Questions and Answers for Collection Managers Regarding
Serials & Preservation Issues
Presentation 5/9/01, Questions and Answers modified 5/18/01

Questions: Serials

  1. In how many ways can collection managers submit an order?  Which way is most efficient? Do Serials staff prefer one way to another?  To whom to send order?
  2. How to place rush orders?
  3. What is the procedure for ordering lost issues?   What fund codes are they assigned?
  4. How to review received serials and fill out the routing form?
  5. How to request notification to faculty/librarian when an item has arrived?
  6. How to recommend cataloging of electronic journals and how to fill out recommendation form?
  7. How to find out when a subscription will be/has been paid?
  8. How to find out if journal can be purchased electronically and is part of a package offer?
  9. How does a collection manager request a report for serials?
  10. Who to contact for questions regarding order status, fund expenditure, rush order, location change, etc.?
  11. How long does it take from placing an order to the receipt of the serial?
Preservation
  1. How are damaged items handled?
  2. How are decisions made when the materials are to be discarded or preserved?
  3. What happens to damaged but out-of-print materials?
  4. How to apply for preservation funds and what qualifies for the funds?


Answers
Serials

1. In how many ways can collection managers submit an order?  Which way is most efficient? Do Serials staff prefer one way to another?  To whom to send order?

In how many ways can collection managers submit an order?
Probably in as many ways as there are collection managers. You may use the web form, send us a flyer, write it on a piece of paper, send an e-mail.

Which way is most efficient?
The most efficient order is the order that has all the mandatory information.
We need the mandatory information outlined above to successfully complete the order.  If you do not send us the mandatory information we will have to contact you in order to complete the order. The web form will prompt you for the needed information.

To whom to send order?
Serial Orders go to the Serials Order Section. Currently Martha Casarez is the head of the section.

Do Serials staff prefer one way to another?
Serials Order staff prefer orders that have all the mandatory information clearly spelled out for them. The web form will prompt you for the needed information, however the form must be have all the mandatory information filed out.

Here is the information that is required to complete an order successfully

The following information is mandatory:

Other useful information:
2. How to place rush orders?

Indicate on the order that it is a rush order. On the web form use the special instructions box. You may hand deliver it to the Serials Order Section.


3. What is the procedure for ordering lost issues?   What fund codes are they assigned?

The collection manager sends us an order and identifies the order as a replacement.
The fund code used is AREP
 

4. How to review received serials and fill out the routing form?
 

5. How to request notification to faculty/librarian when an item has arrived?

Indicate when you order the item that you want someone notified and give us the extension and e-mail of the person to be notified. Please note that if you do not give us the extension or email of the person to be notified it will delay us from contacting them. (Note there is a place on the order form for this information) Access Services is actual dept. that notifies the faculty member or librarian.


6. How to recommend cataloging of electronic journals. How do I fill out the recommendation form?
 
 


7.  How to find out when a subscription will be or has been paid?

We usually pay bills as soon as we get them. All bills for subscriptions are paid via Pegasus. Check the staff side of Pegasus. If you do not know how to look on the staff side of Pegasus, ask someone in the Serials Order Section to help you.


8. How to find out if a journal can be purchased electronically or is part of package offer?

This information usually comes from publishers or our vendors. The Serials Order staff can research it for you.


9.  How does a collection manager request a report for serials?

Contact someone in the Serials Order Section and tell them the type of report you want. There is also a form on the web.


10. Who to contact for questions regarding order status, fund expenditure, rush order, location change, etc.?

Most of the information regarding order status and fund expenditures is available on the staff side of Pegasus. Questions about orders and funds can be answered by the Serials Order staff.

Since most serial location changes require a major shift in the stacks, it is probably wise to talk to Stack Services first. The location change in the Pegasus record can made by the Serials Enhancement Section.


11.  How long does it take from placing an order to the receipt of the serial?

Depends on the journal, whether it is domestic or foreign. It is something that is totally out of our control. We contact domestic vendors and publishers within one month if they have not responded to our order. We contact foreign vendors and publishers within two months if they haven't responded to our order.


Answers: Preservation

1. How are damaged items handled?

If damaged books can be repaired they are. Books in need of repair can be taken to Jessie Jones (X2584) in Serials. If it canít be repaired a replacement can be ordered, using replacement funds. The fund code for replacement orders is REPL.

Damaged AV materials such as videos and DVDs can be given to Jim Buffoon (X8803) in the Government Information Center, where the media collection resides. Jim will take the videos to instructional services where it can be repaired. In Aleph he marks the item ďnot availableĒ and in the notes field indicates that itís at IS for repair.

Jim lets the collection manager know about DVDs, CDs, and videos that cannot be repaired. Itís up to the collection manager to decide whether to replace it or not.


2. How are decisions made when the materials are to be discarded or preserved?

We try not to discard materials, however if the damage is beyond repair or if the materials will cause further damage to other materials in our stacks (e.g. mold) we will attempt to get a replacement.

3. What happens to damaged but out-of-print materials?

We try to repair them if possible.

4. How to apply for preservation funds and what qualifies for the funds?

Send an e-mail to Catherine Nelson. We can use preservation for reformatting damaged or brittle materials, for reformatting materials that can no longer be used in their original formats, for deacidifying materials printed on acid paper.


Back to Collection Manager's Manual.
Authors: Task Force for Orientation of New Collection Managers; comments on content and arrangement to Sherri Barnes.

Updated: 05/11/05 02:50:44