the unit binds run once every two weeks. If the receiver updates the bind folder for a second time in two weeks, it will overwrite the first request. The bind frequency of certain items or requesting a missed bind will effect the report. One of the solutions offered was to have the unit bind reports run once a week instead of every two weeks. As a temporary solution, the receiving coordinators will inform the receivers of the bind dates for the units, and the receivers will keep an eye out for titles that get bound more than once. If it is discovered that two bindable units are needed be added, the previous bindable unit and the new bindable unit are both added into the bindery folder on the latest date.

3. It was reiterated that the Swat Box is for captions and pattern tags only. There is a separate box for MARC holding problems (compression, sequence etc.)

4. Issues that have been claimed 4 times or more and have not been received will have their respective claim reasons adjusted. The claim reason is changed from ISSUE LATE to MAGORDER. If the title is to be bound when this change occurs, the claims person will go to the shelves and place the incomplete bindable unit on the Bind-Prep shelves. They will then inform the receiver to adjust the record to reflect the new location. If the issues are located at the units, the same process is followed. The unit mangers are E-mailed to place the issues on the Bind-Prep and the receivers are E- mailed to update the record.

5. A reminder: Everybody is to use the MARC standard sheets as the definitive resources for standards.


  1. Regular indexes and supplements are to have predictions generated in order for them to be tracked and claimed
  2. If title had previous indexes and supplements and there is no confirmation that the index/supple. is expected. The receiver performs some minimal research. If this fails they will send an E-mail to their respective claims coordinator for further investigation, a copy will be sent to the receiving coordinators.
  3. Unit Binds that have two or more binds within the two-week time period will have the bindery folder modified to include both the previous bind and the new bind, within a two-week period.
  4. N/A
  5. All issues that have been claimed more than four times the claims person will have their status changed to MAG ORDER, the issue will go through it's normal procedures for replacement issues. The claims person will also pull the issues and place them on the Bind-Prep shelves or request the unit representatives to place the issues in Bind-Prep. The receivers are notified about the changes and proceed with the Bind-Prep adjustment.


  1. Further discussion on how to treat suppls. And indexes that are extremely delayed.

Next Meeting: 5/5/2004

URL: http://www.libraries.rutgers.edu/rul/staff/groups/receiving/minutes/receiving_04-04-06.shtml
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