Generate claim information to share with vendor

Copyright is actually sending claims to publishers. They manage claims differently from the rest of the library, with different legal wording in claims. 

Cataloging in publication would also have different requirements for claim templates. Publishers just owe them a copy of the book in exchange for the Bib record. (Currently they are managing this workflow in the bib record. Orders do not exist for these) Check-in is managed in CIP program which was built in-house.

System allows user to track and view a claim deadline.

System throws alert when a piece is past it's expected receipt date

The system identifies that a material due for receiving is "past due" based on the expected receipt date. The system alerts a user that the material is overdue so they can take action. The system identifies the claiming deadline for the material in question so the user is aware of whether a claim can still be made, or how much time they have left to complete the claim. 

• LC groups rely on reports being generated from the ILS that identify what needs to be claimed OR users are manually identifying this (notice something is missing when opening a package or reviewing the list of expected issues)

If list is produced by Vendor it would need to also be sortable by the "section" (Eg. East view services East Central Europe, USSGD, etc.)

Place of publication from the bib record is how the section "custody" is determined.

An audit trail is useful when claim deadlines are tight and claims must be submitted within a specific window for a given item. Generally, the window is around 90 days. Often for copyright the use case is that the publisher has been submitting issues but has missed one or more issues. They have 90 days to submit those issues. If they haven't it would be possible to take legal action against the publisher in which case an audit trail becomes very important. Being able to acquire material through copyright can save the library money.

In CRS we need to claim from either the publisher directly or via a subscription agent. Sometimes the publisher can not resend issues if we do not claim within a certain period of time (30 days - 6 months) This limit is set by the publisher and is generally consistent for a given publisher. 

Note the window for claiming for purchase from Vendor can be as short as 30 days and differs by publisher

User is able to claim multiple titles from a given vendor. Often send a list of claims to EBSCO for example.

Also common that claiming by demand is done per vendor

User is able to claim multiple titles from a given vendor. Often send a list of claims to EBSCO for example

Also common that claiming by demand is done per vendor

The exchange partner sends us a box of issues that they agreed to exchange for certain material. We determine that one or more issues are missing. We will reach out to that partner via email to request the issues.

Are there penalties for late or unreceived issues? Exchange partners are reviewed all the time and if they aren't performing well they might be removed from the partner list. For the most part this is managed informally with notes on the record there is no specific set of rules that eventually removes you from the list

Exchange partners will occasionally also submit claims to LOC from material they notice is missing and inter we submit a claim to the sub-agent/publisher to obtain the missing material and pass it along. Often LOC will initiate the claim with the agent on behalf of the exchange partner and instruct the agent to have the publisher to send the material directly to the exchange partner.

Note: DMEP staff do not initiate claims with vendors/publishers that is done by the acquisitions department. If order is lost we would restore the partner's quota points.