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Monograph Acquisitions: Physical Materials Processing Instructions

Physical Materials Processing Instructions

(Last Revised 11/10/11 CF)

 

Monographs:
1.  Property stamp the top edge center of the piece using the appropriate MIT Libraries - <Library Name> Stamp.
2.  Use the square MIT Libraries/Received Date Stamp on the verso of the title page, near the bottom center or wherever space is available.

  • If the square MIT Libraries/Received Date Stamp does not fit on the verso page without obscuring some of the text, then stamp the page with the MIT Libraries Stamp and the <Date> Stamp wherever space is available.

3.  Place a single barcode on the front cover, top left corner (no more than 1” from the top edge and not more than 3” from the left edge, regardless of cover design).  Scan barcode into the barcode field in the item record (overwrite any system-assigned number).

  • For books with dust jackets, the jacket should be removed from the book and the barcode should be placed directly on the book block.  The dust jacket should then be folded and placed inside in book. 

4.  If applicable for items ordered prior to FY11, use a glue stick to affix the appropriate bookplate in the center of the inside front cover of the book, placing the glue on the top and bottom edge of the back of the bookplate.

5.   For Collections other than STACKS:

  • HUM and SCI Browsery books will be stickered at point of receipt; Catalogers will catalog book and as part of next-day processing, change the Collection from STACK to BRWS and check the Temporary Location box in the Item.  For books with dust jackets, Preservation Services will duplicate the barcode and prepare 2 spine labels, one for the book, one for the dust jacket.
    • NOTE: Cataloging would like an arrival slip printed when “CAT BRWS” is noted.
    • Dust jackets for GRAPHIC NOVELS can be thrown out.
  • Books for the following permanent locations will also be stickered at point of receipt.  If you receive a book stickered for any of the following locations, it can move along to the next processing point and does not need to come back to 14E-210:
    • DETEC
    • GRNVL
    • TRAVL
    • WSTM
    • Barker Browsery
    • REF
  • Shelf-ready books from YBP with call numbers and pre-determined for HUM Browsery or DEWEY Impulse Borrowing need the following:
    • After receipt in Aleph, set the books aside until after the OCLC PromptCat files are loaded.
    • Once the records are fully loaded, add Browsery or Impulse Borrowing stickers for those books:
      1. Paperbacks and cloth books without dust jackets : place small Browsery/Impulse Borrowing sticker above the call # label
      2. Books with dust jackets: place a small Browsery sticker above the call # label, create a handwritten call number label for the dust jacket; add a new duplicate barcode to both the book and the dust jacket
    • In the Item module in Aleph, change the Collection from STACK to BRWS or IMPLS and check the “Temporary Location” box.
      • Note: Remove the IP status for HUM only.
    • HUM books get delivered to Hayden circulation for pre-shelving
    • SCI books' IP status is changed to NB and a purple "New Books Display" slip is placed in each book. SCI are brought down to Hayden Circ Pre-shelving area.
    • DEW books get boxed and sent to Dewey.

6.   Print an arrival slip, as appropriate, when the note includes  information for Catalogers, Preservation Services, and Access Service Desks only.  Do not print arrival slips that have notes that are relevant only to the receipt person in Monograph Acquisitions.

7.  Place the arrival slip, and attention flags, as appropriate, inside the text block..
8.   Put the book on the book truck for cataloging.
      NOTE: Exceptions to book truck:

  • RUSH books go on the RUSH Shelf
  • NON Western Language books and Arabic KHAN books  go on the bottom shelf of the bookcase near Jane Marcus; Ben Abrahamse will catalog these. 

 

Non-Western Language Books:
Books in languages that read right to left should be processed in the opposite manner of Western language books, which read left to right:

  1. Property-stamp the top edge center of the item with the name of the Divisional Library.
  2. The title page is in what we think of as the "back" of the book. Find the title page and property-stamp on the verso.
  3. Barcode placement will be the same as for Western Language books, holding the book as you do for Western Language books (single barcode to the upper left corner, no more than 1” from the top edge and no more than 3” from the left)
  4. Bookplate, when appropriate (only for books ordered before FY’11,) should be affixed to the inside of the BACK cover.
  5. Place any printed arrival slips/attention flags inside the book, as appropriate.
  6. Put the book on the bottom shelf of the bookcase near Jane Marcus; Ben Abrahamse will catalog these. 

 

Aga Khan Books:

  1. Process book according to the appropriate instructions for hardcover/paperback/non-western books above. 
  2. English and European language books go on the truck with all other books.
  3. Arabic language books go on the bottom shelf of the bookcase near Jane Marcus; Ben Abrahamse will catalog these. 


Office Copies for Staff Use
Sometimes we order books for staff to use in their work.  These will always be “Do Not Cat; send to <staff person> note.  These are suppressed from view in the OPAC and do not have an item attached.

  • Note: Staff copies for acquisitions, cataloging and preservation staff will all be ordered on the M-IRC-IRCB fund and will be assigned the ACQ(IRC) Sublibrary.
  1. Property/Date stamp the Verso of the Title Page
  2. No barcode or Top Edge stamp is needed
  3. In the Order Log, note which who you sent the book to.
  4. Mail the book, via Interdepartmental Mail, to the appropriate staff person

 

Journal Back issues:
Journal back issues should not be barcoded or stamped.  Instead, stamp a 1”x1½” label with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Place the label in the lower right corner of the front cover. 
Once received, place the item on the shelf labeled “Journals received by MonoAcq” on the bottom shelf, left, in the 14E-210 mail distribution space.  

 

Maps:
For all maps, follow the instructions indicated on the “Rotch Map Processing Details” instruction sheet When finished processing, place a post-it note on the map indicating the received date and hand deliver the map to the assigned box in the Maps Area.  If the Map is a RUSH item, deliver it directly to Mary Jeanne Yuen.  All map processing questions should be directed to Mary Jeanne Yuen. 

 

SEE  License Review Procedures for CD/DVD-Roms

Books with accompanying CD-ROM/DVD-ROM and DVD:

Note:  If a book for Music Library comes with a Music CD, follow the processing instructions under “Music CDs.”

  1. Process book according to the appropriate instructions under “Standard Monographs.” 
  2. Place the disk in a white case.  See https://wikis.mit.edu/confluence/x/poyrAw 
  3. Place a barcode in the upper left corner of the front cover of the case.
  4. Stamp a 1”x1½” label with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Place the label in the lower right corner of the back of the applicable case.
  5. Attach the white case to the accompanying book using cotton tape or a rubber band. 
  6. Place any printed arrival slips/attention flags inside the book, as appropriate.
  7. Place the pieces on the book truck for cataloging.

 

CD-ROMs: (stand-alone)

  1. Place the CD in a white case.  See https://wikis.mit.edu/confluence/x/poyrAw
  2. Place a barcode in the upper left corner of the front cover of the case.  Scan barcode into the barcode field in the item record (overwrite any system-assigned number).
  3. Stamp a 1”x1½” label with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Place the label in the lower right corner of the back of the case.
  4. Place any printed arrival slips/attention flags inside the book, as appropriate.
  5. If applicable, secure any printed arrival slips to the case with a rubber band.
  6. Place the piece on the Non-print Formats shelf located on the bookcase just outside Jane’s cubby. 

 

DVDs: (stand-alone)

  • Place a barcode in the upper left corner of the front cover of the black case 

    •                Note: Music Library prefers to keep their DVDs in the original packaging rather than use a DVD case.

  • Scan barcode into the barcode field in the item record (overwrite any system-assigned number).
  • Stamp a 1”x1½” label with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Place the label in the lower right corner of the back of the case or wherever space is available.
  • If applicable, secure any printed arrival slips to the case with a rubber band.
  • For Music DVDs, place the piece on the designated music shelf in cataloging on Jane’s bookcase.  For all other DVDs, place the item on the Non-print Formats shelf located on the bookcase just outside Jane’s cubby.
  • See DVD Spreadsheet for End processing Details

    •  

    Audio Books: 

      1. Audio books must be enclosed in an appropriate audio books case (typically a plastic container with sleeves inside for each CD).    

        Note:  If the audio book comes in a cardboard-type case, you should re-house the disks in a black plastic case, choosing one that most closely can house the number of disks involved. 

      2. Place a barcode in the upper left corner of the front cover of the audio book case.  Scan barcode into the barcode field in the item record in Aleph
      3. Arrive the item in Aleph, being sure to note the number of Disks in the “Arrival Note” field.
      4. Stamp a 1”x1½” label with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Place the label in the lower right corner of the back of the case or wherever there is space.

        Note: Gift copies of Audio Books get the same physical processing; there will be nothing to record in Aleph

      5. Place a SMALL Browsery Sticker about an inch above where Preservation staff will apply the call number label on the case, either on the spine, if wide enough, or the lower left corner of the front of case: 

      6. Place an Audiobook label under the barcode and fill in the number of DISCS:

        7.  

      7. If the audio book was placed in a different case than its original packaging, secure the original packaging & any arrival slips to the new case with a rubber band.

        Note:  Preservation staff will cut up the original packaging and insert into the sleeves of the new case, as well as apply tattle tape for security and add a Circ. Note to the Item in Aleph:  “Please check for x number of discs upon return.”

      8. Place the audio book on the Non-print Formats shelf located on the bookcase just outside Jane’s cubby.  All Audio Books should be cataloged for the Browsery as a permanent location and a load status of 23 (30 day/no renew.)

    Music CDs:

    1. Place a barcode in the upper left corner of the on the front of the jewel case (not more than 1 inch from top edge nor more than 3 inches from left edge.)  If this barcode placement obscures important text, the barcode may also be placed in the center of the front cover. Scan barcode into the barcode field in the item record (overwrite any system-assigned number).

    • For CDs that are unconventionally packaged AND for multiple CD sets, seek the assistance of Christie Moore/Music Library staff for guidance as to barcode placement and general processing notes, and proper housing.  (Sometimes multiple CDs in a booklet get housed in separate jewel cases, depending how they will be used, such as course reserve items.) 
    • Operas: Note that all operas (which typically include one or more CDs plus a separate libretto booklet) ALWAYS get processed as one item and with one barcode.
    • For Music CDs that accompany books, use a clear jewel case.

    2. Stamp two 1”x1½” labels with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Place one label in the lower right corner of the back of the jewel case.  If this covers important text, the label may also be placed in the lower right corner of the front of the jewel case.  Place the other label in the lower right corner of the back of the booklet contained within the jewel case (or, if important text is obscured, wherever there is available space). 

    • A property stamp label should be placed on any accompanying, non-attached materials (whether or not they are separate barcoded items).

    3. If applicable, secure any printed arrival slips to the CD with a rubber band.

    4. Place the piece on the designated Music shelf located on the bookcase just outside Jane’s cubby.   NOTE:  CDs designated as RUSH items should be placed on the RUSH shelf.

     

    Music Scores/ Sheet Music:
    Music Scores and sheet music typically come packaged as either a score only, instrumental parts only, or a set of score and parts together.  These are general processing guidelines for any of these permutations.  However, note that any questions regarding score processing or any strange packaging of a set of music should be directed to Christie Moore in the Lewis Music Library. 

    1.  Barcodes: If there is a cover on the score or holding the set of parts, place a piggyback barcode inside the back cover (1” from the top and centered).  If there is no cover or no convenient space to place the barcode, place a single barcode on backing and paper-clip to first page inside cover.  Scan barcode into the barcode field in the item record (overwrite any system-assigned number). 

    • Note: DO NOT place a barcode on any page that also includes music notation.  If there is any doubt as to proper barcode placement, consult Christie Moore in the Lewis Music Library or paper-clip the inside the front cover. 

    2.  Stamps: As normal for books, if space is available.  If the score or sheet music is too thin to stamp the top edge, stamp the name of the library next to the square MIT Libraries/Received Date Stamp on the verso page.  If there is no verso page or convenient space to use the square stamp,  stamp the lower right corner of the first page or front cover with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library.  Avoid stamping any page with music notation if at all possible. 
    3.  For sets of music: Place one piggyback barcode on back cover of score or cover sheet if available; if no space is available, place a single barcode on backing and paper clip it to the pieces of music. Each piece (the score plus each part/looseleaf page) should be stamped with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library in the lower right corner of the first page.  (When in doubt, consult with Christie. Parts on separate pages are sometimes hinged together by Preservation Services and would, therefore, not need a property stamp.)
    4.   Bookplates: For pre-FY11 orders, do not attach the necessary bookplate.  Instead, print out the arrival slip and paperclip bookplate to the slip.
    5.   Place the piece on the designated music shelf in CAMS.   Scores designated as RUSH items should be placed on the RUSH shelf.

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