Queue Maintenance

Queue Maintenance

Queues should be reviewed periodically to maintain purity of data. This list indicates suggested frequency, and some things to watch for in each queue.

1 – Order Submitted - Daily

Requests should be responded to as quickly as possible.

2 – Order Under Review - Weekly

Please remember to put your initials into the “Staff Contact” field, and make sure to move those orders with your initials on them through this queue as quickly as you can.

3 – Order Quote Issued - Monthly

This queue should be checked at the beginning of each month. Those orders older than 90 days should be cancelled, and the materials (if in G81) should be returned to the owning repositories.

4 – Order Payment Received - Daily

No order should stay in this queue for very long. Ignore all HOU and THE orders, but investigate any other order that remains in this queue for more than two days. First check to make sure that we delivered the order to production areas, and then check with production staff to make sure that the order gets checked in and moved to “5 – Order In Production.”

5 – Order In Production - Monthly

This queue should be checked periodically to root out old orders that may have gotten lost, may have been entered erroneously, or may need some attention for another reason. Sort by date and review from oldest to newest. Also, sorting by “Location” will allow a quick scan for incorrect owning repository codes.

6 – Order Delivered - Whenever it Appears

This queue should be empty at all times. If orders are found in this queue, please investigate.

6a – Post Digital Capture Services - Never

This queue is maintained by Imaging Services personnel. Patron Services personnel should not route anything out of this queue.

7 – Order Finished - Monthly

This queue should be checked once per month, before the last day of billing, to make sure that all owning repository codes are correct, that all batch names are properly entered, and for anything that looks off. Doing so before the month-end billing is done will help to avoid difficulties with the billing.

7a – Order Finished with Problems - Monthly

Orders are automatically routed to this queue if there is a payment imbalance. It may contain orders that are waiting for refunds to be processed, orders for a project with a special payment arrangement (Ames Foundation), or orders where payments have been entered incorrectly. This last category of order should receive immediate attention.

Project (Activity) Requests - Weekly                                                                                                                                                                                                       

Sorting by different columns can reveal discrepancies in billing codes, batch (Bundle) names, and owning repository (Location), among other things. And sorting by date might uncover old orders that may be duplicates, or might require some investigation.

“Ready for Pickup from G-81” flag queue - Weekly

Check this flag once per week to make sure that it accurately reflects the material that we have in-house, waiting to be picked up. We are the ones who assign this flag and the ones who remove it, even when the owning repository is an Aeon-user.