ARC StaffWeb

Steps in the Process

1. Pre-sort and re-route (as appropriate)
2. Open remaining boxes and shelve/re-route
3. Dispose of packing materials
4. Tie up loose ends

Step 1 : PRE-SORT AND RE-ROUTE ITEMS (AS APPROPRIATE)

Read all mailing labels carefully to determine:

• the intended destination
• the nature of the contents

Misrouted Mail
Mail addressed to other departments in the Library should be returned to the mailroom for redelivery. You may need to write that department’s name on the box if it’s not there already.

Items Addressed to ARC Staff
Take these directly to the staff person even if you think it may be a regular firm order.

Mail for Serials Dept
If the address label indicates it is for Serials, put package in the “To Serials” box on the mail area counter.

Rush Orders
May be recognized by the word “RUSH”, or a sticker that indicates 2nd or next day air shipping on the box. Take these to Jesus Barin.

Special YBP and Lindsay Accounts
5417-14, -15, -17, -66, -77

Approvals

• Look for the words “approval,” “app.,” “blanket order,” “special plan,” or identifying account numbers on outside label to identify approvals.
• Place boxes (unopened) on approvals shelf.
• Place ALL shipments from WORLDWIDE, LINDSAY, CASALINI on approvals shelf (regardless of contents).
• Write date of delivery of Yankee approvals (5417-11) on box if part of the PREVIOUS weeks shipment remains on the shelf.

Step 2 : OPEN REMAINING BOXES AND SHELVE OR RE-ROUTE

Microfilm or Microfiche
Route to Melody Chen.

Videotapes
Place on the Video shelf in unpacking area.

CD-ROM's
If shipped alone, take to Electronic Resources Assistant in Serials.

DVD's
Route directly to Pam David.

Continuations

• Look for the word “Continuation” on mailing label.
• Yankee/Lindsay accounts 5417-18, -68 and –80
• Check that contents are indeed continuations (e.g. encyclopedic volumes, collected works or letters, etc.).
• Place on the continuations shelf.
• CAUTION: Do not confuse serials for continuations! If in doubt about whether an item is a serial or a continuation, do research in Voyager! Search for a bib record AND a purchase order. Note which department created the purchase order:
  (Acq Desk NU = ARC; Acq Desk Serials = Serials).

Serials

• Look for the words “journal,” “revue,” “quarterly,” “annual,” “yearbook,” etc.
• Series standing orders, also called SSO’s, or standing orders for series, are treated as serials.
• Place these items in the ‘To Serials” box, along with all packing materials and paperwork.
• Once the box is open, it must not be returned to the Mailroom.

Non-Yankee Firm Orders

• Check paperwork for invoice (NOT a packing slip):
  • Check that all pages of invoice are included.
  • Check that invoice matches contents of box.
  • Check that invoice is for a firm order. Absence of a PO number on the invoice often indicates it was an approval. Place approvals (in box) on approvals shelf.
    
• If no invoice is found in box, check the “Invoices Waiting For Books” folder (on desk opposite Martha). If not found there, place the books on the “Books Waiting For Invoice” shelf. The acquisitions specialist keeps an eye on this shelf, as well as the invoice folder, and will be responsible for making sure that items will not linger too long before getting paid.
  
• Shelve books on firm order shelves:
• Shift books as needed.
• Shelve books in same order as on invoice, left to right.
• Insert invoice in first book with spine down so that invoice data is accessible.
• Fill up the left shelf range before putting books on center range.

Yankee Firm Orders

• Accounts 5417-09 and 5417-10
• Check that all books on invoice have been shipped.
• Shelve items on Yankee firm order shelves:
  • Shelve books in same order as on the invoice, left to right.
  • Insert invoice in first book, shelved with spine down so that invoice data is easily accessible.
  • Follow the big paper arrows sticking out on these shelves. New orders are placed directly after the red arrow. The red arrow indicates the end of the current receipts, so move it to the end of the firm orders that are currently being put up. The green arrow is placed at the beginning of the oldest orders sitting on these shelves. When pulling down orders to process, take from the right of the green arrow.

Step 3 : DISPOSE OF PACKING MATERIALS

• Save styrofoam peanuts and bubble wrap until storage boxes are full (it is used for returns).
• Stack YBP boxes in corners of unpacking area.
• All other boxes should be marked with a large "X" and left in the administrative corridor. NOTE: All cardboard scraps can be added to this pile -- do not put in the blue recycling bins.
• Packing paper (as used by YBP) can be recycled.

Step 4 : TIE UP LOOSE ENDS

• Retrieve items left for ARC in the ‘Serials Drop Off’ box, which is located on a shelf below the Collection Management mail boxes.
• Check that the items are clearly monographs. If in doubt, search for the record in Voyager. Continuations must be routed to Serials for check-in. Always leave a note, or speak with someone in Serials, when you return something to them that they routed to us. Distribute all other materials as appropriate. If it is difficult to determine where any piece of mail should be routed, please ask a dept. elder.
• Take materials from the “To Serials” box to the Serials unpacking counter. The only items in this box should be faxes and mail items with packaging.

 

Content Questions? Contact c-grove@northwestern.edu
Technical questions? Contact j-bartlett@northwestern.edu
Last reviewed: 8/18/08