NRLF Deposit Prep work order

Purpose

To track materials pulled from library shelves for deposit to NRLF, and to convey their temporary unavailability to users in UC Library Search.

 

Setup

If a library staff member will be prepping deposits for NRLF and needs the ability to access this work order in Alma, please submit a request to helpbox-library@berkeley.edu to add the relevant roles, and copy NRLF’s Head of Deposit Services (Jose Polio Canas, jpolio@library.berkeley.edu).

Workflow steps

Depositor

1. Generate a pick list of items to pull for deposit.
   1. May be generated in Alma, externally (e.g. GreenGlass), or manually.
   2. If generated in Alma, identify items which are already in process, and resolve separately -- do not add the NRLF Deposit Prep work order to these items.
2. Page items, noting items not found on the shelf.
   1. Place NOS (Not On Shelf) items “on search” separately -- do not add the NRLF Deposit Prep work order to these items.
3. Add NRLF Deposit Prep work order to paged items.
   1. Choose Alma work location = NRLF Deposit Prep Default Department.
   2. In Fulfillment > Scan In Items, ensure that the “NRLF Deposit Prep” work order status is selected, as below:
      
      
   3. Scan In barcodes of the paged “in place” items to add the work order.

NRLF

1. Count and report items received.
2. Accession acceptable items in Alma (add NRLF barcode, change location to NRLF, etc.).
3. For each batch of new Alma accessions, create an Alma set of the newly assigned NRLF barcodes.
4. Run a Change Physical Items Information job on the set to clear the Process Type, completing the NRLF Deposit Prep work orders.
   1. The job updates the work order to “completed” and the item status to “in place”. If there is another work order or request on the item, it will remain. NRLF will resolve additional work orders if encountered (expected to happen rarely).
5. Accession the items in Caia.
   1. This automatically sends a checkin call to Alma, clearing any outstanding statuses, and activates any existing/remaining request on the item.
6. Cancel work orders on rejected deposits, and put items In Transit to the owning location.
7. Notify the depositing unit that all items from a shipment (by shipment date) have been processed and work orders completed/canceled.

Other considerations

1. Depositing units may wish to run Alma Analytics reports to identify and follow up on items that have been in the work order status for longer than expected. Some units may choose to prep well in advance of a shipment date, and would be better equipped to know what is actually outstanding.
2. Depositing units may contact NRLF at nrlftech@library.berkeley.edu with questions about shipped items.