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Claiming

Page history last edited by PBworks 18 years ago

UMKC University Libraries

Serial Acquisitions Unit

Periodical Claiming

 

 

Periodical claiming is done for the following locations:

 

  • Miller Nichols Library (RLOC = 22) - Serial Acquisitions Unit (weekly)
  • HSL (RLOC = 25) - Serial Acquisitions Unit (weekly)
  • Dental (RLOC = 24) - Dental Library
  • Continuations (RLOC = 23) - Monographic Acquisitions Unit (quarterly)

     

The basic process involves the following steps:

 

  1. Issues become LATE based on their checkin card parameters.
  2. Checkin record review files are created and maintained for claiming.
  3. Claims are processed from checkin record review files. Claiming will find all the LATE issues in the review file and allow staff to select them to be CLAIMED.
  4. The CLAIMED items are put in a queue and then sent. Sending claims can be done electronically or by mail depending on the vendor.
  5. Updates are sometimes received from the vendors and noted in the checkin card or record.
 

LATE status

Periodical issue boxes in the checkin card will have EXPECTED status until they are checked in. If they are not checked in within the EXPECTED cycle, the status will change to LATE. The claiming function looks for these issues with LATE status.

 

The EXPECTED cycle is the number of days after the transaction date before that issue becomes LATE. This figure is set in the "Days before claim" field of the checkin card and is generally determined by the frequency of the title (though it can be changed manually).  For example, if an issue was expected on 1/1/2007 and had 30 days before claim, it would not become LATE until 1/31/2007.

 

Below are some general EXPECTED cycles for the basic frequencies:

  • Annual = 90 days before claim
  • Biweekly = 7 days before claim
  • Bimonthly = 30 days before claim
  • Monthly = 14 days before claim
  • Quarterly = 30 days before claim
  • Semi-annual = 90 days before claim
  • Weekly = 3 days before claim
  • Less often than once per year = 365 days before claim

 

Claim review files

To make claiming more efficient, we run the claim program against review files that are created in advance and periodically recreated to catch new subscriptions.

The schedule for creating these review files is:

  • Miller Nichols = January, April, July, October
  • HSL = January, April, July, October
  • Dental = handled by Dental Library
  • Continuations = handled by Monographic Acquisitions Unit

Below are the steps to creating the review files. Remember that a separate review files needs to be created for each location (RLOC):

  • In Millennium Serials, select the Create Lists icon.
  • Select the review file previously used (should be a 5,000 record set for Miller Nichols and a 1,000 record set for HSL or Continuations).
  • Select SEARCH RECORDS.
  • Name the file using the following format: campus/department/initials/yymmdd and a brief description.
    • Example: knserps070104 KHP claim file
  • Select CHECKIN as the record type.
  • Click the RANGE option.
  • Enter the search parameters:
    • For Miller Nichols:
      • Checkin field RLOC = 22 AND
      • Checkin field 2 (checkin info) exists
        • OR
      • Checkin field RLOC = 22 AND
      • Checkin field 3 (check-in) exists
        • OR
      • Checkin field VENDOR = binje
      • Checkin field 2 (checkin info) exists
        • OR
      • Checkin field VENDOR = binje
      • Checkin field 3 (check-in) exists
    • For HSL:
      • Checkin field RLOC = 25 AND
      • Checkin field 2 (checkin info) exists
        • OR
      • Checkin field RLOC = 25 AND
      • Checkin field 3 (check-in) exists
    • For Dental:
      • Checkin field RLOC = 24 AND
      • Checkin field 2 (checkin info) exists
        • OR
      • Checkin field RLOC = 24 AND
      • Checkin field 3 (check-in) exists
    • For Continuations:
    • Checkin field RLOC = 23 AND
    • Checkin field 2 (checkin info) exists
      • OR
    • Checkin field RLOC = 23 AND
    • Checkin field 3 (check-in) exists
  • Click the search button and yes to run the search. The status will say Complete when it is finished. Note that you can exit out and do other things while Millennium is running the review file.
  • When finished, sort the records by:
    • Checkin field Vendor (42)
    • Bibliographic field Title (t)
  • The review files are now ready to be used for claiming.

 

A note about the two types of checkin fields. The Millennium User Manual explains that:

  • field 2 (checkin info) is for Millennium checkin records
  • field 3 (check-in) is for telnet checkin records

Details are fuzzy as to how a telnet checkin record becomes a Millennium checkin record. Separate lists were run against the different types and we discovered titles that had recent checkins in both lists. Therefore, the search criteria should contain both types to ensure that all the needed checkin records are collected in the review file.

 

Vendor = binje. These continuations are typically combined with a periodical subscription. Therefore, these are claimed with the periodical subscriptions as Swets does not differentiate between the two types of orders.

 

Processing claims

Processing claims is done weekly for Miller Nichols and HSL titles.

  • In Millennium Serials, select the Claiming icon.
  • Select review file and selet the correct review file to use.
  • Hit the start button. Millennium will begin looking for LATE issues.
  • When Millennium finds a LATE issue, it will stop for you to review the LATE issue.
    • Note any problem claims:
      • Three or more LATE issues in a row - sign of a lapsed subscription, alert Serial Acquisitions Librarian.
      • LATE 3 or higher - sign of failed claims, alert Serial Acquisitions Librarian.
      • LATE 1-2 - print out and check shelf before claiming again.
    • Adjust transaction dates as needed by updating a range of boxes.
    • Claim all LATE issues. NOTE: If the issue has already been claimed, you should allow 8 weeks for the claimed issue to arrive before claiming again. 

       

    • Select the order record to link to the claims if needed. Once this is done, you won't need to do it for future claims.
    • The LATE issues will be changed to CLAIMED and sent to the claims queue.
  • Click the next button to continue with the next checkin record

 

Jumping during claims

Millennium 2006 provides the ability to jump to a specific record while claiming. This is useful if you want to pause during the claim program and then restart where you stopped at a later time. To do so, simply make a note of where you stopped. When you go back into Claiming, enter your place and hit the jump button.

 

Sending claims

After all the claims have been processed, they need to be sent to the vendors. They are either sent electronically or printed out and mailed.

  • In Millennium Serials, select Send Claims icon.
  • For print claims:
    • Select Claims to Print from the drop down menu
    • Record the number of claims to print
    • Select Claim Print
    • There are 2 options under Print Setup: Align the Paper or Print All
    • Align the Paper option: (Optional; Prints out a test claim)
      • Number of copies:1
      • Check mark box that says Print Claim Across Form
      • Select Print
      • Select UMKC-ACQ 1 Printer
      • Select Print
      • Claim is printed.  A box appears asking if the paper is aligned.  Select Yes or No.
    • Print All option
      • Number of copies:1
      • Check mark box that says Print Claim Across Form
      • Select Print
      • Select UMKC-ACQ 1 Printer
      • Select Print
      • Claim is printed.  A box appears asking if the printout is okay.  Select Yes or No.
  • For electronic claims:
    • Select Claims to Send via Email from the drop down menu
    • Record the number of claims to send electronically
    • Select send button
    • A Send Setup box appears. Select send
    • Claim is sent electronically.  A box appears asking to delete the sent entries.  Select Yes.

Electronic claims are currently sent for the following periodical vendors:

  • Harrassowitz - checkin record vendor code = har-s
  • Swets - checkin record vendor code = binje

The claim figures are counted on the checkin statistics sheet and turned in monthly.

 

Claim updates 

Claim updates from vendors will be processed by the Serials Assistant, who performs the weekly claiming.

 

  • Claimed item being sent = no update needed in checkin record.
  • Publisher not prepared to send free of charge = Mark box UNAVAILABLE and add internal note in the checkin record.
  • Materials not yet published = adjust transaction dates as appropriate.
  • Out of print = mark box OUT OF PRINT and add internal note in the checkin record.

 

For problem claims, the vendor websites can be checked for more information:

 

Running a review file to collect all CLAIMED issues

It is possible to run a review file in Millennium to collect all the checkin records with CLAIMED issues. This can be useful to do periodic status checks with vendors.

Use the following criteria:

  • Store record type = Checkin and Card
  • Retain each box separately in review file? - If you check this you'll get an entry for each CLAIMED box on a card. Otherwise, you will get one entry for the title.
  • Criteria:
    • Checkin BOX STATUS = e for expected
    • Checkin CLAIM >= 1

 

 

 

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