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Important
Tips | Quickest Ways to do Adds & Deletes
More about Adds | More
about Deletes |
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Media
specialists purchase and remove items from the library collection
each year. In order for SUNLINK to be a useful resource for
students and staff, it needs to accurately reflect what is
in your media center. Maintenance is the once-a-year reporting
of those "adds" or "deletes" to SUNLINK.
With the SUNLINK Age of Collection statistics on the web site,
it is increasingly important to keep current so that the media
collection does not appear older than it really is! Administrators,
superintendents, parents and the media have taken an interest
in the state of school library media collections recently.
Is your collection accurately reflected in SUNLINK? Click
here to go to the Age of Collection page and take a peek!
All
SUNLINK schools agree to participate in this important reporting
of collection changes once a year. There are several methods
for keeping track of "adds" and "deletes,"
depending on the circumstances in your library media center.
By setting up 2 files: one marked "Adds" and one
marked "Deletes," it is simple to keep track of
items throughout the school year. When notified (once a year)
to submit these items to SUNLINK, everything is ready to go!
Important note: schools in Alachua, Broward, Clay,
Collier, Duval, Flagler, Highlands, Hillsborough, Indian River,
Jackson, Lake, Lee, Leon, Manatee, Marion, Martin, Miami-Dade,
Monroe, Orange, Palm Beach, Pasco, Pinellas, Polk, Santa Rosa,
Seminole, St. Lucie, Sumter, Suwannee, and Walton districts
submit their Adds & Deletes directly to their school districts,
not to the SUNLINK office. These districts then send a once
a year record of changes directly to the SUNLINK vendor. If
your school is in one of these districts, hit the Back button
on your browser since none of this information applies to
you! |
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 Remember
to return the cover sheets even if you have no "adds"
or "deletes" to send this year. Download
cover sheets [PDF: 128k / 2 pages / B&W]
or the entire "Adds & Deletes"
packet
(instructions,
automatic transfer vendors list and information, how to create
a bibliography for "adds" and "deletes,"
checklist, and cover sheets [ZIP: 688k / 8 pages
/ B&W]).
Only tell us when you delete the last copy of
an item, or when you add the first copy.
Clearly identify which items are "adds," and
which are "deletes," by attaching the correct cover
sheets.
When you need to send more than one box or envelope, please mark
it "1 of 2," "2 of 2" and so on.
Pack them in a box or padded envelope, and use correct
postage.
Mail it to us any time after you receive the instruction packet
in the mail, but no later than January 31, 2008. |
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What's
the quickest and easiest way to do Adds? |
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| What's
the quickest and easiest way to do Deletes? |
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| On
a continuum from quickest to more time consuming, here
are 4 ways to simplify reporting items. You can use one
or any combination of methods. |
Let
someone else do it for you!
Yes,
approximately 90-95% of your new items can be reported
to SUNLINK directly by book vendors.
Want to find out which vendors are participating this
year and what you need to do to take advantage of this
service? Scroll on down this page! |
 Do
it all year as you remove items!
Just
before you remove that lost or weeded title from your
OPAC, print out a record that includes title, author,
publisher, date of publication, pagination, and your
call number. (Preferably not MARC records!)
Save these, and send them to us during "adds &
deletes" season.
Need more information? Scroll on down this page! |
 Get
shelflist cards!
If
your favorite vendor is not on the autotrans list in
the next section below, just request a free or low cost
shelflist card from your vendor. Save these, and send
them to us during "adds & deletes season."
Need
more information? Scroll on down this page! |
 Use
those musty old shelflist cards!
Are
those old cards still hanging around? If so, pull the
cards for the items you have weeded, bundle neatly with
rubber bands, and send them to us during "adds
& deletes season."
Need
more information? Scroll on down this page!
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 Do
you download MARC records from SUNLINK?
When
you review the records selected for download for those
donated books, print the MARC download list.
Write your call number next to each title. That’s
it!
Link
to sample MARC download list. |
 Create
a "deletes" bibliography from SUNLINK!
If
you have already removed the full records of your deletes
from your OPAC, and can't get a printed report with
the essential data, try this.
From the brief title info still in the OPAC go to SUNLINK
to locate the item and create your "deletes"
bib.
Need more information? Scroll on down this page! |
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 Do
you do original cataloging?
Ick!!
You have our condolences. After you complete cataloging
your title, print a report from your OPAC that includes
title, author, publisher, date of publication, pagination,
and your call number. (Not MARC records!)
Reports with missing information will be returned to
you for correction. Not sure how to do a report from
your OPAC? Check with tech support for your automation
system.
Or...use the "adds workform."
Link to download Adds workform
[PDF: 40k / 1 page / B&W]. |
 Got
volunteers with time on their hands?
This
actually does happen at some schools!
Use the "deletes workform" for deletes. Make
copies as needed, and be sure to fill in all the blanks.
Workforms with missing information will be returned
to you for correction.
This is best for a small number of deletes!
Link to download Deletes workform
[PDF: 39k / 1 page / B&W]. |
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| Before
you mail your package, check out our Adds & Deletes final
checklist! |
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Link
to checklist in .pdf format
[PDF: 92k / 1 page / B&W]. |
Link
to checklist in html format. |
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 The
book vendors will send your Adds in for you!
Take a peek at the list below. Are your favorite book vendors
listed?
If so, the book vendor will automatically transfer
information about your purchases to SUNLINK. You don't have
to do a thing. What could be easier than that? (There is no
charge for this service.) View and download the current year's
list of vendors, school contacts, and phone numbers [PDF:
92k / 1 page / B&W].
| 2007-2008
Automatic Transfer Vendors |
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ABC-CLIO
Abdo
& Daughters
Apple
Books
Baker
& Taylor Books
Bearport
Publishing Company
Booksource
Bound
to Stay Bound
Broad
Reach / Saunders
Brodart
Books
Capstone
Press
Child
Graphics Company
Child's
World
Children's
Library Resources
Children's
Plus
Childrens
Press
Clearvue & SVE
Compass
Point Books
Cook's
Book Company
Copper
Beech / Saunders
Crabtree
Publishing Company
Creative
Company
Davidson
Titles
Delaney
Educational Enterprises
Diamond
Books
Diamond Lake Book Company
Enslow Publishers, Inc.
Explore
Products, Inc.
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Follett
Library Resources
Franklin
Watts
Gale
Group
Gareth
Stevens Publishing
Garrett
Book Company
Greenwood
Publishing Group
Grolier
Educational Corporation
Gumdrop
Books
Heinemann
/ Raintree Library
Illiana
Educational Products, Inc.
Junior
Library Guild
Knowbuddy
Resources / Saunders
Lerner
Publications
Librarians'
Book Express
The
Lincoln Library
Lookout
Books / Saunders
M.E.
Sharpe, Inc.
Mackin
Library Media
Marshal
Cavendish
Mason
Crest Educational Publisher
MBA
Computer Services
Medialog,
Inc.
MidAmerica Books
Mumford Library Books
National
Geographic
Norwood
House Press |
Oliver
& Andy's
Pegasus
Press, Inc.
Penworthy
Company
Perfection
Learning Corporation
Perma-Bound
Picture
Window Books
Pineapple
Press
Rainbow
Book Company
Red
Wagon
Regent
Book Company, Inc.
Rosen
Publishing Group
Rourke
Publishing
Sagebrush
Education Resources
Scholastic
Library Publishing
Scholastic
Reading Counts!
SEBCO
Books
Smart
Apple Media / Saunders
Spotlight
Stone
Arch Books
Tandem
Library Group
United Publishers Library Services
Usborne
Books
World
Almanac Education
World
Book School & Library |
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|  Get
shelflist cards!
Most
vendors who do not participate in the automatic transfer program
are pleased to provide you with shelflist cards. If you don't
need the shelflist cards, just bundle them neatly and fasten
with a rubber band. These cards will not be returned
to you. Please be sure to pack in a sturdy, reinforced package.
Each year one or more packages arrive torn and empty!
If you need to keep the cards to use in your shelflist
drawers, please photocopy the cards 3-to-a-page. Link
to see a sample.
| Good
cards! |
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Reasonably
sized bundles. Securely fastened with rubber
bands.
Cover
sheet included in package.
Nice
job! |
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| What
a mess! |
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These
cards cannot be sent to the SUNLINK vendor in
this condition.
Someone
at the SUNLINK office will have to tidy these
up before sending for processing. |
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 Do
you download MARC records from SUNLINK?
SUNLINK MARC records are very handy for those
donated items and book fair "freebies" that have no
cataloging. If downloading these records is something you already
do, it's a snap to print out your MARC download list and save
it to use for some of your Adds. You must write in your desired
call number next to each title. The SUNLINK vendor cannot process
Adds that are missing call numbers. Want to see a sample download
list? Link
to sample.
Already did the download months ago and have
no list? No problem! Simply locate
the record on SUNLINK and make sure it
is a good match for your item (title, publisher, publication
date, and physical description). Print the record in full record
display (not in MARC format), and write your desired
call number in the margin. Click
here to see a sample record. |
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 Do
you do original cataloging?
Another way to do Adds (if you have a small number of them)
is to fill in the blanks on a workform provided by the SUNLINK
office. This form is included in the packet mailed to schools
in late October, and may be copied as needed. Download
a blank copy
[PDF: 40k / 1 page / B&W] of the workform.
Need to see a sample of a completed workform?
Click here to see a sample. |
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Do
it all year as you remove items!
Print
out a shelflist style report (with title, author, publisher,
date of publication, paging, your call number) for each item
you want to delete. It's essential that all of that information
is present on your report. If data is missing, the SUNLINK
vendor cannot process it, and it will be returned to you for
correction. And we dislike having to send things back as much
as you dislike having them returned to you!
Below are links to several different types of reports, your
OPAC may do it differently, and that's fine! If you want us
to review your report prior to sending it, fax a sample to
407-384-2077 or 1-866-873-0721 (FL only) and we will be glad
to review it for you.
Check
out the different examples to get a better idea of what is
acceptable to send us: Example
1, Example
2, Example
3. |
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Use
those musty old shelflist cards!
If you don't need the shelflist cards, just bundle
them neatly and fasten with a rubber band. These cards will
not be returned to you. Please be sure to pack in a sturdy,
reinforced package. Each year one or more packages arrive torn
and empty! See above Adds section for example of nicely packaged
cards. |
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Create
a Deletes bibliography on SUNLINK
You
must limit your search to your school, so your school holding
is the only one that shows on the list.
To create a "delete" bibliography from SUNLINK on
the Web, find the item you want to delete. At the full record
display click the Add to bibliography button. You will see
a confirmation screen pop up. Continue adding records to your
bibliography until you are ready to print the list.
You can use the View Bibliography button to name the bibliography
("Deletes for Cupcake ES") see what you have selected,
and make any changes needed.
To print, click on the Print Bibliography button. You may
submit one or more lists, and the items on the bibliography
do not have to be in any order. After printing, remember to
clear the bibliography. Link
to see a sample bibliography. |
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Got
volunteers with time on their hands?
Another way to do Deletes (if you have a small number of them)
is to fill in the blanks on a workform provided by the SUNLINK
office. This form is included in the packet mailed to schools
in late October, and may be copied as needed. Download
a blank copy
[PDF: 39k / 1 page / B&W] of the workform.
Need to see a sample of a completed workform?
Click here to see a sample. |
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That's it! Questions?
Email us or
call 1-800-226-0085. |
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