Verifying whether the issue is a duplicate or not is an important part of keeping subscriptions handled properly. Duplicates received by the Serials Unit can be divided into two categories: unbound and special checkin duplicates. The Serials Unit and Bindery Preparation Unit handle unbound duplicates. The Serials Unit handles special checkin duplicates.

Serials Unit, Acquisitions Department

Unbound duplicates

When a duplicate is received, an orange duplicate slip is filled out and the issue is put on the appropriate duplicate shelf (Science or Rivera). Next, the issue is taken off the shelf by a staff member and verified whether it is a true or not true duplicate. The verification includes checking the information in the system as well as the inspection of the issues on the floor, time permitting.

If the title is one of the expensive science subscriptions (check with serials supervisor) or received as a 3^rd duplicate in a row, the vendor will be notified and the appropriate note about the notification will be posted in notes of the checkin card. Issues will be sent to the "Bind Prep Duplicate Shelf". The vendor will notify the Serials Unit whether or not the issue should be returned. If no response is received after 6 weeks the note in the checkin box will be changed to "Dup sent to Bind Prep Shelf, date, initials".

In all other cases the vendor is not notified and duplicate issues will be sent to "Bind Prep Duplicate Shelf" and the following note will be posted in checkin box "Dup sent to Bind Prep Shelf, date, initials".

Special checkin duplicates

When a duplicate is received, an orange duplicate slip is filled out and the issue is put on a duplicate shelf. Next, the issue is taken off the shelf by a staff member and verified whether it is a true or not true duplicate. The verification includes checking the information in the system as well as the inspection of issues on the floor.

If an invoice is received with a duplicate, verify that it is a true duplicate and then return to the vendor.

If a title is very inexpensive or a gift subscription the vendor is not notified. Issue is treated as a duplicate and a note about duplicate is added to the checkin card (for issues that need binding or binding decision). For issues already bound or not needing binding, duplicates will be put in an appropriate duplicates box (Missing Copy Bank or USBE). Missing Copy Bank accepts only duplicates for the current year, USBE - all others.

In all other cases the vendor is notified. A note about the action is put in the checkin box and the issue is sent to the "HELD SRU Shelf". The vendor will notify the Serials Unit whether or not we should send the issue back. If no response is received after 30 days, the bibliographer will be asked whether we should keep the duplicate or not. If the decision is made not to keep it, it will be kept until the primary copy is bound and then, later on, sent to one of the back issue sources (USBE, Absolute, or Ebsco Missing Copy Bank).

Bindery Preparation Unit, Preservation Department

When issues are being processed to be sent to the bindery, Bind Prep Unit members will watch for duplicate information in boxes. If any of issues had a duplicate received and sent to the duplicate shelf, the staff member will pull the duplicate issue off the shelf and erase notes. Issue will be stamped with "Discard" stamp and put into either Ebsco Missing Copy Bank or USBE box.

Serials Unit, Acquisitions Department

Serials Unit staff will monitor the Missing Copy Bank and USBE boxes and periodically ship them to the appropriate vendor.

The unit will perform an inventory of the duplicate shelf once a year to make sure all the unnecessary duplicates are removed from the "Bind Prep Dup Shelves".

4/28/00

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