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Subject: Logistics and documentation

Logistics and documentation

From: Dina Schoonmaker <pschoonmaker>
Date: Tuesday, February 18, 1992
In response to Robert Milevski's query about inventory control, etc. I
would like to tell you how we do things here at Oberlin.  While we are a
much smaller operation than they are, over 2,000 items pass through our
hands each year.

We charge each item on the regular circ system to "mending" and store
the books we can not get to immediately in a holding area by call number
behind the circ desk.  About 30 to 50 books are brought to the mending
lab at one time and stored by call number on shelves separated by what
needs to be done to the book.  (It does mean that there are several
places one has to search if a book is recalled).  The students, who do
all the mending and work about 6-10 hours per week each during the
semesters and 40 hours/week in the summer, are instructed not to keep
more than what they are presently working on in their drawers.  Needless
to say, they do not always follow these instructions!

2. We use a computer system to charge the items, GEAC 9000, but a manual
system within the lab of slips of paper stuck in each book indicating
what needs to be done, with a space for the call # and the initials of
the person working on the book.

3. The slip, when the book is finished and returned to circ, is the
record of what we have done.  (I have had to search through over 200
slips only once to verify that a book had passed through our hands.)

4. When the item leaves the lab it goes through the circ system again,
being discharged and then recharged  to preparations if it needs a new
call # or other preparation before circulating.

5. We have no lab database.

6. We do keep some track of items boxed.  A simple manual system kept in
my desk which I can refer to if things get quiet in the mending lab and
the students need more books to mend.

7.  Ditto for items needing mending in the future.

Not being an ARL library I don't know what statistics are asked for, but
we do compile bimonthly and annual statistics of every procedure done in
the lab by counting the slips of paper, and also keep track of the
number of books done.  It takes about 20 minutes every other month in
the semesters and about 40 minutes each month in the summer.

We ration use of the mending lab among our four libraries by the simple
expedient of announcing that we are willing or not willing to receive
books for mending.  Everyone is very cooperative.  Rush books are of
course done immediately for any library.

                  Conservation DistList Instance 5:40
               Distributed: Wednesday, February 26, 1992
                        Message Id: cdl-5-40-007
Received on Tuesday, 18 February, 1992

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