Please, ALL READ, Pages AND Deskers:
Next week (Sunday, Jan. 13 – Saturday, Jan. 19) we will be recording the number of volumes and issues of journals that we handle in shelving by title in an online database. We have done this before, and will do so again, later in the semester. For some of you this may be new, and perhaps a little review doesn’t hurt any of us. Each volume must be counted and recorded by title in the database on one of the computers at one of the service desks. Here are the steps to follow, subject to clarification over the next few days as people notice what I’ve forgotten.
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 put the journals in order (if you don’t always put the journals in precise order before shelving them, you may want to change your ways for this counting process). Once the journals are in order on the truck, take them to a counting station at the 2nd or 3rd level desk. On the FileMaker counting database, look up each title and record the number of volumes and issues that you’re shelving.
Then: Read each barcode into the "in-house use" window in the Aleph client at the circulation desks. This is a procedure that Bri and other shelvers have been following for the books, all of the time. We will do this for the journals only for this week. Let me knw if you agree that this would be simpler and easier than the current procedure of looking each title up in the FileMaker database. Unbarcoded journal issues on Monday should be collected and given to me, and I will decide whether I want to employ a special, cumbersome procedure more than just one day. (Look for further instruction regarding unbounds as of Tuesday). If this works out, this might be the whole procedure in the future.
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 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.
If the FileMaker database is not up, you may need to sign in: use the pull-down menu command “Open Remote,” and choose the first listed file, "2008 JAN 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. Please at the least initial this memo, so that I know that everyone has read it.
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.
If you’ve never done this, why not open the database right now and take a look at how this is supposed to work. Ask any questions in advance!
Thanks for your help with this project. --David
