Michigan State University

Rovi Null Project

APRIL 05, 2017 Outline procedure by: Sharen Cork/Beth Nugent

ALL PROCESSING ON THIS PAGE CAN BE PERFORMED BY STUDENTS.

Process

  1. Sort all material in the box. Make sure the box is assigned the next banker box number. Be aware of the accession numbers contained in banker’s box currently working with.
    1. If it is already in a jewel case, single-quad (looking at 6 pc case) it should be able to be processed.
      1. Look for broken cases and replace with good jewel case.
      2. Look for unusual jewel cases (odd shaped) and replace with regular jewel case.
      3. Look for Multi-case sets in separate jewel cases, sets with more than one booklet, sets with a booklet too large to fit in a jewel case. (see: 7 a) These will not be processed with this batch - give to supervisor to put note on piece (-not processed and needs cataloging) after (Rovi found).
    2. If the media is in a cardboard case, check to see if there is a booklet/leaflet that lists the songs.
      1. Place original cardboard case in an envelope with created barcode (place on envelope center top).
      2. Creating barcode: Pull up record by UPC barcode image on package (ISN [i] index). From Sierra record, manually type in accession number into dup barcode machine.
      3. If you have a booklet/leaflet that lists the songs and will fit, insert into new jewel case with disc/discs.
      4. If original cardboard container does not have additional song listing booklet/leaflet it will need to go back into banker’s box for now.
  2. Create Barcode from Sierra on items in jewel cases.
    1. Pull up record by UPC barcode image on package (ISN [i] index).
    2. Look for sticky notes with notes written on them. Examples: 700/710, Not found, No 300. Make sure to leave sticky note attached to case.
    3. Check item and Bib record to make sure correct and complete (be sure title and number of discs are correct). No need to do a complete quality check or make any changes at this step. If Title does not match piece, give to supervisor (do not process).
    4. Go to staff note (f) in item record that says (Rovi found) add-(jewelcase) be sure to save (very important step). Example: Rovi found jewelcase
    5. From Sierra record, manually type in accession number into dup barcode machine, and attach produced barcode to case. (center top)
    6. Place jewel case with barcode in mirror drawer box, making sure barcode numbers stay in order. (0724926, 927, 928, etc.) lower number left to right, front to back.
  3. Match up and attach Title sticky sheets to jewel cases.
    1. Pick sheet by accession number; there should be two of each.
    2. If alignment is off, you will need to use a ruler to draw pencil line for cutting.
    3. After attaching Title sticky to jewel case, complete the packaging process: hub, date due, property stickers.
    4. Be sure to put back in mirror drawer box in numerical order.
  4. Finding Accession numbers from Sierra for remaining cardboard cases in banker’s box.
    1. Pull up record by UPC barcode image on package (ISN [i] index). Check item and Bib record to make sure correct and complete.
    2. Go to staff note (f) in item record that says (Rovi found) add-(titlesheet) be sure to save (very important step). Example: Rovi found titlesheet
    3. Write accession number and number of discs on sticky note and place on cardboard container, put back in banker’s box for now; please keep in order. These will need title sheets created before we can finish the process.

Supervisor

  1. At this point, a supervisor needs to create a list in Sierra of all the barcode accession numbers of current box (by staff note(f) (Rovi found titlesheet). Once list is created, Lucas Mac needs to know the Sierra file number of list so that he can obtain the data and forward it to Teresa Moore so that the Title sheets can begin being produced for cardboard containers.
  2. Then create a list for all the barcode accession numbers of current box (by staff note(f) (Rovi found jewelcase), save this and identify it by current banker box number in create lists.
  3. Determine the cut off numbers for multiple drawer placement by hand counting the pieces (both jewel cases and cardboard cases- placing them in the mirror drawer box; 6 columns of 40 single pieces each = (Singles and doubles take up same space but triple/quad cases count as 3 single spaces).
    1. You will also have to account for any missing barcode accession numbers that fit into the numbers you are working with and leave a space/spaces for these in your count. (missing list and pieces we cannot process at all right now (multi’s/not found etc.)
    2. Determine your drawer cut off numbers (example: AA6, AA5, AA4), each banker box you work on will fill 2-3 drawers.

40 SINGLE
JEWEL CASES

40 SINGLES

(2)

40 SINGLES

(3)

40 SINGLES

(4)

40 SINGLES

(5)

40 SINGLES

(6)

>>>> FRONT >>>> -------- 33.5 “ ------------> FRONT

  • EACH ROW CAN HOLD 43/44 SINGLE JEWEL CASES (We will be using 40 singles per column)
  • DOUBLES AND SINGLES SAME SIZE SPACE
  • QUAD = 3 SINGLE SPACES
  • ALL JEWEL CASES ARE FILED…… LOWEST NUMBER - FRONT TO BACK ^ LEFT TO RIGHT >
  • EACH DRAWER 6 COLUMNS X 40 (singles) = 240 pieces per drawer.

Determine the cut off numbers for multiple drawer placement by hand counting

Once lists are created, and number cut offs per drawer are determined; students can continue processing CD’s in hard jewel cases.

  1. Pull up each piece and do a complete quality check on item, checking title, 300 count, 866’s, volume field counts, looking for two formats, etc.
    1. If no errors found, go to item record and replace (Rovi found jewelcase) with ROVI Coll. - processed XX/XX/17 (current date) (F12 key on student computers), also (I type) code change to 7 days. Change 099 Null to appropriate cabinet and drawer number in item and Bib records, print call number label, attach to jewel case and put back in drawer box in order.
    2. If errors are found, give to supervisor with sticky note with hint as to problem; do not print label.
    3. Once all corrections (including errors sent to catalogers) are made and finished packaging, records can be unsuppressed Globally (supervisor
    4. Supervisor: Make sure to remove any barcode number that cannot be processed in this box, insert staff (f) note (-not processed and needs cataloging) in item record behind (Rovi found) these records will still have(Null) in place of cabinet and or drawer number and will be processed at a later date. Be sure and leave space in appropriate drawer for these pieces.
  2. When the Title sheets arrive, there may be some title sheets do not have an image, pull the original cardboard container and scan on copier file to forward to Teresa.
  3. Scanning Images to Make Title Sheets (supervisor /staff)
    1. Place the CD case on the printer leaving space around both edges.
    2. Select Template and then public templates
    3. Use the down arrow to get to the third screen and select TSdatacat
    4. Choose scan setting; Select 300 dpi, gray (unless very light and then use black)
    5. Use the down arrow to get to the third screen; Press Background Adjustment to make it the lightest you can
    6. Press preview; Scan, OK
    7. If scanning more than one CD, just put the next CD on the printer and press Scan, OK and keep repeating until you are finished with CD’s.
    8. Clear by pressing the FC button
    9. Head back to computer
      1. Go to file > TSdatacat
      2. Go to scans > choose image(s) with most recent date and time
      3. Right click and rename file(s) with the first word of title + box number
        1. Be careful not to delete “.tif” following the file name
      4. Go to email > new email to Theresa Moore
        1. Subject: “image(s) for last file(s)”
        2. Click attach > add most recent file(s)
  4. Once all Title sheets are received, students can continue processing.
    1. Create two barcodes: one for jewel case and one for envelope, to place original packaging in, and place envelope in original banker box.
    2. Place CD/CDs in jewel cases and insert corresponding Title sheet, finish packaging with hub, date due and (must be kept with piece) stamp.
    3. When all CD’s have been put into jewel cases and barcoded, pull up each piece and do a complete quality check on item, checking title, 300 count, 866’s, volume field counts, looking for two formats, etc.
      1. If errors are found, give to supervisor with sticky note with hint as to problem; do not print label.
      2. If no errors found, go to item record and replace (Rovi found jewelcase) with ROVI Coll. - processed XX/XX/17 (current date) (F12 key on student computers), also (I type) code change to 7 days. Change 099 Null to appropriate cabinet and drawer number in item and Bib records, print call number label, attach to jewel case and put back in drawer box in order.
  5. All envelopes with dup barcodes will need this note-staff note-(f) Original packaging stored in banker box number(BXXXX) current box (B) number.
  6. Document information in excel file (null project sheet)