NOTE: IPS school libraries, please contact Joe Troyer for instructions. The instructions below do not apply to IPS.
There are several ways to add new materials. (See the video at the bottom to learn how to add equipment.)
Ordering print materials from online vendors: Our cataloging department can work with you to set up a profile with your vendors so they can download Marc records for what you order directly into the IndyPL catalog. The vendors we work with now are Follett and Ingram. The cost to set up the profile is $120. That seems like a lot, but it takes several hours to do and usually lots of back and forth with the vendor about cataloging details.
Books you order from online vendors will be shelf-ready so they do not get sent to LSC; they come directly to you.
“Other” books:
You may use other online vendors, but we will do the cataloging. You may also purchase books at bookstores, or receive them as gifts and decide to add them to your collection. We have a packing list to use when you send items in to add to your collection. The cost per item will vary based on whether IndyPL already owns a copy, needs to download and upate records, or must do what’s called original cataloging.
IF you are looking up items to see whether IndyPL owns a copy, you do not need to let us know that. We marked that column optional on the packing list! We will own most of the items you add to your collections.
IF possible, PLEASE alphabetize your list of titles before printing or before handwriting. This makes the job on our end go so much faster, especially if you are sending in several pages of items to be added! The packing list is available in different formats:
- If you have a Google account, use this link, click on the blue Use Template button to edit the list and save it on your own Google Drive.
- If you prefer to enter the info in Excel, here’s the Excel Shared System Packing List.
- If you prefer to handwrite, here is the PDF Shared System Packing List.
Send the totes of new books to be added in with your other blue totes. Note that the totes of news books should have a tote tag addressed to CMSA from your location. Let us know if you need more tote tags!
Also, let us know if you will send more than one or two totes of books in.
How do we get charged for new books?
When you get your box of new materials back from us, you’ll receive a worksheet showing what we did to the items on your packing list. Some of the terms are a little library jargony, so Pam Swaidner, our Manager of Cataloging, put them in plain English:
Classification/Call Number Only – IndyPL or another member library owns that title, so there is an existing record in Horizon.
Copy Cataloging – No member library or IndyPL owns that title so Cataloging staff download a record from elsewhere
Original Cataloging – No member library, IndyPL, or any other library in the world owns that title and Cataloging staff must create a new MARC record for it
At the end of the month, we look at our spreadsheet of the cataloging and processing work we do for each Shared System member and send you an invoice. The invoice will total up all the worksheets on all the boxes you’ve sent in that month. If we do just one or two small things for you in a month – give you a new barcode, or reinstate an item, we will not bill you since it would cost more to send you a bill than what you might owe us! It doesn’t make sense to send you to put a 55 cent stamp on a bill for 30 cents!
Costs:
Note when you add a new book, there will always be a charge for cataloging AND the item record/spine label charge. For example, if we own the book already, there will be a cataloging fee of $1.10 and a processing fee of $0.83 for a total cost of $1.93.
| Additional Costs on an as-needed basis | ||||
| Barcodes | Actual cost of barcodes plus $30.00 handling fee | |||
| Cataloging | ||||
| Classification/Call Number Only | $1.10 | |||
| Copy Cataloging | $2.75 | |||
| Original Cataloging | $11.00 | |||
| Electronic Records (per group) | $11.00 | |||
| Electronic Bibliographic Record Maintenance (per record) | $1.10 | |||
| Receiving/Processing | ||||
| Item record and spine label | $0.83 | |||
| Spine label replacement | $0.83 | |||
| Barcode replacement | $0.83 | |||
| Reinstatements | $0.83 | |||
| Transfers | $0.83 | |||
| Item record corrections/changes | $0.83 | |||
| Jacketing | $2.50 | |||
| Rates for Additional Services: | ||||
| Telecommunications and PC Troubleshooting (if we determine the problem is not on our end) | $ 50.00 per Hour (1/2 hour minimum) | |||
| On Demand Reports | $ 50.00 per Hour (1/2 hour minimum) | |||
| Customized Software Training | $ 30.00 per Hour (1 hour minimum) | |||
| Set up for vendor cataloging (per vendor) | $150.00 Flat Fee | |||