Work Orders Staff Documentation - Job Aids

All units - sending to Collections Care (Preservation Work Order) with piece in hand

If an item is in an Acquisitions or other Work Order, you should create the new Preservation Work Order before marking the item as Done.

1) Create the new Work Order via the Item "Actions menu" from any of these paths:

a) Use a Physical Item search with the Barcode search criteria and scan in the item barcode.

b) Access the List of Items by searching All or Physical Titles, then choosing Items, or, via View Items in the Metadata Editor.

c) Upon check-out or upon return

d) ~~Within the item record~~ (in testing – there are some caveats with this method)

2) When the Work Order form opens:

1. For Process type, select Preservation Work Order
2. Leave Do not pick from shelf checked (because you have the piece in hand)
3. Add a note describing the issue (for example, "Some pages are loose")
4. For Managing department, select Collections Care (Widener) or other appropriate location
5. Click Submit button

Access Services Staff - Shared Services - to send for Shelf Prep or Cataloging Work

Create a Work Order
For Process type, select Technical Services Work Order and relevant Managing department
Make sure the note completely describes what work needs to be done

Circulation Desk Staff - Local Services

For in-house cataloging, collection development, and shelf prep, your unit may have Temporary Locations, in which case you can follow the documentation for setting Temp Locs.

Digitization Staff

Scan In Item and choose status
When complete, Scan in Item and mark as Done

Preservation: Collections Care Staff

Scan In Item and choose status
When complete, Scan in Item and mark as Done

Weissman Preservation Staff

Scan In Item and choose status
When complete, Scan in Item and mark as Done

Technical Services: Widener Area Studies Staff

Receive item, click Keep in Department, choose status
When ready for Shelf Prep:
1. Scan in Item
2. Choose status Shelf Prep (ITS 625)
3. Send to Shelf Prep

Technical Services: ITS Receiving/Acquisitions Staff at 625

Receive item, click Keep in Department, choose status
When ready for Shelf Prep or Metadata Creation:
1. Scan in Item
2. Choose status: Shelf Prep (ITS 625) or Cataloging (ITS 625)
3. Send to Shelf Prep

OLD: Shelf Prep at 625 Staff

For incoming material from 625, item has already been changed to a status for Shelf Prep so you do not need to scan it in until you are Done. See Marking Work Orders as Done.
For incoming material from any other Tech Services department as part of the Acquisitions workflow, item has already been changed to a status for Shelf Prep, and you need to scan it in to transfer work order to your department at 625. When complete, mark as Done.
For incoming material from Widener Area Studies, change your Currently At to that Tech Services Unit before you mark as Done.
1. Alternatively you can scan it in while you are "at" 625 ITS, but then you have to scan it in again when you are Done.

Metadata Creation at 625 Staff

For incoming material from any Tech Services department as part of the Acquisitions workflow, item has already been changed to a status for Cataloging so you do not need to scan it in on receipt.

Example scenarios where work is initiated by ITS staff (e.g 625 or Langdell)

		ITS action	Collections Care action	End Processing action	What happens next
A new piece is received and is in hand at ITS. Previous piece needs to be picked from shelf and sent to another location.	New piece	Receive etc. Create End Processing Work Order. Choose “Do not pick from shelf.” Add note if applicable. Mark as Done	n/a	Scan in item (perform work) Mark as Done Item goes to Circ Desk of owning library	Owning library scans in item and then sends to permanent location
	Old piece, no end processing needed	Create Permanent Move Request in Alma, choosing new location Mark as Done	n/a	n/a	Owning library sees item on pick-list and pulls it Circ desk scans in, sends to new location. Alma will flip item location. If new location is offsite, when it arrives at HD, Alma will flip item location
	Old piece, end processing need	Create End Processing Work Order. Unselect “Do not pick from shelf.” Add note if applicable. Create Permanent Move Request in Alma, choosing new location Mark as Done	n/a	(Circ desk sees item on pick list, pulls it, scans it, sends it to End Processing) Scan in item (perform work) Mark as Done Item goes to Circ Desk of owning library	Owning library scans in item and then sends to permanent location. Alma will flip item location. If new location is offsite, when it arrives at HD, Alma will flip item location
2. A new piece is received and is in hand at ITS, and is kept in hand until previous piece can be verified. Previous piece needs to be returned to ITS for verification and weeding.	New piece	Receive etc. Create End Processing Work Order. Choose “Do not pick from shelf.” Add note if applicable. (Set aside until old piece is received) Mark as Done	n/a	Scan in item (perform work) Mark as Done Item goes to Circ Desk of owning library	Owning library scans in item and then sends to permanent location
	Old piece	Create Technical Services Work Order. Unselect “Do not pick from shelf.” Add note. When item is received, scan in to see note. Verify item and withdraw.	n/a	n/a	If applicable, item is sent to BWB, vendor imaging, etc.
3. A new piece is received and is in hand at ITS. It needs to go to Collections Care (e.g. for pocket) before End Processing	New piece	Receive etc. Create Preservation Work Order. Choose “Do not pick from shelf.” Add note if applicable. Create End Processing Work Order. Choose “Do not pick from shelf.” Add note if applicable. Mark as Done Send to Collections Care	Scan in item (perform work) Mark as Done, where pop-up will indicate that it needs to go End Processing	Scan in item (perform work) Mark as Done Item goes to Circ Desk of owning library	Owning library scans in item and then sends to permanent location

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