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Overview

The claims database is designed to store records of claims generated by the Sirsi ILS. Each record will store descriptive data about the title and issue claimed and details about actions taken in response to the claim. It will be used to keep records of claims made through our subscription agents and directly, issues that need to be replaced, and problems generated by the claim report.

The claims database can be found at G:\Acquisitions & Discovery\Serials Unit\Tools\Claims Db. The files are organized according to the best practices laid out by the Friends of Databases group.

Interface elements

Each claims screen contains the following elements:

Title: The title of the title being claimed. The title comes from the uniform title field on the bibliographic record in Unicorn. If there is no uniform title, it comes from the 245. The title field can only hold 255 characters – this limitation is necessary to preserve sorting and querying abilities.

Library: The library where the title being claimed is held. The library comes from the Call Library field on the item record.

Base Call Number: The call number of the title being claimed not including year or volume information. The base call number comes from the call number field on the item record, and includes all information preceeding the |Z.

ISSN: The ISSN of the title being claimed. The ISSN must be formatted XXXX-XXXX.

Vendor Title Number: The vendor's unique identifier for the title being claimed. This number can be used to search within the vendor interface. Direct claims may not have a vendor title number.

Vendor Subscription ID: The vendor's unique identifier for NCSU's subscription to the title being claimed. For Ebsco, this number will be the vendor title number with our customer code (BR80206) appended to the beginning. Direct claims may not have a vendor subscription ID.

Enumeration: The volume and issue that is being claimed. This information comes from the prediction record in Sirsi.

Expected date: The date the issue was expected to arrive at NCSU. This information comes from the prediction record in Sirsi.

Published date: The date the issue was expected to be published. This information comes from the prediction record in Sirsi.

Date claim created: The date the claim report was run for the claim in question. If you wish to change this date, you **must** use the format YYYYMMDD. Any dates not in the format will not be recognized in reports and queries.

Assigned to: The staff member to whom a claim is assigned. If you wish to reassign a claim to another person, use the dropdown menu on the claim record view to select another staff member. Do not type in the name manually, as any inconsistencies will result in the claim disappearing from all queues.

Work queues

The database operates from a switchboard that is broken down by staff member. Each staff member has the following five work queues.

Work new claims
This queue contains all claims that have not yet had any action taken. Staff will review all new claims on a weekly basis, according to the Processing new claims procedures. Records in this queue will not appear in any other queues.

Check Ebsco claims
This queue contains all claims that have the "Claimed in EbscoNet" box checked. Records in this queue may also appear in the problem titles queue. Staff will review the EbscoNet claims on during the second week of each month.

Check direct claims
This queue contains all claims that have the "Claimed direct" box checked. Records in this queue may also appear in the problem titles queue. Staff will review the direct claims during the second week of each month.

Not yet dispatched

This queue contains all claims that have the "Not yet dispatched" box checked. Sometimes a claimed issue is scheduled to be dispatched shortly and it is not worth fixing the predictions and waiting for another claim. This queue functions as a holding area for issues that should be on their way shortly.

Problem titles
This queue contains all claims that have the "Problem title" box checked. Problem titles may also appear in any of the claim checker queues. Staff will review problem titles each week after they have completed their new claims.

Replacements

As of fiscal year 2013-14, we will no longer search for replacements for all unfulfilled claims. A&D will order replacements by request from Collection Management only.

Resolved claims

Checking the "Claim resolved" box indicates that we have received the claimed issue. Resolved items will not appear on any work queues. They will, however, remain in the database where they can be used for reporting and reference. Resolved items will appear in results of the claims search.

Claim not needed

Checking the "Claim not needed box" indicates that the issue did not need to be claimed. A claim may have been generated in error because of incorrect predictions, frequency changes, or delays in publication. When this box is checked, issues will be removed from all work queues. They will, however, remain in the database where they can be used for reporting and reference. Resolved items will appear in results of the claims search.

Searching

The search function is located on the main switchboard. The search function will search for claims across all staff members and statuses. Searches can be done by title or ISSN. New claims can also be manually added using the search menu.