last updated Thu Jan-28-2010  08:02
 
BOOK⁄PRINT PROCESSING
 
PROCESSING FLAGS
 
 
Normally route books for call-number labeling after you finish cataloging: softcover books to Preservation Dept., and hardcover, bound books to the Collection Services labeling operation. However, if the book requires some additional special handling or treatment before it can be shelved, insert the appropriate Preservation flag(s) into the book to signal the type of processing. Route the book to Preservation after cataloging regardless of type of binding. Unless otherwise indicated, the supply of flags is maintained by Head of CatSS.
 
Preservation Flags
If the book is received with a donor or memorial bookplate, attach the bookplate to a BOOKPLATE flag with a plastic clip or removable tape. Insert the flag in the book and send to Preservation.
If the book has some or all pages folded double at one or more of the outer edges of the text block (the top, bottom, and⁄or fore edge), the book is not usable as is since the pages can't be turned and read until they are cut apart.  Insert a CUT PAGES flag into the book.
If you notice any insect damage, such as frass (insect waste or refuse left behind by boring insects), insert a FREEZE flag in the book. Bag it in a plastic bag (available in the CatSS locker), seal it with tape, and route it to Preservation for decision on whether or how to treat the item.
In general, lining papers are considered important only if the information they contain is either unique (as in a list of formulae or a chart), or necessary to use the rest of the text in the book (as in a table defining terms or explaining conventions used in the text)
If lining papers pass the "importance" test, do not cover up the lining paper with barcodes or pocket labels.  Instead, treat as a softcover: i.e., with removable tape, attach an Avery label with barcode to the page after the title page, and insert a LINING PAPER flag into the book.  Route the book to Preservation for special processing.
 
In general, ignore lining papers of the following types (with exceptions noted):
 
If the book has a loose map, chart, picture, card or other material which needs to be attached to the book to prevent its falling out, attach the loose material with a plastic clip to a MAKE POCKET flag. Insert the flag in the book and send to Preservation.
If the book has torn, loose or damaged pages, binding starting to come apart, loose lining papers or other physical flaws, insert a MEND flag in the book.  Route it to Preservation for decision on repair or rebinding.
If you notice mold damage, such as colored spots or blotches or whitish powdery residue, insert a MOLD flag in the book. Bag it in a plastic bag (available in the CatSS locker), seal it with tape, and route it to Preservation for decision on whether or how to treat the paper.
Use only if a book contains loose media or needs conservation work (for example, loose-leaf material with accompanying DVD, CD, CD-ROM, VCD, etc.). Insert this flag to alert Preservation of the presence of the media. Send material with loose media to Preservation in an envelope. Route only softcovers or hardcovers needing Preservation attention to Preservation. For general guidelines regarding media in books, see Multimedia.
If a piece needs to be re-marked, cross out both the pocket and spine labels with a black felt-tip marker, and place the piece on the Re-mark truck located in CatSS for remarking. Use of this flag was discontinued in May of 2007.
If the book has loose sheets, such as an errata sheet, an index sheet, some kind of disclaimer or transmittal letter which needs to be attached to the book to prevent its falling out, attach the sheet with a plastic clip to a TIP IN flag.  Insert the flag in the book at the location where the loose sheet should be attached, and send to Preservation. Generally insert errata sheets at the front of the book following the title page or contents page. According to Preservation (5⁄22⁄07), material up to a total of 10 sheets may be tipped into a book. If more than 10 sheets of paper need to be tipped in, have Preservation process the materials before you finish the cataloging so that whatever decision is made (in pocket, stand-alone volume) can be accurately reflected in the MFHD⁄ITEM.
 
Destination Flags
Used by the Asia collection to identify material designated for the Asia Collection. Found only on CAPSEA⁄CAPSA materials. Provided by the Asia Collection.
Used by the Asia collection to identify material designated for the Asia Reference Collection. Found only on CAPSEA⁄CAPSA materials. Provided by the Asia Collection.
Used to alert Preservation that the piece in question needs Preservation work prior to the piece being cataloged. The options on the flag are for the internal use of the Preservation Department. Fill in only the Date (at top of flag) and the "Submitted by" at the bottom of the flag before routing the piece to Preservation.
Use this flag to indicate materials designated for the Hawaiian Collection. Use only a single flag for multiple items that are in pouches.
Use this flag to indicate materials designated for the Pacific Collection. Use only a single flag for multiple items that are in pouches.
 
Routing Flags
Slip lists names of staff members and is used for routing memos or items through the Original Cataloging and⁄or Cataloging Support Sections. May also be accompanied by a RUSH flag. Cross your name off once you have looked at the materials, and give to another open name on the list.
Use if the worksheet or Purchase Order for a title indicates that the selector or a patron wants the material put on hold for them for pickup at the Circulation desk after processing. Leave the PO⁄worksheet with the piece so that Circulation will know who requested the material be held. Often used in combination with the Notify flag. Route hardcovers for labeling, softcovers to Preservation.
Use if the worksheet or Purchase Order for a title indicates that the selector or a patron wants to be notified of the materials arrival after the piece has been cataloged. Leave the PO⁄worksheet with the piece so that Circulation will know who requested the material. Sometimes used in combination with the Hold flag. Route hardcovers for labeling, softcovers to Preservation.
See DRAFT - RUSH procedures. Supply maintained by Acquisitions.
See DRAFT - RUSH procedures. Supply maintained by Acquisitions.
See DRAFT - RUSH procedures. Supply maintained by Acquisitions.
 
Miscellaneous Flags
Generated by the Processing slip option in Cataloger's Toolkit by CatSS staff or APTs, this flag is used to assign the vid number as a temporary accession number for storage⁄retrieval in the cataloging backlog. The number is printed in bold at the top and bottom, the prelim⁄adaptive designations are directly underneath the top number. Other relevant information is also printed, including main entry and operator. Once the piece has been cataloged, this flag may be discarded.
Inserted into books for which a selector has requested a Table Of Contents. Once the TOC has been input, return the book to the Route to Stacks truck, and return the flag to Head of CatSS.
Generated by several different sources, in general this flag indicates that the attached piece:
 
If there are special instructions for Preservation indicated on the flag, or the flag is in a HAWN⁄PACC Flood replacement gift piece, send with the piece to Preservation. If there are no special instructions for Preservation on the flag, or it is not for a HAWN⁄PACC Flood replacement, the flag may be discarded after the piece is fully cataloged.
Created and filled out by Serials staff, this flag indicates how the material that CatSS receives from Serials is to be processed. There are options for:
There is also a place for the initial of the Serials staff who sent the piece to CatSS, as well as the date it was sent. If the "Route To" indicates Per. Room, leave the flag in the piece when you route the piece (place on the "Route the Department for Review" truck). In general, route hardcovers for labeling; route softcovers directly to the stacks. (The exception would be any piece that needs Preservation work). Also, whoever finishes a softcover Catalog Separately⁄Route To Stacks title will need to either hand write the call number on the piece (as Serials would not know the call number in advance), or send the piece for labeling as if it were a hardcover.
Used in the cataloging backlog to indicate where a title was pulled for use by a patron (this flag is usually put in the backlog by one of the Special Collections staff). Supply maintained by Pat.
Inserted in a piece to indicate a price of $75 dollars or more per unit on a Purchase Order. For example, if a textbook costs $78.94, put $78.94 in the Price bucket of the ITEM record for that piece. However, if a videotape with guide cost $120.00, we would put nothing in the Price bucket of the ITEM records.
Inserted in a piece by Acquisitions to indicate that the piece is an added copy. Different from the Added copy portion of the Gifts & Exchange flag. Supply maintained by Acquisitions.
Inserted in a piece by Acquisitions to indicate that the piece is an added volume. Different from the Added volume portion of the Gifts & Exchange flag. Supply maintained by Acquisitions.
Intended as an in-house method for Technical Services staff to request the Circulation desk to charge out and send a title to a staff member. (Naturally, this does not apply to materials that do not circulate.) Print your name and Department on the flag, route as you would route the piece normally, and Circulation will charge the piece out to you and send the piece back to you (assuming there is not already a Hold or Notify on the piece, and that your account is in good standing).
 
Obsolete flags:
$ [Dollar sign flag]
CatSS flag: color : purple
NPAC: color : goldenrod
Tip-in Here: color : white