[Videolib] PPR record keeping

Andrews, Sarah E (sarah-andrews@uiowa.edu)
Wed, 14 Feb 2007 13:36:42 -0600

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At Iowa, we (well it's really me) spend a lot of time adding 540 notes
to our cataloging records. We (not me) also scan and save anything that
looks like a license agreement, including personal emails, invoices,
vendor website data, real license agreements and in some cases
photocopying the packaging. We (probably) are a little bit overboard
with record-keeping-

1 copy of the license goes with the physical piece (so circulation staff
can explain why something can't leave the building, etc.).

The original is filed in a paper file.

1 scanned copy is available in a public archive.

1 scanned copy is only available to acquisitions staff.

And if the terms were on an invoice, that gets filed somewhere (again)
else for an audit trail.

=20

Our 540 fields are keyword searchable in our opac
(http:://infohawk.uiowa.edu) and some of our librarians mention this
when giving talks to student groups/faculty/etc. =20

=20

Sarah Andrews=20

Acquisitions & Rapid Cataloging

University of Iowa Libraries

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We (not me) also s<st1:PersonName w:st=3D"on">ca</st1:PersonName>n and =
save
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invoic<st1:PersonName
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in some <st1:PersonName w:st=3D"on">ca</st1:PersonName>s<st1:PersonName =
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photocopying the packaging.&nbsp; We (probably) are a little bit =
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<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3DArial><span =
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license go<st1:PersonName
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piece (so circulation <st1:PersonName w:st=3D"on">st</st1:PersonName>aff =
<st1:PersonName
w:st=3D"on">ca</st1:PersonName>n explain why something <st1:PersonName =
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leave the building, etc.).<o:p></o:p></span></font></p>

<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3DArial><span =
lang=3DEN-CA
style=3D'font-size:10.0pt;font-family:Arial;color:navy'>The original is =
filed in
a paper file.<o:p></o:p></span></font></p>

<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3DArial><span =
lang=3DEN-CA
style=3D'font-size:10.0pt;font-family:Arial;color:navy'>1 =
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copy is available in a public ar<st1:PersonName =
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s<st1:PersonName w:st=3D"on">ca</st1:PersonName>nned
copy is only available to acquisitions <st1:PersonName =
w:st=3D"on">st</st1:PersonName>aff.<o:p></o:p></span></font></p>

<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3DArial><span =
lang=3DEN-CA
style=3D'font-size:10.0pt;font-family:Arial;color:navy'>And if the terms =
were on
an invoice, that gets filed somewhere (again) else for an audit =
trail.<o:p></o:p></span></font></p>

<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3DArial><span =
lang=3DEN-CA
style=3D'font-size:10.0pt;font-family:Arial;color:navy'><o:p>&nbsp;</o:p>=
</span></font></p>

<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3DArial><span =
lang=3DEN-CA
style=3D'font-size:10.0pt;font-family:Arial;color:navy'>Our 540 =
fiel<st1:PersonName
w:st=3D"on">ds</st1:PersonName> are keyword sear<st1:PersonName =
w:st=3D"on">ch</st1:PersonName>able
in our opac (http:://infohawk.uiowa.edu) and some of our librarians =
mention
this when giving talks to <st1:PersonName =
w:st=3D"on">st</st1:PersonName>udent
grou<st1:PersonName w:st=3D"on">ps</st1:PersonName>/faculty/etc.&nbsp; =
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</span></font></p>

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face=3DArial><span lang=3DEN-CA =
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Arial;color:navy'> &amp; Rapid Cataloging<o:p></o:p></span></font></p>

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