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University Library

Oak Street Library Facility
OPEN TO TRANSFERS FROM DEPARTMENTAL LIBRARIES ON JANUARY 3, 2006!

  1. General Oak Street Considerations for Staff

    • Monographic transfers and new serial transfers to the OSLF from departmental libraries will be accepted at Oak Street beginning January 3, 2006!  Beginning January 3, you do not need prior approval to send material to Oak Street, and there is no limit on the amount of material you can send.
    • The following types of serial transfers to Oak Street are currently being accepted:
    • The following preparation activities must be done by or arranged for by the sending unit PRIOR to the piece(s) arriving at Oak Street:
    • Voyager bib or holding record maintenance of any kind
    • Barcoding of physical piece
    • Linking of physical barcode to correct item record in Voyager.
    • Assignment of valid Oak Street location code.
    • Assignment of valid Oak Street item type.
    • Binding preparation for unbound issues.
    • Stabilization treatment, if needed.
    • Insertion of a valid Oak Street transfer streamer produced from the Oak Street Transfers Program at http://www.library.uiuc.edu/voyager/oakstreetverify/index.html.
    • Packing and shipping arrangements for large quantities of materials.

     

  2. Types of Material Accepted at the OSLF

    • Print materials, including monographs, bound serials, and archival boxes.  At the present time, there is only a limited amount of shelving for folio-sized materials; please contact John Andrick about availability PRIOR to sending folios. 

    • Unbound issues should be sent first to the Binding Unit with a note on the binding streamer that states that the volume should be sent to Oak Street after binding.  Absolutely no unbound issues of serials will be accepted at the OSLF.

    • We are looking at options for map storage, but these have not yet been finalized; please contact Betsy Kruger PRIOR to sending any maps. Map storage definitely will be limited in the first module of Oak Street.

    • Laserdiscs and CD-ROMS can be sent to Oak Street, however they must be in hard protective containers, such as jewel boxes. Please contact Betsy Kruger prior to sending.

    • We are looking at options for phonograph album storage, but these have not yet been finalized; please contact Betsy Kruger PRIOR to sending any phonograph albums.

    • The stability of film and magnetic tape (microfilm, microfiche, photographic negatives, motion pictures, video tapes, audio tapes, etc.) differs depending on what kind of material it is made of; as some types of film deteriorate, they can cause materials around them to deteriorate faster as well.  Other types of film are more stable and do not cause a problem.   Please contact Tom Teper to evaluate any film material for its suitability for storage at Oak Street.  No film material will be accepted at Oak Street without it first being approved by Tom Teper.

     

  3.  Guidelines for Bibliographic, Holding, and Item Records for Items Transferred to the OSLF

    1. You must use the Pick and Scan functionality in Voyager to make these changes.  Making location changes via the "Item - Item Edit" menu in the Voyager circ client will only allow you to change the item's permanent location code; Pick and Scan will allow you to change both permanent location code AND holding location code.  Both must be changed to valid Oak Street codes prior to sending pieces to Oak Street.  Your Pick and Scan screen should look like the one below, except that your location codes and item types may vary.

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    2. Assign one of the following valid Oak Street item types:

      • BOOK 16/4 (circulates 4 weeks to undergrads and most courtesy card borrowers; 16 weeks to faculty, staff, and graduate assistants)

      • SER3 (circulates 4 weeks to undergrads and most courtesy card borrowers; 16 weeks to faculty , staff, and graduate assistants; also used for archival boxes and wrapped newspapers that must be used onsite only in the sending unit)

      • BOOK2 (building use only; brittle monographs that can only be used onsite at Oak Street or at the sending unit.)

      • SER2 (building use only; brittle serial volumes that can only be used onsite at Oak Street or at the sending unit.)
      • ARCHIVE2 (used for CIC Dark Archive serials and other materials that can only be requested by IRRC.)

    3. Assign valid Oak Street location code from the list below:

    4. Update bibliographic record and holding record if necessary.

      • It is Library policy that all items shelved at Oak Street--where materials cannot be browsed at the shelves by users--must have full bibliographic records with subject access in the online catalog.

      • MARCETTE (brief) records for monographs at Oak Street will be updated by the Mellon recon project or its follow-up activities. Departmental libraries are NOT responsible for upgrading monographic MARCETTE records.

      • Printouts of MARCETTE serial records for volumes being sent to Oak Street must be sent to Serials Cataloging for upgrade prior to the pieces being sent to Oak Street. Staff in some units have cataloging permission to do this themselves; those units that do not have staff who have been trained by Michael Norman to do this, should send a printout of the record to Serials Cataloging requesting to have the title fully cataloged.

    5. Assign "in process" status to the item record in Voyager; this will prevent the item from being selected to fill a request until it has been accessioned at Oak Street (at which point this status will be cleared).

    6. Once all the above record updates have been made, run item barcode through the Oak Street Transfers Program at http://www.library.uiuc.edu/voyager/oakstreetverify/index.html.  
      • Simply scan barcode label on the piece, select your library from the drop down list, click on the box if piece needs to be routed to Conservation Unit first, then click "Produce Routing Streamer" button.   Click your browser's "print" button to print out a ready-made streamer onto your attached printer (receipt or laser).
      • Program will perform the following verifications against the Voyager database:
        • Barcode is an active 14-digit barcode in the Voyager database.
        • Item record has a valid Oak Street HOLDING location code.
        • Item record has a valid Oak Street PERMANENT location code.
        • Item's holding location and permanent location are the same.
        • Item record has valid Oak Street item type.
        • Item status is "in process."
      • If any of these validations fail, you will receive an error message telling you what is wrong with the Voyager record.
      • Correct the Voyager record.
      • Re-verify item the next day. This program runs against a one-day old copy of the Voyager database.  Changes you made to the Voyager record will not be updated in this version of the database until the next day.
      • If/when the item verifies correctly, the program will display a streamer.  Click your browser's "print" button to send the streamer to your attached printer (receipt or laser). Insert streamer in book.  Remember, items received at Oak Street without a valid streamer produced by the Oak Street Transfers Program will be returned to the sending library!

       

  1. Guidelines for Physical Preparation of Material Being Transferred to the OSLF

     

    1. All pieces must be barcoded, and their barcode must be linked to the correct item record in Voyager.

    2. All new pieces sent to Oak Street must have a valid transfer streamer that has been produced by the Oak Street Transfers Program at http://www.library.uiuc.edu/voyager/oakstreetverify/index.html. Any pieces received at Oak Street without a streamer produced by this database will be returned to the sending library.

    3. Use the following guidelines to determine if stabilization might be necessary: Contact Jennifer Hain Teper if you have questions about these criteria. If you think the item needs stabilization, and you are not able to do this in your own library, make sure to check the box for Conservation on the input form when producing your  streamer from the Oak Street Transfers Program (http://www.library.uiuc.edu/voyager/oakstreetverify/index.htm). The program will then produce a streamer to route the item to the Conservation Unit first.

      Candidates for stabilization include books with...

      • loose, detached, or missing covers
      • torn, loose or detached pages
      • brittle, crumbling or fracturing paper
      • leather bindings that are powdery (this is known as "red rot", though it is actually more brown)
      • soft cover bindings that offer little to no structural support
      • volumes that create shelving problems such as odd size or warped covers

      For more detailed conservation guidelines on determining what requires stabilization and repair, click here.

      How brittle is brittle?

      • If the paper appears brittle and has shattered/broken already, it is brittle.

      • If the paper appears brittle but not damage has yet occurred and the pages can be safely turned without damage, it is NOT brittle.

      • If the paper appears brittle, but the paper is intact and damage by use (as described above) is questionable, send to Conservation for review.

Other potential problems to look for:

                If any of the following are found, the volume should be sent to Conservation for review:

  • Mold
  • Insect damage
  • Water damage, especially when pages are stuck together
  • Unidentifiable stains on the paper or cover

Removing Loose Materials:

REMOVE THE FOLLOWING:

  • Paperclips or Post-It Notes (click here for more information)
  • Patron's notes/letters
  • Binding slips that are loose (not adhered to the book)
  • Punch cards that are loose (not in pockets affixed to the book)
  • Other miscellaneous paper, such as clippings, coupons, bookmarks, etc.

DO NOT REMOVE THE FOLLOWING:

  • Errata slips (corrections to the text) should be saved and sent to Conservation to be tipped in
  • Maps or charts that relate to the book should be saved and sent to Conservation to be tipped in or placed in a pocket as necessary.
  • Other materials that look like they relate to the subject matter of the book should be save and sent to Conservation to be tipped in or placed in a pocket as necessary.

  1. Each departmental library will receive two plastic totes in January 2006 to use for sending items to Oak Street. Shipping will take a maximum of 4 totes of material from your library to Oak Street each week.  If you have a large quantity of material to send, you will need to pack it carefully and contact Library Facilities for pick-up and delivery to Oak Street or to the Conservation Unit.

 

  1.  Binding and Cataloging for Oak Street

    • You cannot send unbound issues of a journal directly to Oak Street, but you can send such issues to the Binding Unit to have them bound and then sent on to the OSLF.  Indicate on the binding streamer that the volume should be sent to Oak Street after binding.

    • To have approval plan materials cataloged and sent to Oak Street, simply write "Oak Street" at the top of the selection streamer.

    • To have a gift piece cataloged and sent directly to Oak Street, send the piece to Acquisitions with a "Cat for OS" streamer in it.

    • To order a new item that you want to have housed at Oak Street, make "Oak Street" your order location.

     

  2. Guidelines for Sending to the OSLF Archival Boxed Materials, Wrapped Newspapers, and Other Materials That Can Only Be Used in the Original Owning Library

  • Voyager records

1.       Bibliographic record (collection name, whatever additional data/subject access you wish) (This applies to archival boxes only. Wrapped newspapers should have full cataloging.)

2.       Item records for each archival box or wrapped newspaper—this will allow you to place a paging request via Voyager for the box or package needed. (Item records should not be created for any smaller unit, e.g., folder.) (Example)

3.       Use the public note field available in the Voyager MFHD record to read something like “Please consult staff in Illinois Historical Survey Library to request material.” This should help dissuade users from placing OPAC requests for the material.

4.       Special location codes:  The following Voyager location codes have been created and are  associated with the Oak Street call slip queue.

Rare Book Room
location code: rbos
staff name: Rare Bk Oak St[req only]
opac display name: Rare Bk & Special Collections-Oak St Facility [request only]

University Archives
location code: uaos
staff name: Archives Oak St[req only]
opac display name: Archives-Oak St Facility [request only]

Illinois Historical Survey
location code: ihos
staff name: Il H Srvy Oak St[reqonly]
opac display name: Illinois Hist Survey-Oak St Facility [request only]

Sousa Archives
location code: uasos
staff name: ArchivesSousaOakSt[reqonl
opac display name: Archives Sousa Center-Oak St Facility [request only]

Newspaper Library
location code: neos
staff name: Newspaper Oak St [req only]
opac display name: Newspaper-Oak St Facility [request only]

Slavic Library
location code: spos
staff name: Slavic Oak St [req only]
opac display name: Slavic-Oak St Facility [request only]

Map and Geography Library
location code: maos
staff name: Map/Geo Oak St [req only]
opac display name: Map & Geography-Oak St Facility [request only]

These serve two purposes:

  • Along with the public note field in the MFHD record, they help to direct the OPAC user to your unit for assistance in requesting the material.

  • They provide an additional prompt for Oak Street staff as they are printing out their call slips that the material requires special handling.

5.       Item type should be SER3.  Do not assign BUO as this item type will start producing overdue notices to the patron after 16 hours and fining them $5/day. More often than not, the user will be consulting the material in your unit over a period of days, perhaps even a week or two.  The SER3 item type will not produce over due notices until 36 days  after the date on which you charge out the box to the user.

 

  • Box preparation (this also applies to each wrapped newspaper volume)

1.       Box or wrapped volume must be barcoded

2.       Item should be stamped “Building Use Only at Illinois Historical Survey (Rare Book Room, University Archives, etc.);”or have a label with information written on it..

3.       Wrapped newspapers must also be stamped/labeled this way, and will have to be sent to the original owning unit for building use.  We don’t have enough staff at Oak Street to rewrap newspapers after patrons use them, so your unit will need to do this. 

4.       The above work should be done by sending unit.

 

  • Unit’s internal records (in-house or web inventories)

1.       Should associate individual items/folders with the appropriate box number or item barcode.

  • Request process

1.       OPAC record directs user to your unit; OPAC requesting for users CANNOT be disabled, but the location name and public note in MFHD should dissuade most users from doing this.  If they do, OS staff will be alerted to this possibility by the absence of a message in the notes field of the call slip (see #2 below).

2.       You determine which box(es) requested material is in, and using the Voyager circulation client, place a request for the user.

§          Place request under borrower’s ID—This is recommended option because when you scan the box barcode upon receipt, Voyager will send notice to the user saying the material is available for use in your unit. It can also serve as your record of which patron requested the material.

§          In notes field of the request screen in Voyager, type “IHX request” (vary with unit). This note will print out on the call slip request at Oak Street.  If staff were to receive a request for any of your materials that did NOT have this note on it, it would alert them to contact the library to verify request before filling.

3.       Voyager will direct this request to the Oak Street call slip queue, and material will be retrieved. 

4.       Delivery—You will need to notify us if any special handling procedures need to be followed during shipping, and we will need to convey these to Library shipping.

5.       Upon receipt of box(es) in your unit, they will need to be browsed/discharged via the circulation client.  This will produce notice of availability for the requesting patron.

6.       Charge out the items to the patron’s ID (or unit ID if that’s what you are using). 

7.       When patron is finished with material, discharge the items.   This will put the items into “IN TRANSIT TO OAK STREET” status in Voyager.  This status will be cleared when the material is refiled at Oak Street. It is also important to discharge the item so that it does not stay on the patron’s account and create overdue fines when it reaches its due date.

8.       Return of material to Oak Street—You will need to arrange for any special handling procedures you want followed during shipping. Newspapers will need to be rewrapped before returning to Oak Street.

  1.  Ongoing Bookstacks Selection Procedures and Responsibilities for the OSLF

    • At any time, subject selectors are welcome to streamer monographs in the Bookstacks for eventual transfer to Oak Street.  Simply insert an "Oak Street" streamer into the piece, and write your initial s or you unit name on the streamer.   Contact Gil Witte if you need a supply of these streamers.  Do not streamer serials; instead, fill out the Oak Street Serial and Mset Selection form and mail it to Gil Witte, 203 Main Library.

    • To request to have a serial transferred from Bookstacks to Oak Street, please fill out the Oak Street Serial and Mset Selection form and send it to Gil Witte, 224 Library.

    • To maintain the Bookstacks at a fill capacity of approximately 85%, incoming transfers and new receipts need to be balanced each year with transfers of other Bookstacks materials out to the OSLF. Betsy Kruger is working with the Collection Development Committee to develop a process for doing this.  Stay tuned.

    • Bookstacks staff will not transfer any serial title to the OSLF without first obtaining permission from Karen Schmidt or the appropriate selector.

  2.  Procedures for Transferring Items Back from the OSLF to a Departmental Library or Bookstacks

  1.  Building Use Only Items and the OSLF

  1.  When to Refer Users to the OSLF

 

 

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Last updated 12.12.05