Skip to the content of the web site.

Supervisor: Holdings Maintenance and Inventory Control

Department: Library - Catalogue Effective Date: October 2001
Grade: USG 8 Reports to: Manager: Cataloguing

General Accountability

This position is accountable to the Manager: Cataloguing Department for the operation of the Item Preparation area and the Holdings Maintenance and Inventory Control area. This position is responsible for the maintenance of UW holdings records for multipart items in the Trellis database, for the receipt and integration of new items into the cataloguing inventory, and for the cataloguing of items for which there is vendor supplied Library of Congress bibliographic records.

Nature and Scope

This position is one of four reporting to the Manager: Cataloguing Department. The others are the Supervisor: Derived Cataloguing, one Librarian Cataloguer, and the Department Secretary. Reporting to this position are six Library Clerks: Holdings Maintenance and Inventory Control, three Library Clerks: Derived Cataloguing and one Library Clerk: Item Preparation.

The Cataloguing Department receives approximately 23,000 regular monographs and serials and government publications monographs and serials per year. The staff maintain inventory control and access to material while it is in the Department and search online databases for cataloguing copy.

The Holdings Maintenance and Inventory Control area is responsible for maintenance of the UW holdings records on TRELLIS. Approximately 45,000 holdings records are adjusted annually. Holdings maintenance requests are received from throughout the library system. These include call number, location and holdings changes, and deletions of holdings and bibliographic records. The staff in the area is also responsible for adding new items to existing records and for cataloguing new items for which there is vendor supplied Library of Congress bibliographic records.

The Supervisor: Holdings Maintenance and Inventory Control is responsible for the operation of the Holdings Maintenance and Inventory Control area.  She/he allocates the work and schedules the activities of the unit and assists the Library Clerks: Holdings Maintenance and Inventory Control with cataloguing and holdings maintenance problems.  The incumbent trains new Library Clerks in inventory control, derived cataloguing and holdings maintenance. The incumbent also trains staff in User Services, Optometry Resource Center, UMD Library, Special Collections, and the Federated and Affiliated Colleges in holdings maintenance activities. She/he also assists the staff of these areas, as well as Information Services and the Library Acquisitions Unit with holdings maintenance problems.

Approximately 40,000 items are prepared for public use each year by the staff of the Item Preparation area. The Supervisor: Holdings Maintenance and Inventory Control is also responsible for the efficient operation of the Item Preparation area, ensuring that items are processed and distributed in a timely manner.

The incumbent as a member of the Cataloguing Management Committee participates in the monitoring of cataloguing standards and in the formulation of new cataloguing policies. The incumbent must have an in-depth knowledge of Cataloguing Department policies, MARC coding and cataloguing standards and systems capabilities. This knowledge is also used in the resolution of problems identified during the cataloguing process by the Library clerks: Derived cataloguing. She/he assists in planning and implementing new procedures in the holdings maintenance area. The incumbent is responsible for ensuring that the Manager: Cataloguing Department is well informed about activities within the holdings maintenance and item preparation areas.

The incumbent hires and trains casual staff and monitors the budget for these staff members.

Statistical Data

  1. To supervise the Holdings Maintenance and Inventory Control area and the Item Preparation area of the Cataloguing Department to achieve the most effective and efficient use of personnel resources.
  2. To ensure that all monographs and government publications requiring the creation of new bibliographic records are integrated into the inventory, and that items can be easily located for rush processing or cataloguing as required.
  3. To ensure that online databases are searched for acceptable machine-readable cataloguing copy and that items are channeled into the appropriate cataloguing stream.
  4. To ensure that holdings maintenance activities are performed quickly and accurately. This includes added copies and volumes, call number, location and holdings changes, and deletions of holdings and bibliographic records.
  5. To act as a resource person for other library departments with relation to holdings maintenance and to train staff in these other departments as required.
  6. To maintain a good working knowledge of basic cataloguing and MARC coding standards in order to resolve problems by the Library clerks: Derived cataloguing.
  7. To ensure that items requiring rush processing are searched, sent for cataloguing, and physically processed within 24 to 48 hours of receipt in the Cataloguing Department.
  8. To train personnel in new procedures and when new systems are implemented.
  9. To hire and supervise casual staff as required and to monitor the budget which is used for these staff members.
  10. To assist the Manager: Cataloguing Department with the documentation, planning and implementing of new procedures. 
  11. To ensure that the Manager: Cataloguing Department is well informed about activities  within the area.
  12. To participate in library task groups and committees and to undertake other responsibilities as assigned.

Specific Accountabilities

Working Conditions