Acquisitions Department

REPLACEMENTS PROCEDURES

Introduction

The Acquisitions Department has accepted responsibility for replacement of material which has been lost from the library collections. Most of these duties were formerly handled by the Circulation Department, and staff members of the two departments still work closely to see that the work is accomplished in the most efficient manner.

Determining replacements

1. Main library:
1. The Circulation Department initiates the replacement process for material from the following categories:
1. Lost:
1. General borrowers - presumed lost one month beyond due date; submitted for reorder four months later;
2. Faculty/Staff/Graduate Assistants - presumed lost one month after end of semester;  submitted for reorder four months later;
3. Recalled books - presumed lost 12 days beyond recall due date; submitted for reorder four months later;
4. Reserves -
1. Three and seven day reserves - presumed lost 12 days beyond due date; submitted for reorder four months later;
2. Overnight reserves - presumed lost four days beyond due date; submitted for reorder four months later;
2. Missing (discovered through Hold request searches, inventory, snags) - presumed lost three months after date reported missing; submitted for reorder at that time;
3. Discarded - titles which have been listed on the Library Disposal Request Form are submitted for reorder at the time of the listing.
2. The Circulation Department checks the following before material is considered for replacement:
1. Stacks
2. Current circulation file
3. Overdue student file
4. Reserve file
5. Overdue faculty & G.A. file
6. Bindery file
7. Interlibrary loan file
8. Snag file
9. Lost and paid file
10. Carrels
11. Snag shelf
3. The Circulation Department records information on items to be considered for replacement:
   1. Book card is noted ("lost & paid", "missing", "damaged beyond repair", etc.
   2. User's record is noted fully regarding status of the transaction before the book card is released.
4. The Circulation Department gives to the Acquisitions Department Head the book cards or hold requests for items to be considered for replacement.
2. Branch libraries:
1. The Branch librarians:
1. Determine items lost or missing from collection;
2. Check for availability (asking the Acquisitions Department for assistance with any items not readily found to be available).
3. Prepare request cards with fund code "LBRP (XXXX)" [branch fund code] for items which can be replaced with the same edition, different edition, or similar work on the same subject.
NOTE: Fill in blank on request card "Cat. for (branch name)."
4. Clip to the front of the request card a "Withdrawal Record for Branch Libraries and Locations."
5. Send both to the Catalog Department Library Assistant;
3. When the Catalog Department staff has finished with the withdrawal process, the request cards will be forwarded to the Acquisitions Department for processing.
4. The Department Head gives the book cards, photocopies of book cards, or hold request forms to the Searcher.

Preparation

1. The Searcher: records the information in the following steps:
1. Arranges the group of forms in order by classification number;
2. Takes the forms to the shelf list, locates the records, and
1. Pencils in beside the buying information for the particular copy the status and date presumed lost or missing, e.g. "lost & paid (date)"; "missing (date)"; "discarded (date)";
2. Further examines the shelf list card (front, back, and any Cards 2, 3, etc.) correcting any errors on the form, e.g. no indication on book card that book is Oversize;
3. Pencils on the form the following data:
1. Full main entry;
2. Publisher, date, and edition;
3. Other volumes or copies owned, holding agency, etc.; and
3. Divides the forms into the following four categories:
1. Other copies: when the library owns other copies of the particular edition of this title, note on form how many copies and in what agency they are located, e.g. "2 other copies, 1 in MVC, l in Cir." Submit this group to the Department Head for evaluation on whether to replace;
2. Later editions owned: look to the front and back of the shelf list card to see if the library already owns a more recent edition of this title. (NOTE: Other forms may be found to fit into this category at a later stage when the on-line catalog is checked as new editions are not necessarily assigned the same general classification number). Submit this group to the Department Head for evaluation on whether to replace;
3. Problems: place in this category any items for which shelf list cards can not be located or about which there are questions, especially those where there is some doubt about the necessity for replacements, e.g. outdated textbooks, old computer science books. Submit this group to the Department Head for evaluation on whether to replace.
4. Replace if possible; all other forms should fall into this category.
2. The Department Head: evaluates the forms received as follows:
1. Reviews the forms submitted by the Searcher and places them into two categories:
1. Do not replace;
2. Try to replace;
2. Returns them to the Searcher.

Bibliographic searching

1. The Searcher:
1. Separates cards by the following types and seeks to verify price and availability as follows:
1. Government documents: try to acquire for all library departments or branches except for the circulating collection.
1. For copyright dates in recent years check the Monthly Catalog and record the stock number (S/N), number of pages, and price;
2. For copyright dates of earlier years, check with the Government Documents staff on the likelihood of getting a copy and the price.
2. Dissertations/theses:
1. U of M:
1. Check MVC to see if a file copy is available for photocopying (NOTE: MVC has one bound copy of each dissertation and thesis accepted by U of M); if so,
2. See if copyrighted; if so, refer to Department Head to seek permission to copy;  if not, ask Department Head to get permission for book funds to be spent on photocopying.  Searcher sees that photocopying is done and keeps a record of the number of pages copied.
2. Other universities: Check Comprehensive Dissertation Index (Reference Room) and if an order number appears, it is available from University Microfilms; record the order number; show current price for appropriate format (paper, microfilm, or microfiche)
3. Audio-visuals: verify availability;
4. All Others:
1. Check for availability in all the standard sources, e.g. Books in Print, publishers' catalogs.  If found, record the necessary order information; if not found,
2. Check Books on Demand (on microfiche) recording the University Microfilms out-of-print order number and price if available.
2. Separates cards into two groups, and proceed as appropriate:
1. Not available for purchase; go to "Different edition or title from that lost"  for further instructions;
2. Available for purchase:
1. Search and print out cataloging copy from OCLC database;
2. If not found there, search the National Union Catalog for titles copyrighted before 1978.
3. Gives the form and cataloging copy to the Clerical Assistant.

Ordering replacements

1. The Clerical Assistant:
1. Prepares request cards with all the necessary order information;
2. Types on the request card the classification number shown on the book card or hold request (do not type classification number from the OCLC record);
3. Uses the fund code LBRP;
4. Indicates for which agency the item should be cataloged if other than the main circulating collecting;
5. Clips completed request card to the cataloging copy and form and returns to the Searcher.
2. The Searcher:
1. Processes the request card as follows:
1. Proofreads the typing;
2. Records searching activities, initials, and dates the request card;
3. If the request is for an edition that can be added to existing cataloging, stamps "Added copy" or "Added volume," as appropriate, in red in the upper right corner of the request card;
4. If the request is for an edition that can not be added to existing cataloging, complete a REPLACEMENT FORM:
1. Fill in author, title, publisher, classification number;
2. Staple to request card on middle left side.
2. Arranges the cards in order by classification, and search the stacks to be sure the book cannot be found before proceeding further;
1. Counts the number of request cards prepared and records on the bibliographical searching statistical report;
2. Places the prepared request cards (together with any attachments, e.g. book cards, hold request forms, OCLC printouts of cataloging copy) on the desk of the Department Head.
3. The Department Head reviews the work of the Searcher by category:
1. Items being reordered:
1. Added copies:
1. Checks form of main entry;
2. Checks accuracy of call number typed on request card;
3. Checks to be sure "Added copy" stamp used appropriately;
4. Pulls photocopy of book card or hold request and returns group to Circulation labeled according to action taken, e.g. same edition being reordered.
2. Different edition or title from that lost:
1. Checks form of main entry;
2. Checks call number typed on request card;
Pulls photocopy of book card or hold request and returns group to Circulation labeled according to action taken, e.g. different edition being reordered.
3. Gives completed request cards to the Clerical Assistant who after logging them in passes them along to the Department Head for revising and assignment of vendors.
4. At the end of the month secures from the Bookkeeping Desk the exact count of titles ordered against fund code LBRP and completes the monthly statistical report on replacements.
2. Items not being reordered:
1. Counts the photocopies of book card or hold request and records statistics by the following categories:
1. Returned by user;
2. Found on shelves;
3. Have later edition;
4. Have other copies;
5. Out of print.
2. Returns group to circulation labeled according to action taken, e.g. not being reordered, have other copies.

Returned or "found" books

1. The Circulation Department brings to the Acquisitions Department any material which has been declared lost which is subsequently returned by the user or found on the shelves.
2. The Searcher:
1. Checks to see if the material is on order or being cataloged; if so, asks the Department Head if the order can be cancelled or the material returned if necessary;
2. Erases the "missing" or "lost" notation on the shelf list;
3. Records on a statistical record the number of items returned;
4. Returns the material to the Circulation Department.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218