Howard County- per Library Media Handbook
Steps to Follow when Receiving Materials
1. Unpack and count the items in each carton. Check the count against the packing slip. If books come directly from Baker & Taylor books, Perma-Bound books or Scholastic Library Publishing, do NOT shelve or circulate any of the items until you hear from Media Technical Services via email that the titles have been merged.
2. If there is a discrepancy, re-count the items; resolve the discrepancy or note the problem on the packing slip.
3. Complete the "Received and Checked by" and "Date received" portions of each packing slip.
4. Send one copy of each packing slip to Media Technical Services.
5. *Copy the bar code number in a second location on the item, where it can be easily found.
6. Stamp each item, including guides, envelopes, worksheets, card pocket, and box, with the library media center stamp.
7. If the item is computer software, file the back-up copy of the disk (if there is one) in a back-up file.
8. *Record the new items on a record sheet of additions and withdrawals.
9. Tape bar code labels with heavy-duty book tape or label protectors.
10. Maintaining a shelf list file is optional; if shelf list cards are used by the school, remove the shelf list card from the book pocket and file.
11. Check to be sure that the circulation system reads every bar code.
12. If an item is not in the circulation system, follow the instructions found in "Problems with Materials".
Periodicals
A record should be kept of periodicals as they arrive. The library media specialist may create this record or periodical record forms can be ordered from a library supply company. This record can be used to indicate the regularity of subscriptions. The school name should be stamped on each magazine, and the latest editions may be paced in display binders. If periodicals are to be circulated, they may be entered on-the-fly into the circulation database. (See instructions above.) Single item barcodes for on-the-fly circulation should be purchased from The Library Corporation.
Frederick County - per Library Media Handbook
Automation System:
Frederick County uses The Library Company (TLC) automation software.
For any items that are accompanied by MARC records, simply upload the records according to the directions in the email. Do not upload the records prior to receiving the books and matching the packing slip to the open purchase order.
For any items that are not accompanied by MARC records, either check for existing bibliography records in the database, contact the cataloguer for your level or add a new record to the LS2 Circulation system.
Adding a Bibliograhic Record
How to add an item to an existing bibliographic record in the database:
1. Opne the LS2 Circ and select the Staff Service tab in the upper left-hand corner.
2. Click on the Titles & Items tab.
3. Search for a title to add an item. Please note this is the same screen that is used to add on-the-fly titles. Only add on-the-fly titles after you have searched the database thoroughly.
4. By default, all titles in your collection matching the search will be displayed. Unclick the Home Location Only box to view the search hits for the entire collection.
5. The search will produce the number of district-wide hits. Select the record for the book that has the matching publication date.
6. By default, if you already have items attached to this record, they will be displayed. If you uncheck the box Show Local Items Only, you will see all of the items attached to the record. This will allow you to view the collection and call numbers of other items in the system.
7. To add your own item record, click on the button Add New Item.
8. Enter the item information. All of the (*) fields must be updated: Item ID (barcode), Location, and Collection. Additionally, you probably want to add a call number and a price. The Circulated By section can be ignored. Click on the Save and Check in New Item button to save your changes.
Book Processing
1. Check purchase order against packing slip. Indicate any back-ordered items by highlighting on packing slip and/or purchase order.
2. Attach any loose barcodes shipped with order to school-specified place on item (i.e. upper-left hand corner on back of item).
3. Inspect books and other items for damages.
4. Stamp items in more than one place.
5. Crack spines and smooth pages.
6. Report mistakes or damages to vendor.
7. Import/uplodad MARC records.
8. Enter categories in automation system when necessary.
9. Update consideration file.
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