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Getting resources ready for the library

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Last updated 30-Aug-2007

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What materials are to be accessioned?

All materials that are individually shelved and retained for use by students and staff for a period of time should be accessioned.

Prior to accessioning, a policy must be formulated concerning:

  • what resources will be included in the collection
  • what level of access is required for each resource
  • where the resources are to be located, and
  • how the individual items are to be circulated.
This policy is of particular importance for:
  • multi-volume resources
  • multi-format resources, and
  • multiple units packaged together.
This policy applies to all types of resources:
  • regardless of the sources: general Purpose Grant, P & C Funds, donations, other
  • regardless of the form: print or non-print
  • regardless of the location: library, classroom, loan materials, etc.

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Receiving materials

When items are received in the school:
  • check the details against the order record
  • record the date received, actual purchase cost and discount received
  • note if an item is to be returned, or is the wrong edition, misbound, etc. package up for return to supplier
  • stamp, record price and place of purchase in pencil on the resource

Barcoding

Important factors to consider when devising the procedure are:
  • the way resources are circulated, as this will have implications for the number of barcodes per format, and
  • the physical location of the barcode on each item.
Circulation considerations:

Resources can consist of individual items, multi-format kits or multiple units. The options to circulate these resources are:

  • as individual items with separate barcodes
  • as single packages with a single barcode, or
  • grouped together as a bulk loan.

To ensure that all options can be considered, download the catalogue record for both the individual item and the multiple unit kit if both are available. See accessing SCISWeb instruction page.

Wherever possible, each individual item should receive a barcode as this assists with the management of the database and the location of items on loan. A separate barcode should also be attached to the set if the automated system allows this. Make sure that when attaching barcodes you do not cover vital information.

Barcode and Accession Number Recommendations

The accession number is the unique number given to each item as it is added to the library database. In some library systems the barcode and the accession number may be the same. Refer to the manual for your library system.

Format No of barcodes Position of barcodes Accession number
Book One barcode per item Barcode on back cover at the top corner parallel and adjacent to the spine Accession number on back of title page if possible
CD-ROM One barcode per item Barcode on outside of package, same side as spine label Accession number written on CD with permanent pen. Also on package
Chart One barcode per set and one barcode per chart if the charts are to circulate separately Barcode on top right hand corner of each char. Set barcode on package near spine label Accession number on each chart and package
Equipment One barcode per item Barcode attached to top of each item Accession number on item in permanent pen
Kit One barcode per item and one barcode for set Barcode individual items as appropriate. Set barcode on back of packaging; Accession number on each item and on package
Magazines retained for short time None Barcode special load folders for use with ephemeral materials Accession number on folder
Magazines retained for longer than 12 months One barcode per issue Barcode on back cover at the top corner parallel and adjacent to the spine Accession number on each issue
Videocassettes One barcode per item One barcode on physical cassette not package Accession number on cassette and package
DVDs One barcode per item Barcode on outside of package, same side as spine label Accession number written on CD with permanent pen. Also on package

Obtaining catalogue records

See http://www.det.wa.edu.au/education/cmis/cat/catrec.htm for information about how to obtain Catalogue records for resources.

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