DEGOLYER Material-in-Hand

04/16/2009

Requisitions Team members use this procedure for processing both Procurement and Non-Procurement Orders.  These materials which have been selected and prepared by the DeGolyer staff are ready to be entered into Voyager.

Preliminaries

• Retrieve the correct bibliographic Acquisition Umbrella Record (AUR) from the Voyager cataloging module. The AUR number is written on the DeGolyer flag with the item or group of items and is also written on the invoice with the material.
• Check the items received against the information in the AUR. The 590 notes on the AUR may include “MATERIAL NOT RECEIVED.” The total number of physical pieces with the invoice should match the total number of physical pieces in the 300 field on the AUR in Voyager.
• Add any additional pertinent information from the invoice to the AUR in the 590 notes that would be unique to the order and helpful in identifying the order that is not presently in the AUR.
• Complete the actions below for materials that must be returned to DeGolyer such as designated ephemera, photographs, and archival material.

• Photocopy the invoice.
• Check if the AUR number is on the copy.  If not, add the number. This is important because records cataloged outside CIP need to contain the 910 field linking the record to the AUR.
• Write “COPY” in large letters across the copy of the invoice.
• Write “Returned to” and the location to where material is being sent next to the item on the copy of the invoice.
• Return the copy of the invoice and the material to the appropriate staff person in DeGolyer.

Create Purchase Order

• Use the AUR number in searching the Voyager cataloging module for the bibliographic record to create the line item of the purchase order.         
• Write the purchase order number in red on the upper right corner of the invoice for Procurement Orders after creating the purchase order.  Write the purchase order number in pencil on the upper right corner of the invoice for Non-Procurement Orders.
• Suppress the holdings records.  Location for all holdings should only be deg.  The AUR should already be suppressed.
• Place materials for cataloging in designated DeGolyer area/s.

Preparation for Cataloging

• Search items in Voyager.
  • Duplicates:  Add duplicate titles as add copies unless the cost of an individual title is over $100.  In that situation first consult with the director of the DeGolyer Library.
  • Exception:  For groups of ephemeral pamphlets such as promotional cookery booklets that will be cataloged as a collection, or materials that need evaluation for collection level cataloging, place them on designated shelves without searching for individual records.  Make sure that the items have their corresponding location flags with the AUR numbers.

• Add the letters “DG” and the AUR number to the individual bibliographic record in the 910 field.

Example 910_ _ |a DG1234567

• Link added volumes and copies to the AUR.
  • Add the 910 field to an existing bibliographic record for the first volume/issue of a multipart title (set, serial, periodical) or an added copy.
  • Add subsequent AUR record numbers to bibliographic records with an existing 910 field.  Separate each number with a space semicolon space.

Example 910_ _ |a DG1234567 ; DG7654321

• For titles placed in the storage area, add the note "|z Copy Received as of [date].  Select Request button to see options." to the 852 field on the holdings record.
• Write the bibliographic number on the location flag in the books before placing the uncataloged items in the DeGolyer storage area.

Follow up

• "MATERIAL NOT RECEIVED."  As materials are received, remove the note from the AUR and follow the process above.
• Other status notes.
  • Add a note to the relevant AUR 590 note to describe other actions taken.  Possible actions include items removed from the cataloging process to be placed in an exhibit or items found to be damaged at the point of cataloging.  Other notes describe where material is being sent that is not cataloged by CIP.  These locations include deg,mss, deg,eph, and deg,graph.  Capitalize the first word that describes the action taken with the material.

Examples

590_ _ |a 6547074084 : 1854 poetry album, Galveston Texas :

US$24.23 : UNCATALOGED, in exhibit until Oct. 28^th per R.M.    

590_ _ |a Catalogue 124 Item 64: Art Loan Exhibition : US$50.00 : RETURNED to deg,eph

o Update status notes when the original action is overridden as when an item used in an exhibit is returned for cataloging.

For questions about the content of this page, please contact Ruthann Swanson

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