|Cataloging Practices Manual||[CPM-179]|
For firm orders, selectors should indicate that a book is wanted for Offsite by selecting the appropriate Offsite location on the order form in addition to assigning the owning location , e.g., ave4off or fax4off. Acquisitions staff will create the CLIO order record with the Offsite location. When the book is received, Acquisitions will check the Offsite box on the T2 rider.If the book is an approval or a gift or is routed to cataloging departments directly from Area Studies (ASX), selectors should use the appropriate Offsite location.
When cataloging a title for Offsite, cataloging staff will input or change the location in the 852 on the holdings according to the pattern "xxx4off" (xxx stands for the CLIO location code followed by "4off" which is a shorthand meaning "for Offsite")
852 80 ave4off
852 80 fax4off
This location will result in the OPAC message "For Offsite". There may be additional OPAC messages once the item is charged to a status patron.
After the piece is accessioned at RECAP and a file of records that have been accessioned automatically update the same records in CLIO, the following changes will occur:
AVE/FAX Offsite barcodes are different from the other CUL barcodes in that they have a pink stripe, the words "COLUMBIA LIBRARIES OFFSITE AVERY FINE ARTS RESTRICTED," and a barcode number preceded by the letters AR. They come either on long sheets or on a roll. The barcodes on long sheets are affixed to the front cover of hard bound volumes. The barcodes on rolls are always placed on the inside back cover of softcover volumes. In this document the barcodes on rolls are called "double-backed Offsite barcodes" as opposed to the "Offsite barcodes" on long sheets. For more information on barcodes see also CPM424 and CPM807 for barcode placement.
If book is not appropriate for offsite, process as usual for the owning location.
852 80 |b fax4off |h N6490 |i Ad45
852 80 |b ave4off |h AA650 |i L15
Change piece count on item record to equal the total pieces in hand, e. g. if there is a book accompanied by a CD, the piece count should be changed to 2.
DO NOT affix a barcode to the accompanying media piece that is going Offsite.
Insert a mixed media rider if there is none in the book.
Since all Offsite books accompanied by mixed media have to be bound or rebound, always insert a "B" rider and charge out to Bindery.
Note:When cataloging a multivolume set selected for Offsite, determine which volume the mixed media (e.g. CD-ROM) belongs to. If each volume is accompanied by non-print media, process according to the instructions above. If there is no indication which volume is accompanied by the mixed media, select the first volume of the set. Process it as a single volume monograph accompanied by mixed media: change the item count in the item record to 2, don't barcode the accompanying material, place the double-back Offsite barcode on the page facing the back cover, and check the volume to Binding inserting the "B" rider. Process the remaining volume(s) (not accompanied by mixed media) of the multivolume set as usual: Offsite barcode on front cover, check out to Labeling.
Example: |h In Process to |g In Process. 852 80 |b fax |g In Process |x FAVE3 |x 715423 |x to-off
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