WHEN TO CLAIM
SETTINGS
Innopac determines whether an issue is late based on two factors:
1) The expected date in the transaction date field of the check-in box
2) The DAYS BEFORE CLAIM field in the card parameters.
The CLAIM-ON date in the check-in record (field 5) gives the date the first issue
in the record will become late.
Transaction dates
1) All transaction dates for expected boxes should be updated during check-in.
2) Active titles (there is a RECD DATE in the order record): There should be at
least one expected box on the card with the appropriate transaction date.
3) New order/Update (there is NO RECD DATE in the order record): There should
be NO expected boxes on the card. These titles are claimed from the order record.
(See II:D.)
4) In process (ONLY for active titles with RECD DATE in the order record): There
should be at least one expected box on the check-in card.
· The transaction dates should be set for 6 months or 1 year ahead, depending
on the apparent frequency of the title.
· The volume/issue and cover date fields should be blank on the expected box.
Vendor address
1) The vendor address is printed on the claim.
2) Vendor addresses must be formatted as follows for proper printing on claim
forms:
· Maximum 5 lines
· 28 characters per line
· Each line separated by $ (no spaces around $)
· Domestic vendors: In order to save postage, US addresses should be in all caps
with no punctuation except for the hyphen between the zip code and the 4-digit
zip code extension.
· Foreign vendors: For foreign addresses, a mixture of upper and lower case is
acceptable; however, the name of the country must be on the bottom line and in
all caps. Any postal code must go on the same line as the city, and not on the
line with the country.
· More information regarding postal address standards (including abbreviations)
can be found at the website of the United States Postal Service (www.usps.gov).
3) If there is a coded vendor in the check-in record (field 8), there should be
no vendor address; the latter overrides the vendor code and is printed on the
claim form.
Claim notes can be used instead of secondary check notes to record less-frequently
needed claiming information. This field is displayed in the check-in record only,
not on the check-in card.
Table of frequency and days between issue/days
before claim values.
DISPLAY
LATE Issue is late; has never been claimed. Transaction date = date expected
CLAIMED 1 Issue has been claimed once. Transaction date = date of claim
LATE 1 Issue has been claimed once; is due to be claimed again. Transaction
date = date of claim
CLAIMED 2 Issue has been claimed twice. Transaction date = date of claim
LATE 2 Issue has been claimed twice. Purchase/Gift skipped issue: due
to be claimed again. Exchange skipped issue/lapse; Purchase/Gift lapse: due
for referral.
HINTS ON CLAIMING
Do not claim too soon. Consider the following before writing a claim:
1) Pattern of receipt
· Were previous issues received out of sequence?
· Is this a numbered series that is published out of sequence?
· When was this issue received last year?
· Note that weekly and monthly publications may arrive out of order.
· Claim weekly publications after four weeks.
· Claim monthly publications after two months.
2) Mail delays
· Allow time for campus and library mail handling.
· Do not claim immediately around holidays.
3) Place of publication outside the US
· The piece may be delayed in the mail.
· Does this title come on exchange? Give more time to exchange partners.
· What is the situation in the country sending the material? Sometimes a title's
availability is based on the current political economic situation in a country.
In general, do NOT claim after two years of the expected date. Anything older
may be rejected as too late to claim.
Some publishers set a claim limit. Publishers will not honor claims made after
a certain date.
1) Add a check note: (ex.: CLAIM WITHIN ___ DAYS)
2) Code the DAYS BEFORE CLAIM field in the card parameters accordingly.
When there are 2 or more check-in records, check all cards before claiming.
The missing issue may have been accidentally checked in as a duplicate copy
on another record.
Claims can also be sent based on other factors. (See below)
1) Title's pattern of receipt
2) Cost per issue
3) Information that an issue has been published
SPECIAL CATEGORIES
Comes-on titles (ACQ TYPE=i) (titles sent as part of a membership, service subscription,
or on an order for another publication)
These titles are checked in and claimed on their own records. See ____ for claiming
instructions.
Current only (titles not retained beyond a specified period)
1) Add a check note: Current only.
2) Only skipped issues covering the retention period should be claimed.
3) Depending on the priority of the issue, the subject specialty library decides
whether to claim skipped issues that fall outside the retention period.
Damaged in the mail/imperfect issue
1) Claim immediately upon receipt.
2) If volume is bound or expensive, do not mark; hold for possible return to
supplier for credit.
3) See section V:C:3 for keying guidelines.
LC Foreign Acquisition (ACQ TYPE=4)
1) Do NOT claim skipped issues. (The LC Acquisition Program does not keep backstocks
of its material.)
2) Blank out transaction dates for skipped issues to prevent their entering
the claiming queue.
Sets within seps (Some issues of a Call # varies order are cataloged as sets.)
1) All claiming is done from the Call # varies record.
2) Enter a box-specific note in the set record indicating a claim was sent.
Titles published out of sequence
Do not claim unless the issue in question has been published.
Unnumbered series
Claim only if the title, author, and publication date are known.
US Depository titles (ACQ TYPE=D; vendor=USGPO or DOCEX)
Please contact Kay Sundstrom in Government Documents ksundstr@library.berkeley.edu
for information on claiming US Depository titles.
Copyright
© 1996-2003 The Regents of the University of California.
All Rights Reserved.
Last updated
Thursday, 04-Aug-2005 12:21:41 PDT
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