Library Services Assistant Guide

MERGING WMS OCLC RECORDS

If WMS has two (or more) copies of the same book, you can merge the records together to create one correct OCLC location. 

1. Go to: WMS - Metadata - Record Manager
2. Enter the incorrect OCLC (in box shown below)
3.  
4. Select the title
5. Scroll to the bottom of the page
6. Under the Heading LHRs: Select "Move LHRs" to open the dropdown menu
7. Select "move all"
8. A pop-up will appear, enter the correct OCLC number into the "Bibliographic record" box
9. In the "Associated LBD(s)" drop down box select "Move LBD(s) with LHR(s) to different bibliographical record"
10. Tick the box "Automatically delete when the last LHR is moved from the bibliographic record" under the heading "Associated WorldCat Holding(s)"
11. Finish by selecting the blue "Move" box in the bottom right hand corner of the pop-up
12. A red pop-up will appear to show the old record has been deleted

*Check the correct OCLC record to make sure it has updated :)

Processing Amazon items (Physical books, DVDs & any other items ordered from Amazon)

As part of stock management, the LSAs & Librarians will order books from various suppliers. These suppliers generally include Amazon, Coutts and Askew and Holts. 

Book processing from the Evening & Weekends point of view will differ depending upon the supplier. This guide specifically relates to Amazon physical books only.

Regarding Amazon books, the E&W team will need to do the following:

1. Physically Process the items
2. Edit the receipt status for each item on the WMS from ‘on order’ to ‘Received and complete or ceased’ (more on this below)
3. Update the Amazon book spreadsheet status from ‘Needs Physical process’ to ‘Ready for Shelving’
4. Check-in on WMS, add security via tag pad & shelve the books

Physical Process the books

Physical processing remains unchanged. Simply follow the regular way of physically processing which can be found within the E&W guide.

Editing receipt option in WMS

Amazon orders are catalogued onto the WMS by the LSAs. Once the cataloguing is complete, books are handed over to the E&W team for physical processing.

In order to prevent patrons, staff and students from being able to reserve Amazon items prior to physical processing, the LSAs set these items to ‘on order’ on the WMS under receipt status.

It’s the E&W job to update the receipt status to “Received and complete or ceased” once physical processing is complete.

This is a very important step of Amazon book processing.

1. Open WMS and go to discover item
2. Scan the accession number
3. Select edit
4. Change the receipt status from ‘on order’ to ‘Received and complete or ceased’
5. Click save

This process has to be followed for every Amazon book

Amazon order, physical process spreadsheet

The Amazon Order, Physical Process Spreadsheet needs to be updated. This will be checked by the LSAs.

1. Open The Amazon Order, Physical Process Spreadsheetspreadsheet found here
2. Change the status from ‘Needs Physical process’ to ‘Ready for Shelving’
3. Add any notes if needed
4. Close the spreadsheet

The items can now Check-in on WMS, add security via tag pad & shelve the books

Editing Accession Records

You may be asked to change the accession information of items (i.e., the loan type, shelfmark, or cutter).

Cutter Reports 

Several of the historic items in our catalogue were incorrectly input. The goal of completing cutter reports is to ensure that all shelfmarks end in a cutter - this is necessary to aid patrons in finding items on the shelf. 

The current spreadsheet of cutter reports is here. Items in grey have already been checked. 

When all of these cutters have been worked through, further reports can be requested from Anna. Reports should be pasted into excel. The following instructions should be used to ensure that you are only editing the cutters of indexed items (i.e. items which are active in the catalogue).

For guidance on how to edit accession records, watch the video below. 

Written Guidance 

1. Navigate to the Circulation tab in WMS and click 'Discover Items'.
2. Scan the barcode of the item you are working on into the barcode field. 
3. Scroll to the bottom of the page and click 'Edit Item' 
4. Make any necessary / requested changes to the item information and click 'Save Item'. 

Book Processing including donations

Book processing refers to the physical changes you need to make to new or donated items to make them shelf-ready. The below items will require processing: 

• Book donations which have been checked by the Librarians 

These books will typically come without shelfmarks, so you may need to contact the Librarians about how they would like them to be classified before printing an appropriate label.  

We pay an additional charge so that book orders from Coutts and Askews and Holts are processed upon arrival. All books pending processing, cataloguing or receiving are located on the shelves in the back office. 

Processing should be completed as per the guidelines below. 

DVD Processing

DVD processing refers to the physical changes you need to make to new or donated audiovisual material to make it shelf-ready. The below items will require processing: 

• Amazon orders 
• Orders from some other suppliers
• Book donations which have been checked by the Librarians 

All films will be classified under 791.4372. The cutter will be the first three letters of the film title (i.e. The Perks of Being a Wallflower would be 'PER' and Flowers of Shanghai would be 'FLO'). 

All multiple-disc series will be classified under 791.4572. As above, the cutter will be the first three letters of the series title (i.e. American Horror Story would be 'AME'). 

Some documentaries may require different shelfmarks. If you're unsure, contact the Librarians. 

Processing should be completed as per the guidelines below. 

Cataloguing New Stock including donations

After donated books have been processed, they will need to be catalogued. This adds them to the system so that they appear on our catalogue and can be circulated. 

Watch the video below for cataloguing guidance. 

Written Guidance

1. Check receiving actions and ensure the item has been correctly processed (all required stamps, RFID tag situated, nothing clipped to front or back pages). 
2. Search for the item on Discovery to verify whether we already have the item in stock. If yes, you will need to ensure that you use this record when cataloguing new items. 
3. Navigate to the Circulation tab of WMS and click the 'Discover Items' dropdown. Under 'Scope' select 'All Worldcat' and under 'Index' select 'ISBN'. Scan or type the ISBN into the search field and click 'Search'.
4. Filter the results by language (English) and format (print book).
5. If the item is already in stock, locate the record it is catalogued under. This record can be identified by the green tick (as below). 
6. If the item isn't in stock, select the most appropriate record based on: correct ISBN, total number of holdings (preference for higher number) and fullness of record. 
7. Click the title of the record you have chosen. From the subsequent screen select 'Add Item'. 
8. Specify holding location (Ipswich Library), loan type and location, classification scheme (Dewey Decimal), classmark and cutter, and accession number. 
9. Click 'Add Monographic Item' to save.

Mending Stock

Due to repeated use, our collections do sustain considerable wear and tear. While we cannot fully restore a damaged or broken book, we can do some basic repairs.

Fixable problems include:

• a loose or torn page
• ripped or missing plastic covering
• a worn or illegible classmark label
• Sections that have detached from the spine of a book

1. On WMS there is a shelving location - IN REPAIR.

Please locate the particular accession number (barcode) in Discover Items 

Select the temporary shelving location as - IN REPAIR 

Staff notes - ! IN REPAIR date

2. If you do not have time to fix the book immediately, place the book in the mending tray in the back office. 

Non-salvageable items (which require withdrawal) include items with the following issues:

• Missing pages
• Mould
• foul smells
• pages so damaged they cannot be read.

For guidance on withdrawing badly damaged items, see the 'Marking as Missing/Withdrawn' tab. 

As mending a book is a set of physical skills the advice here is very limited. It is strongly recommended that you ask for a direct demonstration from someone who has more experience. 

As a general note: Materials used to fix books can be found on the metal trolley in the back office. The plastic covering for dust jackets can be found on the bottom shelf next to the computer desk.

• Reattaching pages/sections of a book: If the spine has completely detached from a group of pages apply a thin layer of PVA glue to the spine and pages. Apply persistent pressure and wait to dry. 
• Reattaching single pages: Place in the book and reattach with book tape very carefully, ensuring the pages still turn. Tape can be used in conjunction with glue on larger fixes. 
• Damaged or torn plastic covering: Remove it and replace it. What type of covering you need will depend on the book.  
• Replacing the Spine label: Sometimes if a spine label is worn down to the point of incomprehension, is incorrect or just missing, simply make a new one and apply it checking with heritage to make sure it is accurate.

Marking as Missing/Withdrawn

In WMS, accession statuses can only be changed from 'Available' if you mark the item as missing (the item will then show as 'Not Available') or delete the record entirely. Watch the below video for further guidance. 

Occasions where you will be required to mark books as missing include: 

• When you cannot find an item on the shelf 

Occasions where you will be required to withdraw books (involves deleting item records) include: 

• If you are unable to mend a book, or it is in too poor condition to stay in circulation
• When weeding stock 

Please note that for any books marked as missing/withdrawn due to damage without prior knowledge of a librarian, a missing book form (below) will need to be completed and emailed to them. 

Withdraw from WMS Metadata
Items to be withdrawl also need to be removed / withdrawn from the WMS metadata tab. See the attached document below for instructions with screenshots.

 Withdraw from Metadata word document

Weeding old stock 

Evening and Weekend team members are entitled to weed stock as per the below criteria. 

1. Only textbooks should be withdrawn (i.e. books with multiple copies/editions).
2. We will not weed single copies of items, regardless of how old they are. This will be done by the Librarians at a late date.
3. Any books to be withdrawn must first be checked in WMS to see if there is an eBook edition of the current and/or next newest edition. Any titles without an E copy should be referred to the Librarians to make a decision.
4. The current edition should be kept in all cases, as well as 2 copies of the next newest edition. The next newest editions should be changed to long loans if they are not already. Anything older can be discarded, granted there is
5. The current edition must be kept in all cases, as well as 2 copies of next newest edition, where available and changed to Long Loans if they are not already. I would suggest that the 2 ‘best condition’ copies are kept and changed to LLs. Anything older can be discarded (granted point 3 is met)

Any queries for the Librarians should be added to this spreadsheet. 

You are responsible for monitoring stock levels and weeding (as per the above) in your tidying area. See here for the rota. 

Written Guidance

1. Notify the relevant librarian that the copy is being withdrawn/marked missing using the missing book form, below. 
2. Navigate to the item record in WMS (scan the item barcode into the 'Discover Item' dropdown on the circulation menu) and click either 'Report Missing' or 'Delete' as per the above (i.e. if you can't find an item on the shelf, mark as missing; if an item is damaged beyond disrepair, delete) 

When Withdrawing: 

1. From the trolley in the back office, you will need the ink pad and a stamp which prints ‘withdrawn’.
2. Use this stamp to go over every stamp on the book which says, ‘property of University of Suffolk’, and the large stamp on the inside page that has a copy of the accession number.
3. Tear out the coloured label on the inside cover that denotes what type of loan the book is.
4. Remove the RFID tag if possible.
5. Finally remove the accession record sticker from the inside cover.
6. The book is now ready to be disposed of in the wheely bins at the foot of the stairs.

Receiving New Journals in WMS

For guidance on how to receive new print journals, please watch the video below or read the written instructions. 

Please note that any print journals which have not yet been set up on the system should be referred to AN in the first instance. These will not show as held by our library and will not be receivable as per the below instructions. 

Written Guidance

1. Complete physical processing activities: add blank RFID tag, add “Reference Use Only” sticker, enable security on tag. Additional "Library Use Only" stickers are available here. 
2. Navigate to the Acquisitions tab on WMS, click the “Discover Items” drop-down
3. Search settings should be as follows: “Bibliographic Records”, “My Library Holdings”, “ISSN”.
4. Locate the ISSN of the item and enter into the search field; if it is not on the upper right-hand side of the front cover or with the journal bibliographic information, you may need to do some research to find this (i.e., by searching all of Worldcat for journal title or by looking on the JOURNAL LIST)
5. Search results should display print periodical held by our library (indicated by a green checkmark)
6. Click into the record; will display a full record of all items which can be received
7. Note the date, volume, and issue number of the journal. Match this with the correct line in the item record.
8. Click the “Receive” button (right-most column in the line). If the line says “Unreceive”, the item has already been received (you may want to check whether a copy of this item is already out on the shelves - duplicates should be stored in their own box file). 
9. Check the “Received” box.
10. Click "Save".

The item has now been properly received and can be shelved with other journals.

Shelving Journals

The journals in the PC suite are organised in alphabetical order by title. Each journal series will take up several cardboard magazine box files and are ordered by date. Going from oldest to newest from left to right on a shelf and within each magazine file.  

The cardboard magazine folders should be labelled with the title of the journal and the date range of the issues they contain. Note that the level of detail on these labels may vary depending on how each individual journal series is dated; they are not entirely consistent between journal series. 

Sometimes journals will have additional supplements or bonus issues. These are kept in their own magazine file, separate from the main series of journals on the same shelf as the main series.

Tidying Journals 

Journals are sometimes put back in the wrong place so double check to make sure the dates are in order. Do not worry too much if some dates are missing. If missing issues are a consistent problem report them to a colleague or librarian. 

Ensure that none of the magazine files are too full; they should not be tightly squeezed in. If they are too tightly squeezed in you will need to add a new cardboard magazine file to hold the new issues. 

1. Spare cardboard magazine files are usually kept in the PC suite on top of the shelves that hold the journals.  
2. Before it can be used the new cardboard magazine file will need a label. The templates for the correct size sticker can be found on SharePoint and can be printed at a normal printer. 
3. Edit the template to include the title of the journal and a suitable date range, use the existing files as an example of how long the date range should be; it will vary from journal series to journal series.   
4. Be careful to ensure you place the correct size of sticker paper at the top of the paper stack within the printer. This paper can be found in the back office. 
5. Place the sticker on the file, put the journal in the file then put the file on the correct shelf. 

These titles will not need to be received in WMS.

The BERJ/BERA titles go to Jo Trowsdale.

SEDA copies go onto Ellen's desk.