Policies and Procedures

Materials Processing

Books, AV, etc.

If materials do not come with processing, the following needs to be completed:

• Materials are cataloged, assigned a barcode, and entered into the computer (generally this is done by the librarian).
• Run 2 material barcodes per piece and place one on the back cover or left end sheet of the book and one on the outside of the book (preferably back, covering the ISBN)
• Run spine labels and apply them centered 1" above the base of the spine.
• Cover hardcover books that come with removable jackets with protective plastic jackets.
• Cover paperback books with Kapco laminate.
• Put plastic protector strips over exterior barcodes/spine labels not covered in some other fashion.
• Glue in book pocket.
• Stamp each outside edge (top, side, bottom) with the Wamego High School Library stamp.

If materials do have processing, follow these steps:

• Import catalog records from disk provided by the company or downloaded from the company's web site.
  
• In Circ/Cat Main Menu, select Materials
• Select Import records, place the cataloging disk in drive A (or import from the desktop - having downloaded from a Web source).
• Follow the instructions on the screens
• Once the records have been imported, "View" the records in WordPad
  
• Edit--Select all; copy
• Open Excell, Paste the records into the workbook (this is for ease of records maintenance; sorting, printing, etc.)
• Run a list of titles with barcode numbers for completion of processing
• To search individual records, in the Materials menu, select Edit, select search Index (pull down)
• Make sure it has the appropriate material type
  
• Change the Call Number to reflect location or type of material (Ref, CRC, etc.)
• Indicate the Accession year (this is the fiscal school year, for year 2006-2007, accession would be 2007). Exception:  if material is magazine, a/v equipment, textbook, add the appropriate letter following the accession year, i.e., 2006m=magazine, 2006a=equipment, 2006t=textbook.  This is essential due to our sending records to the Kansas Library Catalog each year in June.  We download by accession number, i.e., 2006.
• Check the Subject Headings to see that they are in the appropriate format.  Make sure that the sub-fields are indicated correctly.  Change them if they are not.
• Include the cost of the book (in the holding record only) if it is not already noted, the name of the fund from which the material was purchased (Library, Fines, Gift, Grant), and the physical location of the material (Reference, 100-199, etc.)
• Save
• Follow the basic physical procedures outlined in the first section for completing the processing (book pockets, run barcode labels, cover the book or the book jacket, stamp the book, place or type spine label, etc.)