Processing+Materials

= Created April 2009 Processing Materials =  **Policy:** All materials for the Chambersburg School District libraries will be ordered from Vendors with pre-processing except for materials that are needed but cannot be purchased from vendors, gifts, book fair books, etc.

 Checking Materials:
 * Procedures**:
 * Processing Materials from Vendors:**
 * 1) Once an order has arrived locate the packing slips and place them aside.
 * 2) Remove books from the boxes and place on carts in alphabetical order by title or how the packing slip is arranged and inspect for damages or incomplete processing (i.e. missing covers, barcodes, spine labels and pockets).

3. Using the packing slip check the books off that are on the packing slip ensuring that all materials in the order have arrived. //Note: Sometimes vendors will fulfill orders in two separate shipments.// 4. If there are missing materials contact the company from which the materials were ordered. Note: If items are missing typically they are on back order and the vendor will provide you a note.

 Preparing Books for Circulation: 1. Stamp all books using the school’s library stamp on: -Top of the inside front cover -Title page -Bottom of page 51 -Bottom of page 101 Note: When stamping books try to find a large enough empty space for the stamp to fit.

 2. Cover all paperback books with laminate covering. To use this covering:   -To cover the books you will need laminate covering, scissors, and a bone folder (if you do not have a bone folder a ruler will also work). -Identify the correct size for the book. It should be a little taller than the book you are covering.

-Lay the book on the laminate covering and cut to size, leaving about one inch around the sides, top and bottom of the book. -Wrap the laminate covering around the book

-Slowly peel back the laminate covering.

- Using the bone folder smooth out the laminate covering on the book as you go along to eliminate air pockets and bubbles. Air pockets and bubbling will potentially cause the laminate to rip away from the book and may ruin the cover.

- Once the laminate is around the book at the top and bottom corners of both sides of the books cut the Vista Foil at a 45-degree angle and then fold covering over the front and back covers of the book. -At the top and bottom of the spine cut the same 45 degree angles but from both sides of the spine trimming along the edge of spine and fold the Vista Foil over the cover.

3. Place a security tag behind the date due pocket. Attach the date due pocket in the center of the back cover of the book. If the date due pocket is already attached, place the security tag inside the pocket. Note: Make sure the security tag is not visible



4. If a hardback book does not have a cover then it must be taped, using book tape, along the spine of the book.

 5. If a hardback book with a paper cover arrives without a cover than it needs a book jacket cover. To cover with a book jacket: -Find the best size of book jackets that best fit the cover.

-Place the book jacket paper side down and insert the cover of the book face down between the paper of the book jacket and the film. -Fold the paper up to the end bottom of the book jacket. Tape the ends and the middle with scoth tape. Then fold the mylar over top of the paper and remove the adheasive. In addition, tape the ends and the middle.

-Place the spine of book in the center of the book jacket and make sure that both sides of the jacket equally cover the book. -Once the book is position fold down the inside of the jacket on both sides of the book. -After the sides are folded and everything looks good, tape down the cover by placing a strip of tape on the tops and bottoms of the sides and the actual hardback cover.

6. If the book is classified as historical fiction or graphic novel they need a spine label on the spice of the book.

 1. Once the MARC record file for the materials have been sent to you, login to Destiny under the admin account.
 * Importing the MARC Record into Destiny**

2. Go to the “Catalog” tab.

3. Select “Import Titles” from the left hand side.

4. Make sure that under “Title Matching” that “Replace the existing title if the incoming title is better,” is selected.

5. Under “Copy Matching,” make sure that “Skip the incoming copy if its barcode matches an existing copy's barcode” is selected.

6. Under “Assign Copy Information” make sure that circulation type says regular.

7. Next import the file. Select “Browse” and locate the MARC file from whatever folder or disk it has been saved to and upload the file.

8. Make sure that “Limit the Job Summary details to errors and warnings” is selected.

9. Before selecting “Import,” select “Preview.” This will take you the job manager screen. Once the preview has been completed, select “view.” Look over the list and make sure that everything looks okay.

10. Once you have verified that the list looks fine go ahead and select import. You will be able to select import from the bottom of the preview list.

11. Once the records are imported you will be able to see the list of records that were added in the “Back Office” tab under the “Job Manager.” If any of the call numbers or records need changed do so at this time.

 -Before placing materials on the shelf for checkout scan the barcodes of a few of the materials under “copy status” to make sure that the correct record comes up for the material.
 * Putting Materials on the shelf:**


 * Processing Magazines**
 * 1) Magazines get picked up in the library box underneath the counter in the office.


 * 1) Check magazines in. Use the blue binder in library office and locate the sheet for the magazine you are checking in. Fill in the appropriate date information for the particular magazine.


 * 1) Go through the magazine and remove any posters, flyers, magazine cards and stamp the magazine on the table of contents.


 * 1) Take the magazine to the magazine shelves, remove the old magazine and replace with the new magazine.


 * 1) Take the old magazine and find the proper box in the back office and place the old magazine up front.

Follow the same steps for the professional development magazines, except instead of placing them on the magazine shelves place them on the librarian’s desk.


 * __Additional Documents__ **



By Peggy Heck

By Peggy Heck

**Created April 2009**