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Loose-leaf Filing Instructions


In most loose-leafing cases, several pages and/or entire sections of various volumes will be discarded and/or replaced, so please take great care in following the steps outlined below:


  • Go to the volume(s) and find the previous Filing Instructions, Filing Record, or Release Sheets.  
    • These are most often found either at the very front, or at the very back of the 1st volume.  
    • Other times, they will be filed behind a labeled tab divider somewhere within the 1st or last volume.  
    • In more rare instances, they will be filed in a special volume like the Key & Research Guide.  
    • Sometimes the instructions on the new loose-leafing package will tell you exactly where they are filed.
  • Look for the Release, Issue, or Update # on the new loose-leafing package to be filed.  Compare it to the # on the previous instructions currently sitting in the volume.  Make sure it is the correct one to be filed.  (i.e. the preceding # has already been filed and is currently sitting in the volume)

*** If it is NOT the correct # to be filed, DO NOT PROCEED WITH FILING! ***

  • Once you have verified that it is OK to file, please place a checkmark (    ) by the Release/Issue #.  
    • Follow the Filing Instructions step-by-step.  Please be careful!  Take your time, don’t rush, and double-check the page #’s and content as you go.  Please place checkmarks (    ) by each instruction as you complete them.

*** DO NOT DISCARD THE CURRENT INSTRUCTIONS!  ***                    

  • When completed, place your initials and the day’s date on the last page of Filing Instructions.  
    • File the Filing Instructions in the appropriate spot (as determined by section 1 on this sheet).  
    • In some cases, there may also be a separate Filing Record to fill out.  This sheet/chart would be found in the same section and volume in which the Filing Instructions are filed.
  • If all went well, discard/recycle all removed pages.  In most cases, the previous Filing Instructions may also be discarded, but please watch for those few instances where they ask to retain all previous instructions.


*** Ask or leave a note for the supervisor if any concerns or questions arise!! ***

If something does not seem quite right, or if you are simply not comfortable with a certain loose-leafing, please do not proceed with the filing!


Duncan (Cowichan Regional Hospital) Serials Cataloguing and Processing 

SJ/Nov. 6, 2012

These serials are part of a collection located at the Cowichan Hospital. UVic orders, catalogs and processes the material and has it delivered to the Hospital.

  • Cataloging:
    • catalog the title as you would any normal serial
    • location code = duncan
    • rubric = DUNCAN
    • suppress the bib record if there is only one Holdings record attached to the bib record and it is for DUNCAN
    • if there are multiple Holdings records attached to the bib record, suppress the Holdings record for the DUNCAN locatio
    • notes to add to the Holdings record:
  • Processing:
    • write the call number on the verso of the title page
    • gutter stamp with the UVIC stamp
    • affix call number label to the spine
    • give material to Kathy Mercer
      • she will arrange for pick-up and delivery to the Cowichan Hospital and will notify the selector that it has been delivered
    • no tattle tape is required as the Hospital does not have a sensor system
    • no barcode is required as the Hospital does not sign out the material and does not have access to the Library database

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This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.