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TRACING PROCEDURES Revised: July 1996
INTRODUCTION
Patron requests for tracing items received and in process in Technical Services units will be done for primary clientele only, and only when it has been established by the Public Service unit initiating the request that the item is urgently needed and no other available material/references will meet the patron's needs. Caution should be used when advising patrons about tracer requests. There is no guarantee that a traced item will be found within a short period of time or that it will be locat ed at all. Items that cannot be located and are declared lost in Technical Services after one year from the date of the tracing request are eligible for replacement using the Special Replacement fund (SPRMB). See BPM Section on Special Replacement Procedures.
Items that have been cataloged which have not reached the appropriate shelving location will be traced up to one year after the cataloging date. After one year, such items are not eligible for tracing since they are no longer in-process in Technical Services.
Tracer requests may be used to place a hold for a Main Stack in-process item. The patron will be notified only when the item is available and can be charged out. The item will be held for the appropriate number of days on the Circulation Depar tment's Hold Shelf. Tracing will also be done for in-process items needed to meet other urgent requests, such as class reserves.
Tracing will not be done for items sent uncataloged to locations, bypassing central technical processing units.
Public Service units shouldn't send a patron directly to a technical processing unit to inquire about an in-process item.
INSTRUCTIONS FOR INITIATING A TRACER
In order of preference, tracers can be initiated via one of the following methods:
When initiating a tracer either via email or the tracer form, provide all relevant processing information (GLADIS numbers, INNOPAC numbers), and if possible, attach to the tracer request all relevant INNOPAC and GLADIS printouts of the order or in-process record. MELVYL records are not necessary, unless pointing out cataloging information.
Send e-mail tracers to the appropriate unit for the following categories of material:
The following instructions correspond to sections of the tracer form.
See sample TRACER.
Rush process
Request rush processing for materials urgently needed by patrons or for
course reserves. Materials will be given Rush Special priority when
located.
Notify borrower - Main Stack materials
Have patron complete a Hold/Search Notification card and attach it to the
tracer. Patron will be notified by the Circulation Department when
item is available to be charged out. Branches have their own notification
procedures.
Attach a printout/photocopy,or complete the bibliographic section of form, containing the following information:
Include any additional bibliographic information or a physical description of the item that would be useful for tracing purposes e.g. bound/unbound, color, size, etc.).
Provide the information for "sent to" and "date sent" if available; check the appropriate category and provide additional information as necessary. Address requests to the attention of the Monographic Expeditor, Copy Cataloging Division, Catalog Dept.
Ordered for / In process in call # field
Information to complete this section may be obtained from the INNOPAC order
or check-in record, the GLADIS order detail, or the GLADIS brief or detailed
record (for in-process records). You may use the codes as given.
Example: Order record In-process record
sent to: b *a CONS 880912
recvd: 09-12-88
Not on GLADIS
Explain where and when material was sent and how it was to be processed.
Example: Sent to: CATA: Date sent: 11/30/88
Cataloged book returned for correction
Route requests to Database Maintnenance Unit. If the item is no longer
in the Unit, a tracer can be initiated by the requesting unit.
Indicate reason for return.
Example: Sent to: CATA:
Date sent: 11/30/88
Additional information: Call number correction requested.
Cataloged book never received
NOTE: These will be searched for in Main only. Contact directly the
appropriate branch if you suspect your material has been misrouted to another
branch.
Indicate the date on which the catalog record was added to GLADIS by checking the AD field in the MARC display.
Example: AD: 891011
Other
Use this for items not covered by above categories.
Provide the information for "sent to" and "date sent"; check appropriate category and provide additional information as necessary.
Attach photocopies of any earlier forms sent, as well as printouts from INNOPAC and GLADIS. Address requests to the attention of the Serials Expeditor, Serials Cataloging Division, Catalog Dept.
New title cataloging and Successive entry cataloging
Information to complete this section may be obtained from the INNOPAC check-in
( line display ) or order record, GLADIS in-process record, or branch manual
record. Additional information to include would be volumes sent and
physical description.
Example: Sent to: SerCat
Date sent ( recvd ): 11-18-88 Additional information: vol. 28, comes bound
Cataloged piece never received
Indicate the date on which the catalog record was added to GLADIS.
Indicate if check-in record appears in INNOPAC, and if so, if / when items
requested were checked in.
Cataloged title(s) returned for correction
Route to Serials Expeditor.
Other ( e.g. second request for cataloging; series treatment changes
)
Use this for items not covered by above categories.
Example: Sent to SerCat 2/8/89 to be recataloged as seps.
NOTE: Pambinds and mylars cannot be located and rushed while in BPD or at the bindery.
Provide information for "date sent" and/or "sent rush?" and check any categories that apply. Indicate any special instructions that were given. Address requests to the attention of the Conservation Expeditor, Conservation Dept.
Example: Date sent: 9/12/88
Sent rush: no
Additional information: Make envelope in back for map.
The staff member initiating the tracer will receive the tracer with the item when the item has been found and processed, or the staff member will be notified within two weeks that a lengthy search is underway. The initiating staff member should prov ide their full name, email address and phone number to facilitate notification. If the material cannot be located within one year ( or less for course reserves or rush material ), the tracer will be returned to the staff member with the information that the item cannot be located and is eligible for replacement using the Special Replacement funds. Material located as a result of a hold request for a Main Stack item will be routed with the Hold/Search Notification card to the Circulation Depart ment. A Main Stack item not located as a result of a tracer will go through the Circulation Department's search procedures, including its being declared missing and referred for replacement consideration if necessary.