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Simpson Library Technical Services

Serves as a reference for all Staff.

Pre-processing

Once items have been received, they are ready to be prepared for acquisitions processing.

Sorting
Matching up ordering slips
Barcoding

Sorting

  1. Keep items together that appear on the same invoice.  For instance, children's books should stay separate from standing orders or firm orders.
  2. Alphabetize the books on a cart.

Order Slips

  1. Items from firm and slip orders will have a matching order slip.  Locate the order slip for each item and place it so that it sticks up from inside the book or item.
  2. Make a note of any order slips that have special notes and highlight those.
  3. If the order slip states that the item is for reserve, make sure that the item receives priority processing.

Barcoding

  1. Place a barcode on each item.
  2. If the item has a matching slip, place the duplicate barcode on the slip.
  3. If the item does not have a matching slip, destroy the duplicate barcode.
Hardback items with a clear gutter, place barcode just outside gutter.
Paperback items without a crease or gutter, place barcode just outside the edge of the spine.
Paperback items with a crease, place barcode just outside the edge of the crease.
Clothbound items with slight gutter, place barcode just outside the gutter.

Final processing steps

Once items have made it through the acquisitions stage, they are ready to be prepared for shelving.

Spine Labeling
Stamping
Scanning In

Spine Labeling

  1. Labels should be placed on the spine when at all possible approximately .5 cm up from the bottom.
  2. Labels that cannot fit on the spine are to be placed in the lower left hand corner of the cover. 
    Place the label just past the crease.
  3. Do not labels items for Special Collections.  We have a separate process for those items.
  4. Place label covers so they are completely covering the label.
    Blue label covers go on items shelved in the Juvenile/Young Adult collection.
    Clear label covers go on everything else.
Spine label on spine
Spine Label tips
  • Try to fit label on the spine as much as possible.
  • If label can totally fit on the spine do not overlap onto either cover.
  • Try to place labels on as straight as possible.
  • Print a new label if the first label gets smudged.
  • Make sure label covers do not stick out from the book either on the spine or the cover. Use a razor blade if needed to cut off excess.
  • Make sure corners of labels are not folded underneath.

Spine labels are made using Spine-O-Matic software.  Information about Spine-O-Matic can be found on Ex Libris Tech Blog: https://developers.exlibrisgroup.com/blog/spineomatic-label-printing-software-for-alma/

Software install can be found on GitHub: https://github.com/ExLibrisGroup/SpineOMatic

Call number should be aligned left and centered top to bottom.
Use the Demco labels #14942210.
There are 40 labels per sheet.  Each label is 2" x 15/16."

Inside front cover
Random interior page
Top of spine

Stamping

Each item should receive Property stamps in three places.

For books, property stamp the inside cover, at the bottom of a random internal page and on the top of the spine.

Use the Property of University of Mary Washington stamp and the stamp pad in the Technical Services work area.

Alma Scan In Items window

Scanning In

Items need to get a final "scan in" before Alma will display that they are available on the shelf. This should be the final step so that the items do not show "in place" until they are on the shelf.

  1. Go to the Alma Fulfillment menu.
  2. Resource Requests > Scan In Items
  3. Scan each barcode into the Scan item barcode * field and click OK.
  4. Items should now indicate they are Available in Alma or "in place."

Routing Completed Items

Routing after final processing

Reference Books
  • Identify any items that belong in reference (REFB) and bring them to the Reference desk.
  • If a reference item has a “Check for earlier editions” slip in it please check for earlier editions and remove the “Check for earlier editions” slip from the book before bringing over to the Reference desk.
Reserve or Request Books
Please make sure these items are processed and completed first
  • Books with tags that say “Request” should immediately be taken to the Reserve Supervisor in the back Circulation office.