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Please, ALL READ, Pages AND Deskers:

For the next week-plus (Sunday, March 8-Monday, March 16) we will be recording the number of volumes and issues of journals that we handle in shelving by title in online databases. For a couple of you this may be new, and perhaps a little review doesn’t hurt any of us--so I will put the bulk of this memo below the cut, where anyone who needs a refresher should read. We will also be recording these counts during the two first full weeks of April.
All pages should be inputting each journal volume (and any unbound issues with the library barcodes--there are a few, mostly copy 2's) into the in-house use window before the volumes get shelved for the next week--and the upcoming weeks in April. Each volume must be scanned and recorded in the database on one of the computers at the service desk--most likely the check-in computer on the Ref. side of the service desk, but the regular Circ stations will work just fine--and when the Circ staff are doing this, may be preferred. Here are the steps to follow, subject to clarification over the next few days.

When starting a new truck of journals for shelving, put an “uncounted" (red) indicator in the pocket on the end of the truck. (If there are two pockets, two labels may be used—but mainly make sure that we don’t have two conflicting messages). Put journals on the truck as usual, whether you’re collecting them from tables in the stacks areas or by the copy machines, and then take them to a counting station at the 2nd or 3rd level desk.

Read each barcode (on the bound volumes, and any unbound copy 2s with barcodes) into the "in-house use" window in the Aleph client at the circulation desks.

For unbound journal issues, look up each unbound issue title and record the number of issues that you’re shelving in the 2009 March Journal Statistics FileMaker database [the name of this file is subject to change before Sunday, watch for subsequent update]. This can be done at the same computer or on the eMac, where we often record the Pagelog info.

When the truck is finished, change the “uncounted" red indicator to a green “counted" tab, and the truck is ready for shelving as usual. After emptying a counted truck, change the indicators back to uncounted.

• Obviously, do NOT pick up any loose journals along the way to shelving and add them on to the green-labeled "counted" truck—these must be counted first.
• All journals should be counted before they are shelved.
• Books with call numbers are NOT included in this process, so just handle them as usual--Grace & Richard will take care of inputting them.

If the FileMaker database is not up, you may need to sign in: use the pull-down menu command “Open Remote," and choose the listed file, "2009 March JOURNAL STATISTICS"---Do NOT use the old “JOURNAL_STATISTICS" file, further down the list. Like most FileMaker files, put in the usual password, and the user name should be "Circstaff." The password should appear in the place where we keep the passwords, known to all desk staff.

I’m not going to try to fully discuss using the database to record these counts, but if no one has gone over this with you, please stop and ask to review this with either one of the desks students who is familiar with the process, or preferably with me (if I’m available) or Melissa or Steve. If there are particular points that you think should be highlighted, please add them in the comments that you can attach to this memo.

This process obviously adds a bit to the time it takes to pickup, sort and put away the journals. As I’ve previously discussed, this work can and ought to be shared between the pages & the desk staff.

Please record your initials as an indication that you've read and understand this memo. (IF you're not sure how to do that, come and ask me or another staff member to show you how to do so. Any of the desk students probably knows how to do this as well). this is also a good opportunity to record any questions or comments you have about this process.

Thanks for your help with this project. --David














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