Collection maintenance covers shelving, shifting, inventory, etc.

1. Module 3: Collection Maintenance
Table of Contents
Introduction...................................................................................................................................................3-2
How to Shelve Books the Dewey Decimal System Way .............................................................................3-3
Range Maintenance ......................................................................................................................................3-7
How a Shelf “Should NOT” Look ............................................................................................................3-7
How a Shelf “Should” Look .....................................................................................................................3-7
Correct Placement of Bookends ...............................................................................................................3-8
Library Pick-ups ...........................................................................................................................................3-9
Count Use Module....................................................................................................................................3-9
Shelf Reading Process ................................................................................................................................3-10
Shelf Reading Cards ...............................................................................................................................3-10
Shelving Materials ......................................................................................................................................3-12
Preparing Materials to be Shelved..........................................................................................................3-12
Shelving Dewey Call Numbered Materials ............................................................................................3-12
Shelving Fiction Materials......................................................................................................................3-12
Shelf Shifting..............................................................................................................................................3-13
Missing Materials List ................................................................................................................................3-14
Identifying newly designated “missing” items:......................................................................................3-14
Printing the Missing List: .......................................................................................................................3-15
Using Rapid Update to change ICODE2 Status to “a Searched Once”:.................................................3-16
The second/third search on a Missing Items list:....................................................................................3-17
Clear the ICODE2 Status........................................................................................................................3-18
Billed – No Paid Materials List ..................................................................................................................3-19
Create and Print the Billed – No Paid Lists (Supervisors) .....................................................................3-19
Search for Billed Materials.....................................................................................................................3-21
Using Rapid Update to change ICODE2 Status to “a Searched Once”:.................................................3-22
Collection Inventory...................................................................................................................................3-23
Inventory Instructions.............................................................................................................................3-23
Materials That Need to be Brought to the Supervisor ............................................................................3-23

2. 3 – 2
Introduction
Librarycollectionsare continuallyexpandingandchanginginorderto supportthe needsof the currentcurriculum
and that of the studentbody. Keepingthe collectionsup-to-date requiresavarietyof processessuchasweeding
(removingmaterials),replacingoutdatedmaterialsandrepairingdamagedmaterials. Mostof these duties,
explainedinmore detail below,are performedbythe Librarians.
Repair
Materialsare usuallyidentifiedforrepairwhile theyare handledduringday-to-daybusinessactivities. Minor
repairsare handledbyLibrarystaff. Itemsrequiringmajorrepairsmaybe sentto an outside vendorif the costof
repairsiswarrantedforthat item.
Replacement
Needforthe replacementof materialswillbe determinedwhenitemsare missingordamagedbeyondrepair.
Itemsthat are still valuable tothe collectionare replacedwithduplicate copies,newereditions,if available,or
othertitlesrelatingtothatsubjectarea.
Weeding
Weedingisthe processof identifyingmaterialsinaparticularsubjectareathat shouldbe withdrawnfromthe
collection. Thisisdone whenaneedisidentified,suchasanimpendingaccreditationof aparticularprogram,
newermaterialsare purchased,the age of the materialsforthatsubjectarea,or whencertaintypesof materials
are renderedobsoletedue tonewresearchordiscoveries.
Thisprocessis usuallydone bythe Librarianincharge of thatsubjectarea,oftenwiththe assistance of faculty
membersfromthe department(s) whosesubjectareaisbeingweeded.
WithdrawnMaterials
Materialsthat have beenchosenforwithdrawal are disposedof accordingtostate guidelines. Some materialsare
offeredatpublicauction andsome are offeredtootherlibrariesandothersare discardedorrecycled.
Basic CollectionMaintenance
The maintenance of the librarycollectionisadailytaskusuallydone bystudentemployeesworkinginthe
circulationareaof the library. We are responsible forkeepingthe collectionsinorder,sothatpatronscan find
materialsquicklyandeasily. Since we are anacademiclibrary, ourcollectionrequiresdailyattentiontoshelving,
shelf readingandbasichousekeepingfunctionssuchaskeepingthe shelvesfree of trash.
Amongthe many dutiesperformed daily bystudentemployeesare the followingcollectionmaintenance duties.
 Re-shelvereturnedmaterialsinatimelymanner
 Assure thatmaterialsare shelvedwiththe correctcollectionandincorrectcall numberorder
 Keepmaterialsonshelvesarrangedinanorderly fashion
 Shiftmaterialstomore evenlydistribute materialsthroughoutthe space
 Locate andretrieve materialsthathave beenleftattables,chairsandworkstations
 Keepingshelvesfree of trash
 Searchfor materialsthatare missing,have beenbilledorhave beenclaimedreturned
 Reportinganyspillsorleakswhichmaydamage the materials.
The Library's materialsare mainlyorganizedbythe DeweyDecimal ClassificationSystem. However,some minor
collectionsare utilizingalocal call numbersystemuntil theyare alsocataloguedusingthe DeweySystem.

3. 3 – 3
How to Shelve Books the Dewey Decimal SystemWay
(Borrowed from: Understanding the Dewey Decimal System / http://frank.mtsu.edu/~vvesper/dewey2.htm#What)
What is a call number?
The call numberfora book inthe libraryiscomposedof twoparts—the DeweyDecimal Classificationnumberand
the Cutternumber.
In large libraries,itispossible thatmanybookswill be classifiedwiththe same DeweyClassificationnumber. The
librarymustgive eachbooka unique numberthatservesasthe addressforlocatingeachbookon the shelf.
To create thisunique number,aCutternumberisaddedto the classificationnumber.
Dewey Decimal Classification System
The Deweydecimal systemisusedinmore than200,000 librariesthroughoutthe worldandithasbeentranslated
into35 languages.The Deweydecimal system, usingnumbersandletters,coordinatesmaterialsonthe same
subjectandon relatedsubjectstomake itemseasiertofindonthe shelves. All knowledgeisdividedintotenmain
classes,whichare listedbelow.
000 Generalities
100 PhilosophyandPsychology
200 Religion
300 Social Science
400 Language
500 Natural Science andMathematics
600 Technology(AppliedSciences)
700 Arts
800 Literature
900 GeographyandHistory
Each of the above classeshas tendivisions. These divisionsare furtherdivided--andthenfurtherdivided. Each
divisionbecomesmore specific. The more numbers,the more specificthe subject. Inthisway,the Dewey
classificationsystemprogressesfromthe generaltothe specific inthe DeweyDecimalClassificationSystem. The
decimal place isusedtomake the numberevenmore specific.Let'slookforbutterflies...
To findthe classificationnumberforbutterflies,we needtostartwiththe class fornatural sciencesthe 500's. This
meansthat the firstnumberof the call numberwill be a5. Let's lookat the ten divisionsof this500 class.
 510 Mathematics
 520 Astronomy
 530 Physics
 540 Chemistry
 550 Earth Sciences
 560 Paleontology
 570 Life Sciences
 580 Botanical Sciences
 590 Zoological Sciences
Butterflieswillbe classifiedunderthe Zoological Sciences590.Now we know that the secondnumberof the call
numberwill be a9. Let'slookat the tendivisionsof the 590's to findthe nextnumber.
 591 Zoology
 592 Invertebrates
 593 Protozoa
 594 Mollusa
595 Other Invertebrates
(worms and insects)
 596 Vertebrates
 597 Fishes
598 Reptilesand Birds
 599 Mammals
Insects,includingbutterflieswouldbe under 595.
Nowwe have the firstthree numbersof the call number595.
The 595's are furtherdividedbythe use of decimalstospecify
whattype of insects.
The more numbers,the more specific.
500--Natural Science
590--Zoological Sciences
595--Other Invertebrates
595.7--Insects
595.78--Lepidoptera
595.789--Butterflies

4. 3 – 4
REMEMBER:
In a decimal system, books are filed digitby
digit--not by whole number.
Look at thisexample:
 331
 331.01
 331.011
 331.016
 331.02
 331.026
 331.041
 331.04136
 331.042
 331.1
 331.198
 331.2
Let's try puttingsome call numbersincorrectshelvingorder.
Exercise 1
Whichcall numbercomesfirst? Answer:
311.0942 311.018
311.07 311.07
311.116 311.0942
311.2 311.116
311.018 311.126
311.126 311.2
But wait . . . what happens when two books have the same number?
In large libraries,itispossible thatmanybookswill be classifiedwiththe same Deweyclassificationnumber. The
librarymustgive eachbook a unique numberthatservesasthe addressforlocatingeachbookon the shelf.
To create thisunique number,aCutternumberisaddedto the classificationnumber.
Cutter numbers
The cutter numberfora bookusuallyconsistsof the firstletterof the author'slastname and a seriesof numbers.
Thisseriesof numberscomesfroma table thatis designedtohelpmaintainanalphabeticalarrangementof names.
Conley, Ellen
Conley, Robert
Cook, Robin
Cook, Thomas
C767
C768
C77
C773
What if the library has several works by the same author?
How dowe keepthe call numberunique?Todo thata workmark or workletterisusedto distinguishthe various
worksof a single author.The workmark isa lowercase letterthatis usuallythe firstletterof the title of the book.
Let’slookat the Harry Potterbooks.
Chamber of Secrets 823.914
J.K. Rowling R797c
Prisoner of Azkaban 823.914
J.K. Rowling R797p
Goblet of Fire 823.914
J. K. Rowling R797g

5. 3 – 5
Exercise 2
REMEMBER: the cutter numberisa decimal not a whole numberandisalsoread digitby digit.
1st 2nd 3rd 4th 5th
813.54 813.54 813.54 813.54 813.54
C767s C768m C77a C77g C773e
Now,whichcall numbercomesfirstonthe shelf? Answer: 813.54 C78a
813.54
C781d
813.54
C78a
813.54
C787h
Literary Criticism
In orderto keepbooksof literarycriticismaboutanauthorand his/herworksshelvedtogether,a capital Zis placed
at the endof the firstcutter line.The capital Z,the lastletterinthe alphabet,insuresthatall criticismsare shelved
afterthe author's work.A secondcutterline will beginwiththe firstletterof the name of the author of the
criticism.
823.914
R797p
The call number for J.K. Rowling’s Harry Potter novels: a reader’s guide by Philip Nel is
823.914
R797Z
N32
A call number dissected
8 Literature
2 English literature
3 English fiction
9 1900
1 20th century
4 after 1945
R Rowling
797 Cutter number
Z Literary criticism
N32 is for Philip Nel, the author
Biographies
Biographies,the writtenhistoriesaboutaperson'slife,are alsocatalogedandshelvedalittle differently.Tokeepall
the biographiesaboutaperson shelvedtogether,acutternumberisassignedforthe biography.Forexample,all
the biographiesaboutGeorge W.Bushare shelvedbythe call number.
973.931
B62
A second cutter numberis assignedfor the author of the biography.
Bushworld: Enter at Your Own Risk / Maureen Dowd.
973.931 Administration of George Walker Bush
B62 Cutter number for subject ofbiography(Bush)
D85 Cutter number for author/editor, Maureen Dowd

6. 3 – 6
Booksof literarycriticismandbiographiesbothhave twocutternumbers. Whenyouhave alarge collection,this
can become confusingforboththe libraryshelversandlibraryusers. Rememberthatcutternumbersare usedto
keepthe titlesonthe same subjecttogether. And,rememberthatwe are still usingdecimalsandnotwhole
numbers.
Let's lookat some examplesof call numbersfortitlesinAmericanLiterature.
Line 1 is inorderby the DeweyClassificationNumber.
Line 2 is orderedbythe Cutternumberforthe author and the title of hisbook.
Line 3 is the cutternumberfor the writerwhoiscritiquingthe author'sbook.
813.52
F26p
M68f
813.52
F27a
B45
813.52
F27a
T33
813.52
F27as
813.52
F27as
B61
813.52
F27c
A82
813.52
F27c
C26
813.52
F27c
F62
813.52
F27c
K18
813.52
F27Z
D79
As youcan see by the colorcoding,the cutter numbers keepthe same title andthe worksof criticismaboutthis
title together.
Exercise 3
Whichnumberwouldbe shelvedfirst? Answer: 833.912 M31br
833.912
M31br
833.912
M31Z
B91
833.912
M31bu
S42
Multiple Copies
Multiple copiesof the same bookare shelvedinorderbythe copynumber.
833.912
M31
833.912
M31
c.2
833.912
M31
c.3
Various Editions
Variouseditionsof abook are shelvedinorderbythe yearof publication.
378.242
M72h
378.242
M72h
1984
378.242
M72h
1988
Prefixes
Call numberssometimeshave prefixestoidentifyaspecial locationwhere the bookorothermaterial isshelved.
Prefixesusedinthe SinclairCommunityCollege Libraryincludethe following.
R for Reference
R
001.3
R63h
1979
Oversize Books
736.4
C57b
OVERSIZE
F for Fiction
F
Col
J for
Juvenile nonfiction
J
736.4
C57b
JF for
Juvenile fiction
J
F
Mirac
J
Pb
for Juvenile Picturebooks
J
PB
Charb

7. 3 – 7
Range Maintenance
How a Shelf “Should NOT” Look
 Books not in Dewey order
 Books pushed back or stickingout pastedge of shelf
 Bookend not pushed all the way under materials,shortsection under books; longsidevisible
 Books outsideof the bookend
 Trash on shelf
How a Shelf “Should” Look
 Books in Dewey order
 Books lined up with edge of shelf
 Bookend pushed all the way under materials,longsection under books; shortsidevisible
 No materials outsideof the bookend
 No trash on shelf
Books are lined up
with edge of shelf.
Books are in
Dewey order.
Long end of bookend
under books, short
end showing.
No books outside
of bookend.
Books not lined up
with edge of shelf.
Books falling down.
Book outside
of bookend.
Bookend not
pushed under
materials

8. 3 – 8
Correct Placement of Bookends
CORRECT:
Bookend has “long” end
under books, short end
showing.
INCORRECT:
Bookend has “short” end
under books, long end
showing.

9. 3 – 9
Library Pick-ups
A pick-upisthe processof searchingthe Libraryfor materialsthathave beenleftoutafterhavingbeenused.
A Quick Pick-up consistsof checkingtables,chairs,workstations,andthe QuietRoom forbooks,magazinesand
othermaterials thathave not beenreturnedtothe shelf.
An Extensive Pick-up consistsof checkingall bookshelvesaswell astables,chairs,workstations, andthe Quiet
Roomfor any materialsthathave notbeenreturnedtothe shelf. Whencheckingbookshelves,lookforanyitems
locatedat the endof a shelf onthe wrongside of the bookend,itemslyingontopof books, itemsleftonthe floor,
etc. These materialsare broughtbackto the work areaand an internal countisdone on these itemsinthe Count
Use module. Thentheyare placedonthe sortingshelvestobe reshelved.
Count Use Module
In Sierra,inthe Functionsdropdownbox select CountUse - INTL USE.
Scan the barcode for each item. Thisallowsthe systemtocounthow manytimesan itemisusedevenif itisn’t
checkedout.
If any itemdisplaysastatusof CLAIMED RETURNED, DO NOT check itin; give thatitemto a CirculationSupervisor.
Theywill checkthe patron’saccountand clear off anyerroneousnotesormessagesregardingthe item.
Afteryouhave completeda CountUse onall items,anyitemsthatdisplaya statusof CHECKED OUT, MISSING or
BILLED-NO PAID shouldbe checkedinonthe Check In tab inthe CirculationDesk module toclearthat status.
Whenyoucheck these itemsinyouwill be askedif the statusof CHECKED OUT, MISSING or BILLED-NO PAID
shouldbe cleared. SelectYes.
Afterthisprocesshasbeencompletedplace all items,exceptthe “missing”items, onthe sortingshelvesbehindthe
Service Desk. Missingitemsthatwere foundshouldbe placedonthe woodenfile,nexttowhere the shelf-reading
cards are hanging, underneaththe signregardingmissingitemsthathave beencleared.

10. 3 – 10
Shelf Reading Process
Shelf readingisthe necessary ongoing processof guaranteeingthatthe Library’smaterialsare incorrectorderso
that patronscan locate the materialstheyneed. Ourcollectionusesthe Dewey DecimalClassification Systemwhich
was explainedindetail earlierinthismodule. Refertothisinformationorspeakwithasupervisorif youare unsure
of anyaspectsof howor where anitemshouldbe shelved. Shelf readingisnecessarybecause materialsare
sometimesre-shelvedincorrectly.
Whenshelf reading,take abookcart withyou. There will be several situationsinwhichyouwill wanttobring
materialsbackto the workarea. Some of these situationsare definedbelow.
 Materialsthat mayhave beenpushedbehind the other
materialsonthe shelf.
 Anyitemthat isout of order bya shelf ormore.
 Anymaterialsthathave beenleftlyingontopof other
books,at the endof a shelf,oron the floor.
 Anyitemthat hasa missingcall number,barcode, needs
repair, or has anyotherissue.
Whenthese materialsare broughtbackto the work area,take
themto the back workstationandscan eachitemunderthe
Check-Intab inCheck Out (CirculationDesk) in Sierra. If any
have a status otherthan Available,the systemwill askif you
wantto clear that status. The answerwouldbe Yes. If anytype
of dialogue box popsupwithaquestionorinformationyouare
not sure of,have a supervisorlookatit before responding. If it
had a missingstatus, give ittoa circulationsupervisorwhowill
change its ICODE1 statusand remove itfromthe missinglist.
Itemsthat have missing,incorrect,orveryfadedcall numbers
and itemsneedingrepairshouldbe placedonthe repairshelf
witha note placedinthe itemstatingthe issue.
Shelf Reading Cards
There will be shelf maintenancecardsforeach collectionandfor
the largercollectionsthere will be several cards. The
responsibilitiesregarding shelf readingare as follows:
It ispreferable thatsome shelf-readingbe done eachdaythe
employeeworksunlessotherassignedactivitiestake priority.
The cards shouldbe filledoutfollowingthe instructionsbelow
and as indicatedinthe exampletothe right.
 Write today’sdate in the date column.
 Write your name inthe name column.
 If youare beginningwithacard fora new setof ranges,
findthe firstcall numberonthat card’s firstrange and write that call numberinthe Beginning Call # column
on the card.
 If there are previousentrieson the card,findthe itemwiththe call numberthatwas readlastand write the
call numberof the NEXTiteminthe Beginning Call # columnon the card.
 Read forthe periodof time allotted.
 Whenfinished,writethe fullcall numberof the last itemthatyou readinthe Ending Call # column.
 If youfinish the lastrange on a card, see a supervisorforthe card for the nextsetof range cards.

11. 3 – 11
A miscellaneouscardwill be availablewhenasectionneedstobe readout of order. Fill inthiscard the same way.
While readinganarea,youare responsibleforthe followingmaintenance forthatarea:
 Keepthe bookson eachrange neatlyarranged
 Books standingstraight,bookendspushedin
 Books linedupwiththe edge of the shelf
 Do a pickupin the area youare reading
 Remove anytrash fromthe shelves inthe areayouare reading
All questionsshouldbe directedtothe supervisoronduty.
How to Read a Range
Please see the diagrambelow. Readthe leftside first (lowernumbers). Readthe rightside second(higher
numbers). Move tothe nextrange ONLYwhenyouhave completedarange.
Start at the topshelf Finishwithbottomshelf
firstbookon left lastbookon the right
Finishwithbottomshelf Start at the topshelf
lastbook onright firstbookon left
Readeach side of the range by startingwiththe left-mostsection,topshelf,farleftbook(item). Readacrossthe
shelf tothe end. Drop downto the next shelf below,readacrossanddrop downto the nextshelf below. If youjust
finishedthe bottomshelf,gotothe topshelf of the nextsection. See diagrambelow. If youhave questions,seea
circulationsupervisor.
Whenreadingthe first/lastposition onashelf orsection,checkthe call numberof the previous/nextitem,whether
that isthe next/previousshelf,section,acrossthe aisle oraroundthe corner. Not checkinghere couldleadtothe
developmentof a “micro”collectionwithaseparate alphabet.
Left Right

12. 3 – 12
Shelving Materials
Shelvingmaterialsisanotherone of the necessary ongoing processesinaLibrary. Materialsneedtobe returnedto
the shelvesasquicklyaspossibleafterhavingbeenreturned. Thismakesthemavailable tootherpatronswhomay
be interestedinborrowingthem.
Preparing Materials to be Shelved
Aftermaterials are checkedin,theyare placedonthe sortingshelvesbynumbergroups,100s,200s, etc. When
there are enoughmaterialsonthe sortingshelves,acart of materialsshouldbe preparedtobe shelved.
 Place all materials,oras manymaterialsaswill fill the toptwoshelvesof acart.
 Scan all materialsusingthe Check-Inmodule in Sierra. Thisensuresthatall materialshave beencheckedin
correctly.
 Place the materialsincall numberorder.
 Turn the back row of materialstoface the same directionas the frontrow of materialssotheycan be
viewedeasilyfromone side of the cart.
 Place the cart inthe hallwayjustoutside the Circulationdoorbesidethe reference desk. DONOTblockthe
fire extinguisher.
 Anycarts of materialssittingoutside the Circulationdoorare readytobe shelved.
Shelving Dewey Call Numbered Materials
Materialsoncarts inthe hallwayare readyto be shelved. Theyshouldalreadybe incall numberorder. Thismakes
the re-shelvingprocessgomore quicklyandefficiently.
 Start witheitherendof the materials.
 Go to the range where those materialsbelong. Rangesare numberedonall endcapsto aidin thisprocess.
 Usingyour knowledgeof the DeweyDecimal System, locate the space wherethe itemshouldbe placed.
 Place the iteminthe correct position. If necessary,adjustthe materialsonthe shelf toaccommodate the
item.
 While there,straightenthe shelf if necessary.
 Followthisprocessuntil all materialshave beenshelved.
 If you are uncertainasto where anitemshouldbe shelved,speakwithasupervisor.
 If a shelf istoofull toaccommodate the item, move afew itemsforwardorbackward to anothershelf to
create space.
 Neverjaman itemintoa space that isn’tlarge enough. Thiscoulddamage the binding.
Shelving Fiction Materials
All of the books that have the same five-letter call number will be placed in order by AUTHOR. If there is
more than one book by the same author those books will be placed in order by TITLE.
Please follow the guidelines below.
If you are shelving a fiction book, take the time to place those books in AUTHOR order, followed by
TITLE order if there are multiple books by the same author.

13. 3 – 13
Example: These are in order by AUTHOR
Acker
Acker,
Kathy
Acker
Ackerman,
Elliot
Adams
Adams,
Alice
Rich
Rewards
Adams
Adams,
Alice
Superior
Women
Adams
Adams,
Richard
The girl
in a
swing
Adams
Adams,
Richard
The
plague
dogs
Adams
Adamson,
Aravind
Adler
Adler
Renata
These 2 are in order These 2 are in order
by TITLE by TITLE
Shelf Shifting
Shelf shiftingisthe processof movingbooksfromone shelf toanothertoredistribute materialsevenly;therefore
avoidingovercrowdingoremptyspace. Thismightaffecta few shelvesor manyshelvesdependingonthe desired
result. Thisprocessmightbe necessaryafterlibrarianshave chosenmaterialstobe removedfromthe collection
(calledweeding),aftermaterialshave beenmovedfromone partof the collectiontoanother,ordone inorderto
make room fornewlyacquiredmaterials.
Materialsmightneedtobe shiftedbackward(tothe left towardthe smallernumbers)orforward(tothe right
towardthe largernumbers) dependingonwhere we needtomake space orwhere we have excessspace.

14. 3 – 14
Missing Materials List
Done monthlyatthe beginningof the month. There are three liststobe searched;eachare searched3 times
before turningthemovertothe Technical ServicesLTA (Dave Z). The firstsearchis for newlydesignated“missing”
items. The secondsearchisfor itemsthatwere searchedforthe firsttime the monthbefore. Andthe thirdisfor
itemsthatwere searchedforthe secondtime the monthbefore that.
Identifying newly designated “missing” items:
OpenCreate Lists fromthe Functiondropdownlist.
Findan emptyreviewfile. 500 size islarge enoughif one isavailable. Selectitbyclickingonit.
Choose SearchRecords.
Name the reviewfilewiththe words“MissingList”adash and the month/yearthatthe listis beingrun. Also,
include yourinitialssoeveryoneknowswhothe filebelongsto.
ThenselectITEM i fromthe Store Record Type dropdownmenu.
Keyinthe followingcriteriatolocate all newlydesignatedmissingitems.
SelectSearch.
Afterthe informationhasbeenrunitwill display“complete”inthe Statuscolumn.
Next,we will sortthe itemsbylocationandbycall number.
SelectSort Records.

15. 3 – 15
Choose the sortcriteria: item(i) location(88) and bibliographic(b) call number (c). Thenselect Sort. Thiswill
separate the listintolocationfirstandthencall numberwithinthatlocation. Thismakessearchingmore efficient.
Printing the Missing List:
Choose ListRecords.
Choose ApplySaved List andchoose MissingList Printout. Thenchoose Select.
The MissingList dialogue box will looklike the following. Enteradescriptive name forthe printoutandselect OK.
Afterthe listhasprinted,have astudentsearchfor itemsonthe list. Itemsthat are foundshouldbe scannedasa
checkintoremove the “missing”statusandthenremovedfromthe Review File list. Afterthis,the onlyitems
remaininginthe review file willbe those “missing”itemsthatwere stillnotfound.

16. 3 – 16
Removinganitemfromthe Review File:
SelectShowRecords OR double clickonthe review file. Thiswill displaythe listof items.
Selectthe item(s) youneedtodelete andselect Remove.
The selecteditem(s) will be removedfromthe list.
Using Rapid Update to change ICODE2 Status to “a Searched Once”:
Choose Rapid Update fromthe Functionsdropdownlist.
Selecti ITEM fromthe SelectRecord Type to Modifydropdownlist.
Choose Reviewfromthe dropdownlistonthe left;then,choose the ReviewFile youwanttomodifyfromthe
dropdownlistinthe middle.

17. 3 – 17
Under CurrentCommand, inthe center,keyin ICODE2 (60) for the Fieldand CheckedOnce (a) forthe Value. As
illustratedbelow,the commandwill displayunderthe Field#and Value columns.
If the FieldandValue code are correctunder Current Command,selectStart on the right-handside of the
screen. The processwill runand the resultswill be displayedatthe bottomof the screenunder History.
Whenfinished,select ClearHistoryto clear the resultsfromthe processandselect ClearAll Commands to clearthe
Current Commandssection.
The second/third search on a Missing Items list:
Locate the previousmonth’smissinglistinthe review files. The itemsinthislistshouldhave anICODE2status of a
CheckedOnce. Any previouslyfounditemsshouldhave beenremovedfromthislist.
First,we needtoprintthe list.
Choose ListRecords.
Choose ApplySaved List and choose MissingListPrintout.

18. 3 – 18
The MissingList dialogue box will looklike the following. Enteradescriptive name forthe printoutandselect OK.
Afterthe listhasprinted,have astudentsearchfor itemsonthe list. Itemsthat are foundshouldbe scannedasa
checkintoremove the “missing”statusandthenremovedfromthe Review File list. See the previoussectionfor
these instructions. Afterthis,the onlyitemsremaininginthe review file will be those “missing”itemsthatwere
still notfound.
Clear the ICODE2 Status
The ICODE2 statusfor these founditemsshouldbe clearedbyopeningeachitemrecordandchangingthat statusto
a dash (-). Thiscan be done by keyinginthe dash(-) or double clickingthe fieldandchoosingthe dash(-) fromthe
dialogue box.
Change the ICODE2 statusfor those itemsremainingonthe listtoeither e CheckedTwice or f CheckedThrice.
See UsingRapid Update to change ICODE2 Status inprevioussection.

19. 3 – 19
Billed –No Paid Materials List
A list of billed materials is run and the materials searched for on a monthly basis. There are three lists to
be searched; each are searched 3 times before turning them over to the Technical Services LTA (Dave Z).
The first search is for newly billed materials from 2 months prior (e.g. If it is August, we will search for
billed materials due in June). The second and third searches are for the 2 months prior to that (e.g. In this
example, April and May). The records of materials found are cleared and returned to the correct place in
the collection.
Create and Print the Billed – No Paid Lists (Supervisors)
Open Create Lists from the Function dropdown list.
Find an empty review file. 500 size is large enough if one is available.
Select Search Records.
Key in a meaningful name for the file, initial it AND Choose Item from the Store Record Type dropdown
box.
When running a Billed-No Paid list, fill in the following criteria:
Item (i) due date (65) between (w) First Day Last Day find items due during month
Item (i) status (88) equal (=) n look for Billed – No Paid items
Select Search Records. When the search is complete it will look like the illustration below.
Sort the file by location and call number by, first, selecting Sort Records.

20. 3 – 20
Then key in the criteria for sorting by location (i, 79) and then call number (b, c). Then select Sort.
Print the file by selecting List Records , then select Apply Saved List .
Select Missing List Printout (as we use the same criteria to search for missing and billed items) and
choose Select.
Next, key in an appropriate name for the list. Then select OK.

21. 3 – 21
Belowispart of a “billed–nopaid” listwithexampleschosenfrom acouple differentcollections. The different
typesof call numbersindicate whichcollectionthe itemisapartof. The DeweyDecimal Systemisusedinmore
than one collection. Inorderto tell whichcollection,we needtolookatthe locationtodetermine whichcollection
the itembelongsto. Since the listissortedbylocationfirst,thencall number,all itemsforone locationwill be
togetheronthe listinorder bycall number. The locations are highlightedin green.
791.4372 S7858.
THE STANFORD PRISON EXPERIMENT / IFC FILMS ; SANDBAR PICTURES & ABANDON FEATURES ; IN
ASSOCIATION WITH COUP D'{U00C9}TAT FILMS AND VINEYARD POINT PRODUCTIONS ; PRODUCER,
LAUREN BRATMAN ; PRODUCED BY BRENT EMERY, LIZZIE FRIEDMAN, KAREN LAUDER, GREG LITTLE ;
WRITTEN BY TIM TALBOTT ; DIRECTED BY KYLE PATRICK ALVAREZ.
33211004190165.
LOCATION = Dayton Campus Desk (DVD). STATUS = BILLED-NO PAID. ICODE2 = CHECKED TWICE.
F Twa.
THE PRINCE AND THE PAUPER : A TALE FOR YOUNG PEOPLE OF ALL AGES / BY MARK TWAIN ;
ILLUSTRATED BY HOWARD SIMON ; INTRODUCTION BY MAY LAMBERTON BECKER.
33211000347751.
LOCATION = Dayton Campus Fiction. STATUS = BILLED-NO PAID. ICODE2 = CHECKED TWICE.
150 M169ps.
PSYCHOLOGY TODAY AND TOMORROW / ELTON B. MCNEIL, GEORGE D. FULLER, JACKIE ESTRADA.
33211001142615.
LOCATION = Dayton Campus Nonfiction. STATUS = BILLED-NO PAID. ICODE2 = CHECKED TWICE.
154.632 H333n.
THE NIGHTMARE : THE PSYCHOLOGY AND BIOLOGY OF TERRIFYING DREAMS / ERNEST HARTMANN.
33211003545559.
LOCATION = Dayton Campus Nonfiction. STATUS = BILLED-NO PAID. ICODE2 = CHECKED TWICE.
Searchfor BilledMaterials
The studentshould Mark the listwithan N if the itemisnot found.
Mark the listwithan F if the itemisfound.
Founditemsshouldbe broughtbackto the work areaand giventothe supervisor.
Each itemshouldbe evaluatedtodetermine if the materialshave beenturnedoverforcollection. If the itemhas
beenturnedoverforcollection,the Bursar’sOffice needstobe notifiedtoreduce thatperson’samountdue bythe
amountchargedfor that item. If not,theycan be checkedinand the billedstatuscleared.
All founditemsshouldalsobe removedfromitscorrespondingfilein Create Lists. All thatshouldbe remainingin
the listsare the itemsthatare still Billed-NoPaid.
Next,we needtochange the ICODE2 status. If the listisbeingsearchedforthe firsttime the ICODE2status is
changedto a CHECKED ONCE. If beingsearchedthe secondtime,the ICODE2statusis changedto e CHECKED
TWICE. Andif beingsearchedthe thirdtime,the ICODE2statusis changedto f CHECKED THRICE. Once a listis
checkedthree times,itisturnedovertothe Technical ServicesLTA (Dave Z).

22. 3 – 22
Using Rapid Update to change ICODE2 Status to “a Searched Once”:
Choose Rapid Update fromthe Functionsdropdownlist.
Selecti ITEM fromthe SelectRecord Type to Modifydropdownlist.
Choose Reviewfromthe dropdownlistonthe left;then,choose the ReviewFile youwanttomodifyfromthe
dropdownlistinthe middle.
Under CurrentCommand, inthe center,keyin“60” for ICODE2; for the Fieldkeyin“a” forCheckedOnce for the
Value (or CheckedTwice (e) or CheckedThrice (f)). Asillustratedbelow,the commandwill displayunderthe Field
# andValue columns.
If the FieldandValue code are correct underCurrent Command,selectStart onthe right-handside of the
screen. The processwill runand the resultswill be displayedatthe bottomof the screen underHistory.
Whenfinished,select ClearHistoryto clear the resultsfromthe processandselect ClearAll Commands to clearthe
Current Commandssection.

23. 3 – 23
CollectionInventory
It isimportantto inventorythe collectionsinthe libraryregularlyinordertodetermine if materialsare missing,are
placedinthe wrong sectionorcollection,have anerroneousstatusof missing /billed / claimed returned / etc.
Whendoinginventory,acertainsectionof call numbersisassignedtoeachpersonanda listof all materialsforthat
sectionisgenerated.
Each personconductingan inventorymayhave slightlydifferentprocesses. Followthe processthatyouare givenif
differentfromthe one outlinedinthismodule.
Inventory Instructions
 Start by locatingthe firstitemonthe list.
 As youmove throughyourlist,mark nexttoeach itemonthe list:
 F = Found
 N = NotFound
 Make sure your marksare legible and DONOT developyourownsystem.
 Alwaysmake sure the barcode onthe itemmatchesthe barcode onthe list. We mighthave more than one
copy inthe collectionanditisimportantthat the barcodesare comparedsothe correct itemismarkedas
foundor not found.
 If any of the itemsfitsthe listbelow,bringitbacktothe supervisorwhoassignedyouthe list.
Materials That Need to be Brought to the Supervisor
 are noton the list (note problemonpost-itnote andattachto item, give tosupervisor)
 have same barcode but call number,title,orotherelementdoesnotmatch (note problemonpost-itnote
and attach to item,give tosupervisor)
 are wayout of order (mark themas foundonlist,checktheminto clear any missingstatus,place on
sortingshelves)
 has anythingquestionable (note problem/questiononpost-itnote andattachto item, give tosupervisor)
 has anystatus otherthan “–“ whichmeans Available. Thiswill include anyitemthatis“missing”,“BilledNo
Paid”,“ClaimedReturned”,etc. (note problemonpost-itnote andattachto item, give tosupervisor)