Department: Technical Services

Procedures for Media Processing

Receiving Purchased Media:

-Remove media from shipping box
-Keep box and packing material with the item until it is completely received
-Do not remove cellophane wrap from media item
-Check condition of item. If it is damaged, please return to the Acquisitions Specialist with the
shipping box, invoice, and packing material. If the item is not damaged, proceed to
checking in the item.

Checking in Media:

-Log in to Sierra
-Enter title of item
-Click on Order Record (If there is NO Order Record, notify Acquisitions Specialist)
-Check:
-Vendor: make sure item we received is from the correct vendor indicated on the invoice
-Format: make sure the item matches
-If there is any discrepancy, return item with shipping box, invoice, and packing material to the Acquisitions Specialist
-If information is correct, proceed to next step
-Read all the notes in the Order Record regarding this item
-Enter Received Date in the ‘RDATE’ field by keying the letter ‘T’
-Initial and date invoice then put in Acquisitions Specialist’s mailbox
-Discard shipping box and packing material

Preparing Item for Media Librarian:

-Get a yellow ‘Receiving/Searching Slip’ from the receiving area in tech services
-Write in the ‘Rec’d date’ and the ‘Sierra bib record number’ for the media item
-Log in to OCLC
-Type in the title of the media piece
-Enter the ‘Material Type’ to narrow your search
-Click ‘OK’
-Choose the DLC record, check for matching information accuracy with the media item in hand then write the OCLC number on the yellow Receiving/Searching Slip
-Don’t forget to put a checkmark on the yellow slip designating the OCLC number is a DLC Record
-Write in other or related OCLC records if applicable
-If there are no records available in OCLC, leave those areas blank on the yellow

Receiving/Searching Slip:

-Enter any information in the ‘Notes for Cataloger’ field necessary for processing this item.
-Finally, write in the ‘Date Searched’ and your initials
-Attach yellow slip to media item with tape and place on media shelf

Receiving Books w/Media:

-Follow procedures for receiving and processing books
-Remove media from the book
-Put media item in (CD, DVD) case
-Follow procedures for ‘Preparing Item for Media Librarian'

IF THERE IS NO DLC RECORD IN OCLC:

-Place BOTH book and media together on Media Librarian’s shelf with completed Receiving/Searching Slip

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