GIS Ordering/Receiving/Cataloging Workflow
Last reviewed 9/27/13, CF
GIS materials will come in two general categories: published material or custom data sets. Some examples of GIS suppliers used in the past are Digital Globe, GFK Macon, Geocommunity, Geolytics and Space Imaging.
ORDERING PROCEDURES
1. GIS LIBRARIANS (Jennie Murack and Heather McCann)
PAID ORDERS:
Identifies material to be ordered and sends the citation, including title, price, and vendor, via email to eselect@mit.edu :
- Fund to be charged
- Authorized signature, if not sent via email
- Library note: “RUSH: GIS/Give to MJY.”
- Include any special instructions for Mary Jeanne Yuen that may be relevant for cataloging purposes, such as, vendor URL, image resolution or note that the data will be uploaded on GIS Workstation.
WHEN A LICENSE IS REQUIRED:
When a license is required, include the license / license link along with the license contact information in the email with order information and cc: Sally Richter, spr@mit.edu.
- Sally will pass the license on to Ellen Duranceau for review.
- Once the license is accepted and signed in our Director’s Office, Sally will fax the license to the vendor and notify eselect that this has been done.
- Sally will create a VERA license record and scan/store a copy of the license in the RDrive/Scanned Licenses folder.
GIFT/FREE MATERIAL
- Prepares yellow gift slip to accompany item; notes any special cataloging instructions; notes “RUSH-GIS/Give to MJY” on the slip.
- Sends or delivers the material to Gifts Office, Rm.14E-210A
2. TANGIBLES MONOGRAPH ASSISTANT (Debbie Fazio) :
- creates RUSH order in Aleph
- adds Library Note for any distinguishing features, such as image resolution, vendor URL and other vendor information, as appropriate, and also notes “RUSH-GIS/Give to MJY”
- In Vendor Note Field, notes “GIS,” which alerts Charlene to check with Jennie/Heather before claiming with the vendor.
- Changes Collection in Items from “Stacks” to “GIS”
- communicates with vendor regarding price, payment, other terms of sale
- communicates with Sally Richter only if a license needs to be signed
- notes relevant information regarding progress of license review in the Order Log
- Note: If a license is discovered at point of order, email Sally with information about the order and the license (see “When a License is Required” above.)
3. VENDOR:
- confirms price, payment options, other terms of sale
- bills Monograph Acquisitions via invoice or credit card
- ships images/disks to Monograph Acquisitions, Rm.14E-210A
Note: The vendor often ships directly to GIS Librarian. When a claim letter prints out from Aleph, Charlene will check with Jennie/Heather to see if that is the case, and if so, close the order.
RECEIVING PROCEDURES
TANGIBLES MONOGRAPH ASSISTANT (Amy Chase)
1. PAID ORDERS:
- Opens the box and verifies that the vendor sent what we ordered by examining the package information. (We will assume that the data is correct unless Mary Jeanne tells us otherwise, after she examines the data during cataloging.)
- Arrives the order in Aleph and wands the barcode (MonoAcq must wand the barcode upon receipt for automatic creation of subfield 949 $p for cataloger. The 949 $p is the matchpoint for the OCLC record overlay.)
- NOTE: If there is more than one piece, only 1 barcode is scanned.
- Paper-clips the barcode to the print-out of the Arrival Slip, which has the PO#, System # and Library Note
- Adds GIS sticker, plus DVD sticker as appropriate. IF the material is to be shelved at CIRC, then item is processed for CIRCD, including appropriate labels, Circ Notes, and Item Status
- Adds a security strip for non-book material that will not be going through Preservation Services
- Inserts RUSH flag
- Gives the material directly to Mary Jeanne
- Pays any accompanying invoice
- Puts a note in the Order Log : “Gave piece to MJY”
Note: In some instances, the vendor will ship the material directly to Jennie or Heather. After they verify that the data is correct, they will notify Charlene so that the order can be arrived/closed. Material should be sent directly to Mary Jeanne for cataloging.
2. GIFT/FREE MATERIAL:
- Counts material on statistics
- Property stamps material
- Inserts RUSH flag
- Gives material DIRECTLY to Mary Jeanne for barcoding and cataloging
Note: Books ordered on the GIS account by Jennie or Heather will go into the regular receiving/cataloging workflow. Any books with accompanying material, ex. CDROM, should be given directly to Mary Jeanne.
CATALOGING PROCEDURES
GIS CATALOGER (Mary Jeanne) will catalog published material, custom data sets, and any books with accompanying material. All GIS materials receive RUSH processing/cataloging, similar to RUSH Reference orders. Cataloging for GIS materials will follow the CAMS general guidelines for cataloging and those pertaining specifically to cartographic material.
- Verifies that the data on the disk is what we ordered and is not defective
Note: If a defect is found or questions about correct material being supplied arise, Mary Jeanne will verify with Amy and Debbie. If additional information is needed, Mary Jeanne will email Jennie/Heather, who will contact the vendor.
- If copy is found in OCLC, catalogs the material and overlays the brief bibliographic record in Aleph
If for some reason the barcode was not scanned in MonoAcq, creates the 949 $p manually
Note: If for some reason the initially scanned barcode scanned by MonoAcq will not be used after the cataloged OCLC bib record is loaded into ALEPH, Mary Jeanne will manually change the barcode.
- If NO copy is found in OCLC (and for all gifts) creates an original record and imports it into Aleph and wands the barcode into the record
- Affixes the barcode to the material
Exception:for material that will be uploaded on the GIS Workstation and item will not circulate, do NOT affix the barcode and delete it in the Aleph record in both the Item and Cataloging Modules
- Writes the call # on a sticker and affixes to material
- Put the material in the Outgoing Mail box, addressed to Jennie Murack, GIS Librarian, to be picked up for Delivery to Rotch.
ROTCH PROCEDURES
GIS Librarian (Jennie) for DVD/CDs or IDLA Staff for books:
- Changes Item Processing Status in Barton
- Verifies Collection Code, Item Status, Call Number label
- Discards any extraneous packaging
- Checks for any patron Holds; if a Hold exists, informs Jennie/Heather; patron is notified
- If BOOK with CD/DVD, adds Circulation Notes and stickers referring to both
- After local shelf-preparation is complete, all related objects, including unsigned paper license(s) that accompany the material are shelved by Jennie
