Procedures for Claiming Late Issues

Claiming is performed to determine if we have not received any issues or volumes of titles for which we have subscriptions or standing orders. It is an important task for preventing gaps in the library’s holdings of serials. Claims should be initiated as soon as possible after determining that an issue or volume has not arrived when expected.

Claim notices can be created and sent to the print queue on Tripod when editing the checkin card while in “Serials Checkin;” while in the Claiming Program; or by examining a list of checkin records with “LATE” issues.

Initiating Claims while in “Serials Checkin”

Move back and forth in the checkin card for Haverford’s subscription or standing order to see what other issues are late or if subsequent issues have arrived. If claiming is desired:

1. Click on Claiming.
    
2. A box will appear asking if you want to claim. Click on Yes.
    
3. With the late issue boxes highlights, click on Claim One or Claim All.
    
4. A dialogue box will appear offering access to the order record, where you can check to see if appropriate payments have been made, and allowing for input of notes for the claim message. Key in short note if desired.
    
5. Click on Submit. The claim has been added to the print queue.
    
6. Save.

The Claiming Program

1. From main menu buttons on left, choose: Claiming.
    
2. Create a list of Haverford College’s checkin records of serial titles currently being received:
    
   1. From the Go drop-down menu at the top, choose Create Lists.
       
   2. Choose an empty list file. Click on Search Records.
       
   3. Name file under Review File Name near top of screen: Hc [Haverford checkin records] [your initials][date] [name of file].
       
   4. Choose Store Record Type: Checkin.
       
   5. Select for records whose:
       
       Type= Checkin
       RLOC=h
       
   6. Click on Search.
       
3. Then, when list is complete, from the drop-down menu, choose Review and select the new review file of checkin records of live Haverford serial titles. Click Start. The system will search the list for cards with LATE displaying in a box.
    
4. If claiming is considered, look at the checkin record for notes previously inserted indicating advisories from the vendor or publisher about reasons for delay of an issue (publication schedule changes, printing delays) or problems with numbering.
   See if Bryn Mawr or Swarthmore, or other academic libraries, have received their copies of the late issue. See if Haverford has the Tri-Co archival run of the title; if so, do claim for missing issues to prevent gaps. To claim an issue, highlight the box and click on Claim One. A dialogue box will appear from which you may view the order record and
   Key in short note to publisher, if desired. Click Submit. The claim has been added to the print queue.

   Note: An electronic claim will be sent only if the vendor title number is present in its appropriate field in the checkin record. At present, only Harrassowitz can receive electronic claim files.