4 messages, 121 lines:

(1)------------------------
Date:         Mon, 8 Dec 1997 17:20:20 -0500
From:         Judy Cerqua-SLO <jcerqua@WINSLO.OHIO.GOV>
Subject:      Re: Unsolicited materials

Roberta:

We keep a brief bib record and a check-in record for these items on our
INNOPAC system.  These records are supressed from public view, but are
available in 'staff mode'.  This allows  us to create notes such as
'discard' or 'route to person xyz' without having to create another paper
file.  Our list is not that long, and we only have notes for items
received on a regular basis.

Judy Cerqua                             (614) 644-6928
Head, Acquisitions/Processing           e-mail: jcerqua@winslo.st.oh.us
State Library of Ohio
Columbus, Ohio  43215

(2)-------------------------
Date:         Tue, 9 Dec 1997 07:54:32 EDT
From:         Diane Lewis <DILEWIS@IGSRGLIB01.ER.USGS.GOV>
Organization: U.S. Geological Survey
Subject:      Re: Unsolicited materials

Well, will wonders never cease!  A reason to be happy our library
system did not choose III.  Our serials check-in staff would revolt
if they had to consult a paper or card file in addition to the Kardex
and the database (still adding Kardex records) to determine what
instructions there are for a particular title.  And, truly, it does
startle me when an automated system forces you to resort to
paper files for something as important as notes.

Our HORIZON serials module gives you ample room for any and
all notes pertaining to a title.  Notes can be public or staff only,
they can pop up when the staffer tries to record the issue, they can be
printed out at check-in.  There's really a marvelous range of choices.

Furthermore, records for titles that have been withdrawn or are for
staff use only can be shielded from the PAC.  We also use this
feature to let the check-in staff know that an item is not kept.  I'm
sure everyone is familiar with those things that keep coming
whatever "cease and desist" pleas you make.

Diane M. Lewis
Serial Records, Bindery & Exchange Librarian
U.S. Geological Survey Library
Reston, VA

(3)------------------------
Date:         Tue, 9 Dec 1997 08:55:56 -0500
From: Joan Meinhardt <jhmein@saluki-mail.siu.edu>
Subject: Re: Unsolicited materials

Hola:  Our library keeps a record on our PAC titled "Rejected titles:
Here we list as alternate titles  those titles such as gift
treatises, journals, newsletters that we have decided we do not want
to add.  This record is suppressed from public view by a Pub Status
"n" = Suppress.  For some things that we simply can't get turned off
and we want to discard we put in a brief bib record, Pub Status "n"
and brief checkin with note to discard.  It works for us.

Joan Meinhardt
Serials Supervisor
School of Law Library
Southern Illinois University
Carbondale, IL  62901-6803

(4)---------------------------
Date:         Tue, 9 Dec 1997 09:30:00 CST
From:         Helen Thompson <helen@library.ntu.edu.au>
Organization: Northern Territory University
Subject:      Re: Unsolicited materials (3 messages)

Hi Roberta and everyone else

Another alternative for your consideration.
We have done away with the Kardex files, and are experimenting with
"hiding" records on our Dynix database - it can be done, provided
that the Agency code used is one that is not made available on your
OPACs.

What we use for our unsolicited/sample issues is a table in a Word
for Windows document which lists:

Title
Issue details (first only)
ISSN
Name of reference librarian and date issue sent to person for evaluation
Date returned and response eg. Discard, Circulate to..., provide sub.
cost details, etc.
By using the "Find text..." command we can quickly locate a
title/ISSN in the list.

We use this list (sorted alphabetically by title, or whatever column
you desire) then as a processing instruction list when further issues
are received.  We can send a letter/fax/email to publisher when next
issue is received advising title not required for collection and note
details on the list, or access list each time an issue is received
for processing instructions.  We keep the list on a shared drive, so
that all Serials Section staff members can access the list from their
PC workstations.

Titles are removed from the list if they are catalogued on the Dynix
catalogue.

Regards
Helen

Helen Thompson
Serials Supervisor
Northern Territory University
PO Box 41246
Casuarina NT 0811
Australia
Ph:  61 8 89 466172
Fax: 61 8 89 451317
email: Helen@library.ntu.edu.au