Monograph Acquisitions: Rotch Limited Access Materials Processing

(Last Revised October 30, 2012 CF)

ORDERING
In addition to the usual order elements (title, publisher, price, fund, initials,) titles to be ordered for the Rotch Limited Access Collection (LMTA) need special notes for receiving and processing.

• Rotch selector will clearly note LMTA instructions on the citation or emailed order as:

  ACQ: Ntfy. Lorrie/Jolene to inspect before receiving.  LMTA – Do NOT stamp. Clip barcode to flag.

• Depending on the title ordered, some may need to be stored in a secure place until the item can be cataloged or picked up by Rotch staff.  Note as:

  CN: Please lock up    or     CN: Do not lock up.

If no note, the default will be to lock the items up overnight for security purposes.

RECEIVING
Upon receipt, the Monograph Acquisitions Receipt Assistant will notify Lorrie McAllister and Jolene de Verges that the material is here for inspection.  If Lorrie/Jolene are not available immediately to inspect the material, the “lock up” instructions should be followed, locking the material in Amy Martin's cubicle until Lorrie/Jolene can inspect them.

Once the material has been inspected and approved by Jolene or Patsy, the Monograph Acquisitions Receipt Assistant will:

• Receive and pay for the item in Aleph
• Wand Barcode
• Create note in Order Log:   “Gave to Ben to catalog”
• Print the Arrival slip
• Clip the Barcode to the Arrival slip
• Insert ATTENTION Flag and then give the item(s) directly to Ben Abrahamse for cataloging

CATALOGING:
If the book has a “lock up” instruction, the book should be locked in Ben's cubicle until the item can be cataloged.

POST-CATALOGING

Once the item has been cataloged, the Cataloger should deliver the item(s) to Curation and Preservation Services (CPS) for treatment and security measures.  Ben should call (x3-5282) or email CPS at preservation-team@mit.edu to be sure someone is in the lab to receive the material.

If the item needs to be boxed and the box size results in a shelf location change, this will be updated in Aleph by CPS staff.

CPS will call Lorrie, or in her absence Jolene, when the material is ready for pickup/transport to Rotch.  LMTA material should never be sent through the mail via Delivery Services.