Michigan State University

SkyMatch Shelf Ready Processing Procedures

SkyMatch refers to shelf-ready books for which vendors provide SkyRiver records if available. 

Receiving & sorting | Cataloging | Payment

Receiving & sorting

1. VERIFY RECORDS ARE LOADED

  • Documentation present with the truck should include the YBP invoice and a copy of the SkyMatch Cataloging Report.
    • If invoice and cataloging report are missing, check with Kim in Acq.

2. REVIEW P.O. NUMBERS

  • Search Sierra Acquisitions by title to find the order.
  • Compare the online catalog and YBP invoice p.o. numbers -- they should match.
  • Write the purchase order number in the gutter of the page following the title page.
  • Check the title off the invoice.
  • If a dup is suspected, check with Kim in Acq. to see if duplicate records are present because of a YBP credit memo.
    • If a credit memo has not been issued, advise Huei of the duplicate order.

3. UPDATE ORDER RECORDS

  • Approvals:​
    • requestor ----- use initials from selection slip
    • internal note ----- processor's initials
    • external note ----- requestor/selector initials from selection slip
    • fund ----- from selection slip
    • rdate ----- type t for today's date
    • vendor ----- adjust as needed
    • location ----- DEST from selection slip
    • geo code ----- use u for United States; use for all others
    • ord note ----- for RUSH titles only; use code r
    • note ----- for non-print supplementary material, indicate type of material received (i.e., book + 1 CD); initial and date
       
  • Firm orders:
    • rdate ----- type t for today's date
    • note ----- for non-print supplementary material, indicate number and form of supplementary items (i.e., book + 1 CD); initial and date

4. SORT MATERIALS INTO SEPARATE WORKFLOWS

TYPE

INSERT

SEND TO:

Books with no record
  • SkyMatch streamer
  • receiving streamer
Copy cataloging shelves
Books with partial records
  • SkyMatch streamer
  • receiving streamer
SkyMatch shelves
Books w/ supplementary nonprint
  • SkyMatch streamer
  • receiving streamer
Locked media cabinet

Music materials
mu

  • SkyMatch streamer
  • receiving streamer
Music shelf

Government documents
gd

  • SkyMatch streamer
  • receiving streamer
Gov docs shelf

Reference books
ss, ssqrf, ssbio, ssfou
(if not approved by HHC)

  • SkyMatch streamer
  • receiving streamer
  • red "reference" streamer
Reference review shelf

Reference books
af, ca

ss, ssqrf, ssbio, ssfou​
(if approved by HHC)

  • SkyMatch streamer
  • receiving streamer
  • red "reference" streamer
Copy cataloging RUSH shelf

Travel books
irtrv

  • SkyMatch streamer
  • receiving streamer
  • red "reference" streamer

Browsing collection
br

  • SkyMatch streamer
  • receiving streamer
  • red streamer

Popular - Business
bupop

  • SkyMatch streamer
  • receiving streamer
  • red streamer

Course reserves
mnres, bures, enres, vtres

  • SkyMatch streamer
  • receiving streamer
  • yellow streamer
Patron notify
  • SkyMatch streamer
  • receiving streamer
  • red streamer
  • notify streamer

For all remaining books with complete bib records, proceed to Step 5.


Cataloging

5. REVIEW BIB RECORD FOR EACH BOOK

Check for matches, discrepancies, and make small edits as instructed. Consult the Copy Cataloging Troubleshooting Guide for more tips.

FIELD

ELEMENT

REVIEW CONTENT

NEXT STEP

Fixed fields

Mat type

ACCEPT

  • a

Flag any other

MARC leader
(ctrl+r to expand)

Bib levl

ACCEPT

  • m

Flag any other

Enc levl

ACCEPT

  • I, 1, 4, blank, 7, 8

Flag any other

050/090 call number

MARC field tag

ACCEPT

  • c (for call number matching label)

DON'T ACCEPT

  • y (except for a second, different call number)
If needed, change tag to c for call number which matches label

1st half

(class number)

DON'T ACCEPT

  • obsolete ranges:
    DT727-971​
    FC
    PZ
    Z over 5000

 

Flag if classed in obsolete range

 

2nd half

(cutter, year, etc.)

ACCEPT

  • complete call number with cutter and year
    ex: E748.T58 $b C74 2012 

DON'T ACCEPT

  • incomplete call number
    ex: E748.T58
     
  • vol. or no. designations
    ex:1998: no. 3; 1995 v. 

CHECK FOR

  • 'x' on end of cutter
     
  • 'x' on the end of call number
  • If call number is complete but missing $b code, add $b between class number and cutter
    • if unsure where to place $b, flag as problem
       
  • If call number includes vol. or no. designations, flag as problem
     
  • If call number is incomplete, flag as problem
     
  • If call number has 'x' on end of cutter, and no other problems exist, remove from bib and write/rewrite call # inside book, then send to New Books Relabel shelf
    • if other problems exist, note this issue on SkyMatch streamer
       
  • If 'x' is present on end of call number and book is unlabeled, remove 'x' from bib 
    • for labeled books, accept as is

Labels with extra decimal or no decimal in call number

CHECK FOR

  • extra decimal
    ex: PS3525.I972 .G6 1968
     
  • no decimal
    ex: PS3525 I972 G6 1968
    ex: QH353 B53 2000
  • If no other errors are present, add missing or remove extra decimal in bib record, write/rewrite corrected call # in book, and send to New Books Relabel shelf
    • if other problems exist, note this issue on SkyMatch streamer

Branch locations

 

CHECK FOR

  • G1000-G9999 --- Maps (mp)
  • K-KZ --- Business (bu)
  • M, ML, MT --- Music (mu)
  • N-NX, TR --- Art (ar)
  • Edit Sierra location field and 049 in bib
  • Stamp appropriately

245 $c author/editor, etc.

 

CHECK FOR

  • match between book and record
  • Flag any discrepancies
  • Accept differences in 1XX fields, since authorized access points may differ from what is transcribed from the piece.

245 $a, $b title information

 

CHECK FOR

  • match between book and record

Flag any discrepancies

250 edition statement

 

CHECK FOR

  • match between book and record
  • If record contains "1st edition" statement but book has no edition info, delete 250
     
  • Flag any other discrepancies

260 or 264 publication and copyright

$b publisher name

CHECK FOR

  • match between book and record

Flag any discrepancies

260 $c publication date

OR

264 _1 $c
publication date

264 _4 $c
copyright date

CHECK FOR

  • match between book and record
260 AND 264 _1  
  • If both are present, and both contain identical information, delete 260
     
  • Otherwise, flag as problem

300

$a pagination
$b illustrations
$c dimensions

CHECK FOR

  • match between book and record
  • If missing, and if feasible, add info accordingly:
     
    • AACR example:
      387 p. :|bill. ;|c25 cm.
      ix, 284p. ;|c21 cm.

       
    • RDA exmple:
      387 pages :|b illustrations ;|c25 cm.
      ix, 284 pages ;|c21 cm.

       
  • Flag if missing info is too complicated to determine/describe (this includes records where it's not clear whether AACR2 or RDA is the appropriate standard)
     
  • Illustrations is a general term that includes charts, maps, portraits, etc. Specific terms like charts, maps, portraits, etc. are also acceptable, but only "illustrations" is required if illustrative material is present. Tables containing only words and data are not illustrations.
     
  • Flag any other discrepancies
     
  • If oversize (more than 30cm high or 30 cm wide) see below
oversize (mn)  
  • Change location to ov
     
  • Mark with oversize stamp
     
  • Place on appropriate truck
oversize (mu or ar)  
  • Mark with Music or Art stamp
     
  • Unlabeled books: write in call # followed by 'folio'
    ex: MT 1 .A123 2012 folio
     
  • Labeled books: write 'folio' under location stamp
     
  • Place on appropriate truck

490/8XX series

490 _0

ACCEPT

  • if unnumbered series

DON'T ACCEPT

  • if numbered series
  • Flag if present in numbered series
     
  • Flag if numbered in piece but not in record
490 _1/8XX pair

ACCEPT IF

  • 8XX has no $5

Flag if 8XX has $5

6XX subjects

 

DON'T ACCEPT

  • records with no 6XX _0 fields (unless literary work classed in PB-PL or PM-PT)
Flag if subjects needed

 

Send all flagged books to SkyMatch problem shelves.


6. FINISH CATALOGING FOR ALL UNFLAGGED BOOKS

  • Update cat date in bib record.
  • Update cdate in order record.
  • Attach item record with appropriate workstat.
    • Edit item record location if going to branch.
  • Place unlabeled books on CP labeling truck.
    • leave SkyMatch streamer in for these items
  • Place labeled books on shelf-ready truck.

Payment

7. PROCESS INVOICE FOR PAYMENT

  • For approvals only -- complete accept/reject process in Sierra

SPECIAL NOTE ON RETURNS:

Because these books are arriving pre-processed we may only return if the book is so heavily damaged structurally as to make it unusable (detached cover), for defects in manufacturing (pages missing or bound upside down), or in the case of an error on YBP's part (wrong book supplied). If in doubt, consult with Asst. Head of Acquisitions.