ADMINISTRATIVE NOTES NEWSLETTER OF THE FEDERAL DEPOSITORY LIBRARY PROGRAM Vol. 19, no. 10 GP 3.16/3-2:19/10 August 15, 1998 READERS EXCHANGE USING A DUMMY PATRON TO TRACK GPO CLAIMS AND RAINCHECKS LORI SMITH SIMS MEMORIAL LIBRARY SOUTHEASTERN LOUISIANA UNIVERSITY HAMMOND, LA The Linus A. Sims Memorial Library recently began receiving weekly loads of Shipping List records, and monthly loads of full bibliographic records from Marcive. We quickly realized that we would inevitably have records in our catalog for items we had not received from GPO (claims and rainchecks). We considered supressing the records, but didn't want our patrons to lose access to them entirely. We hoped to find some way to indicate in the OPAC that the item was not actually held in the collection until a copy could be obtained. The solution we struck upon was to create a dummy patron to whom we would "check-out" the items we hadn't received. We use NOTIS software, but I imagine that other software packages might have similar capabilities. In step one, our Systems Librarian established a separate patron category with only one patron, GPO Claims. Having the dummy patron in its own category allowed us to set up the timing of overdue notices, designate that the patron would not be blocked as a result of having items overdue, and set up other customized features. The most important feature was the appearance in the OPAC of a note reading "on order" whenever an item was checked-out to the dummy patron. That is a note that our patrons are accustomed to seeing in the OPAC, and it does convey the essence of the truth. The next step was to begin checking-out claims and rainchecks to the dummy patron. In order for any item to circulate, it must have a barcode assigned to it, and an item record must be created in the database. This was a bit tricky, because some of our titles receive smart barcodes, others receive dumb barcodes, and some receive no barcodes at all. Also, since the default location codes given to our Marcive records are non-circulating, each claimed or rainchecked item must temporarily be given a circulating location code. The procedures we established to handle each of these barcoding situations are detailed at the end of this article. Once the item has been assigned a barcode and an item record, it's a simple matter to check the item out to the dummy patron. The barcode and a SuDocs number label are attached to a 3" X 5" card and filed in SuDocs number order in our claims file. If a disgruntled student worker should happen to run off with our claims file some day, it is possible within NOTIS to see a detailed list of all items currently checked out to the Claims patron. If a claimed or rainchecked item is received, we pull the barcode and SuDocs label, affix them to the document, check the item back in, and process the document as usual. If the document has not been received within sixty days of being checked-out to the dummy patron, we receive a printed overdue notice from our Circulation Department. We check the shelves to make sure the item has not been received, processed and shelved without being discharged. After another sixty days we receive a second overdue notice. At that point we check again to see if the item is on the shelves. If it isn't, we'll consider ordering a copy. After a final sixty day period, we'll receive the third and final overdue notice. If we haven't yet been able to obtain a copy of the item, we will discharge the item and delete or suppress the record. One danger of this system is the artificial inflation of circulation statistics for documents. We believe, though, that we have found the solution to this problem in NOTIS Quikreport number CIRC017A. This report gives us the number of check-outs to a specific patron category within a specific period of time. We will likely run this report monthly so that "real" circulation statistics may be kept. DETAILED PROCEDURES FOR GPO CLAIMS PATRON by Lillie Cobb and Lori Smith Claims made (charges): 1. Paperclip or staple label and barcode at the upper left on a 3"x5" card. 2. Logon to NOTIS, and enter LTSG mode (the documents processing unit). 3. For a document that receives no barcode: assign a temporary dumb barcode from the file of temporary barcode cards; create an unlinked item record, inserting the temporary location docd,circ. 4. For a document with a dumb barcode: create an unlinked item record, inserting the temporary location docd,circ. 5. For a document with a smart barcode: enter the item record, and insert the temporary location docd,circ. 6. Enter the circulation mode and charge the document out to the claim patron. 7. File the card in SuDocs no. order in the claims/rainchecks file. Claims filled (discharges): 1. When the claimed/rainchecked document is received, pull the card with the label/barcode from the claims/rainchecks file, and process the document following established processing procedure. 2. Logon to NOTIS and enter the circulation mode. 3. Discharge the document from NOTIS. 4. For a document that receives no barcode: Enter the item record and delete the unlinked item record by changing the note in the status field from "a" to "d". NOTE: Remove the SuDoc number label from the barcoded 3"x5" card and attach it to the document, and process the document following established processing procedures. Return the barcoded card to the temporary barcode file, saving it for a future claimed/rainchecked issue of a serial receiving a temporary barcode (documents that will get no [permanent] barcode). 5. For a document with a dumb or a smart barcode: Enter the item record and delete the temporary location. 6. Place the document, with shipping list attached, at the designated location on the work station reserved for processed documents. Overdue notices: FIRST NOTICE 1. Check stacks/cabinets to verify that the document has not been received. 2. If the card with the label/barcode is in the claims/rainchecks file, and the document is not located, discard the overdue notice. 3. If the document is located, verify that the document has been properly processed. Check the claims/rainchecks file for the correct label/barcode, logon to NOTIS and ensure there are not two item records for the same document. If the document has been properly processed, enter the circulation mode in NOTIS and discharge document, access the item record and delete the temporary location. 4. Place the document, with the overdue notice attached, in the designated location in the work area. SECOND NOTICE 1. Check stacks/cabinets to verify that the document has not been received. 2. If the document is not located, place the overdue notice in the designated tray in the work area. The notice will be forwarded to the Documents Librarian for her to determine if the document should be ordered. 3. If the document is located, verify that the document has been properly processed. Check the claims/rainchecks file for the correct label/barcode, logon to NOTIS and ensure that two item records do not exist for the same document. If the document has been properly processed, enter the circulation mode in NOTIS and discharge document, access the item record and delete the temporary location. 4. Place the document, with the overdue notice attached, in the designated location in the work area. THIRD NOTICE 1. Check stacks/cabinets to verify that the document has not been received. 2. If the document is not located, place the overdue notice in the designated tray in the work area. The notice will be forwarded to the Documents Librarian for her to determine if the record should be suppressed or deleted. 3. If the document is located, verify that the document has been properly processed. Check the claims/rainchecks file for the correct label/barcode, logon to NOTIS and ensure that two item records do not exist for the same document. If the document has been properly processed, enter the circulation mode in NOTIS and discharge document, access the item record and delete the temporary location. 4. Place the document, with the overdue notice attached, in the designated location in the work area.