Introduction / General Processing Information:
For SCUA items see separate SCUA processing procedure.
Generally speaking, most purchased material will arrive in Metadata having already been barcoded with an item record created by Acquisitions and Electronic Resources staff. Regardless, once cataloguing is complete, Metadata staff will ensure that an item record has been created, that all appropriate fields have been updated, and that both a barcode and a call number label have been affixed to the item. The item is then scanned in (Cataloguing complete > done) and the item is placed in the appropriate designated location for Access Services pick up and end-processing (gutter stamp, tattle tape, etc.)
See Item - Scan In Item section for the procedure.
Occasionally, Metadata staff may also need to fully process an item:
In general, affix Priestly barcodes to Priestly items and affix McPherson barcodes to all other items. (Note that if an item is transferred from one library to the other, the barcode may remain and does not need to be updated.)
Except for SCUA items, barcodes are affixed in the same location on each item regardless of the item's location. Past practice has varied between libraries:
Receipt of print serials (general):
1. Open packaged serial. Always keep package with serial until item has been received and processed.
2. Search for item in Alma. Confirm bibliographic information matches item in hand. Watch for title changes, etc.
3. Read and follow any Receiving notes. Processing notes are always noted in upper case. See the comprehensive list of standardized processing notes currently located here: Standard Receiving (Processing) Notes. Original Voyager list may be found on the W-drive > LTEC > Serials > PROCESSING NOTES 2019
4. If BARCODE* note is present: Create item record and add barcode, enumeration/chronology, item type, item policy, copy ID to item record. (For details, see “Serials” section of “Receipt of Continuous (Physical) Material” under Acquisitions and Electronic Resources > Receiving and Activation.) If ANALYZED note is also present: tick "keep in department" and route to Metadata.
5. Watch for serial S/O's: match item in hand with invoice before receiving.
6. Affix call number label as appropriate (hand printed label - black ink only for items located in the McPherson - affixed in upper right corner for most periodicals; machine printed label on lower spine or lower left corner for most other serials.)
7. Property stamp or gutter stamp as appropriate
8. Route for pick up by Stack Maintenance staff
9. For items not found in Alma: See the "Unsolicited Folder" or route to "Gifts coordinator" as appropriate
10. Route any questions, record update requests, etc. to Metadata supervisor (serials) or serials@uvic.ca
*Current serial BARCODE policy: Create items for material that is published annually or less frequently. Unless directed, DO NOT create item records for periodical material. For holdings, always see summary holdings expressed in field 866, second indicator zero. Periodicals may be barcoded for ILL as necessary (item policy = no circ; label material FOR USE IN LIBRARY ONLY)
| Note | Action/Information |
|---|---|
| [XXX] IN BASEMENT COMPACT SHELVING | A portion of the holdings are located in BCS; Add blue dot if applicable |
| ADD BCS BLUE DOT TO ISSUES | All items located in BCS, except "Z" classed, require a blue dot (affix near/on call number label) |
| ADD TO CALL NO.: | |
| ANALYZED SERIAL | Add item to serial holdings; process and send to cataloguing |
| BARCODE | Affix barcode and create item record for the serial issue |
| CURRENT ISSUE ONLY RETAINED | Collect from the stacks; then discard, issues that are to be withdrawn |
| DO NOT MARK OR STAMP. FILL IN PROCESSING FORM 1 | Legacy note found in SCUA serial holdings. No longer added to SCUA holdings. |
| DUMMY ACQUISITIONS RECORD | |
| FOR USE IN LIBRARY ONLY | Affix FOR USE IN LIBARARY ONLY label |
| JSTOR | Print backfile discarded; discard current issues covered by moving wall |
| LATEST [XX] ONLY RETAINED | |
| SPLIT SET - LATEST [xx] IN [XX] |
For monographs, annuals and serials issued less frequently than annual, refer to the SCUA Item Records, Processing and Locations section
For serials, refer to the SCUA Serials Processing Information section
Open packaged serial. Always keep package with serial until item has been received and processed.
Search for item in Alma. Confirm bibliographic information matches item in hand. Watch for title changes, etc.
Read and follow any processing notes. Processing notes are always noted in upper case. A comprehensive list of standardized processing notes can be found on the W-drive > LTEC > Serials > PROCESSING NOTES 2019
Watch for serial S/O's: Match item in hand with invoice before receiving.
For annuals or serials issued less frequently than annual, follow the procedure located in the SCUA Item Records and Barcodes section.
For all other serials, follow this procedure:
(sc),ova E 25 .H3
Route any questions, record update requests, etc. to Metadata supervisor (serials) or serials@uvic.ca
Items for law are placed on a separate shelf on the Access Services pick-up truck. Law material is then processed by Access Services staff in the main library before it is routed to the law library.
Last revised: 2025-08-13/sf
Cataloguers will affix or attach a call number label and barcode to items as applicable. See chart below.
When cataloguing is complete: Scan-in > Cataloging-Done. Place material requiring extra processing (e.g. binding, sewing, "packaging", etc.) into the designated music and media tray (located next to the Rush/Priority tray for books by Pillar D-9). If an item is too large for the tray, then place item directly onto the end-processing truck. Access Services staff will sort for further processing.
Access Services staff will collect items for music and media processing when they collect the Rush/Priority tray and end-processing truck.
Email libmedia@uvic.ca with any processing-related or general music and media questions.
| Format | Affix call number label | Affix barcode | Access Pickup Location | Notes |
| Hardbound Score | yes | yes | *Access services pick-up truck | *No special/extra processing necessary |
| Softbound Score | yes | no > paperclip to item | Labelled tray | |
| Score with parts; Parts | *yes: affix to score and parts | no > paper clip to item | Labelled tray | *or pencil call number title page verso if affixing is not an option |
| CD's, etc. | *yes: affix to container | *yes: affix to container | Labelled tray | *or include with item if affixing is not an option (e.g. no container) |
Monographs with Supplementary Material
Monographs with supplementary material may be of two types:
Books Accompanied by Discs
If the book has a disc in a pocket inside the book, add the existence of the disc to the bibliographic record as follows:
If the book is accompanied by a disc that is housed in a separate jewel case as follows:
Binding and Processing of scores, kits, etc. is done by Accesses Services staff and is routed as necessary.
Note: Physical resources are no longer sent off sight for binding or mending. Simple mending continues to be done in house on a limited basis by Metadata staff. Damaged material may be routed to Acquisitions for possible replacement.
How to tie a book with cotton twill tape:
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