PROCESSING NUMBERED standing order materials with barcodes
Check-In | Holdings Record Information | Item Record Information
This document is intended for staff who will be cataloging and checking in materials received as standing orders that are not superseded, or superseded infrequently, and require barcodes.
Open the Acquisitions module. Select a receiving location.
Open the Cataloging module. Select a cataloging location.
Check-In
- In the Acquisitions module, click Check-In from the List Bar.
- Click Serials Check-In from the List Bar.
- With Check-In Title radio button checked, enter the title in Search For field and click on Check-In.
- If no record displays, check with the Continuations Team Vendor Liaison to verify the status of the order or consult with the appropriate cataloger.
- When record displays: select the correct record by highlighting the line. If the title is a serial, compare the title on the item with that of the Voyager record to determine if there are title changes. Refer to Changes that Require a New Serial Bibliographic Record. If there is a title change, refer to Title Changes for Material Received as Continuations.
- For supplements and indexes, select the appropriate component from the drop-down menu in Component Name field.
- Select the issue(s) you want to receive from Issue(s) in Hand field.
- Click Quick Check-In.
- Click History.
- For items that are bound:
o Highlight all previous issues to be bound per binding note.
o Click Display In OPAC to change the display from yes to no.
- For items that are not bound:
- Highlight the current issue.
- Click Display in OPAC to change the display from yes to no.
- Click Holdings…
- Click MARC… to display the Holdings Record in the Cataloging module.
Holdings Record Information
Material That Is Not Analyzed
For items received that are the first issues:
- Click on New Hldgs icon. Refer to the Holdings Record documentation.
- Refer to Item Record Information.
For all other items:
- Add the current issue to the 866 field of the current holdings record using ANSI/NISO standards.
- Click on Save to DB.
- Refer to Item Record Information.
Material That Is Analyzed
Classed separately
- Search for the analytic record in OCLC.
- Refer to Importing OCLC Records (Cataloging Module).
- Determine if the record is a full level Library of Congress (LC) record:
- Complete LC copy cataloging procedures (see LC Copy Cat Guidelines, Books)
- Click on New Hldgs icon.
- Get call number from bib record.
- Click on Save to DB.
- Refer to Item Record Information.
- If the record is not a full level LC record:
- Click on New Hldgs icon.
- Insert "Copy Received as of xx-xx-02. Select Request button to see options" in the 852 field in subfield ‘z’.
- Place material on 090 shelf.
Classed together
- Search for the analytic record in OCLC.
- Refer to Importing OCLC Records (Cataloging Module).
- Determine if the record is a full level Library of Congress (LC) record:
- Complete LC copy cataloging procedures (see LC Copy Cat Guidelines, Books)
- Click on New Hldgs icon.
- Use call number from umbrella bib record and add number, date, or volume designation after the Cutter number.
- Click on Save to DB.
- Refer to Item Record Information.
- Update the holdings record for the umbrella record using ANSI/NISO standards.
- Click on Save to DB
- If the record is not a full level LC record:
- Place material on 090 shelf.
Item Record Information
First Issues
- From the Holdings Record, click on New Items icon. Refer to the Item Record documentation.
- Enter a barcode number.
- Select the Temp. Loc. and Temp. Type (if appropriate).
- Complete the Enum Field.
- Click Save to DB.
- Write call number on item and any accompanying loose materials.
- Attach a barcode.
- Place proper flag(s) in book referring to the location(s), plate, and instructions from the 852 note field.
- Close item record.
- Click Get Items. Verify the work.
- Close the Holding Record.
If material is not accompanied by an invoice:
- In Acquisitions, click Close on Link to Holdings.
- Click on Serials Check-In icon.
- Click Start Over.
- Count on appropriate statistics sheet.
- Place on designated shelves in end-processing area.
If material is accompanied by an invoice:
- In Acquisitions, click Close on Link to Holdings.
- Click Serials Check-In icon.
- Click View Order to retrieve Purchase Order (PO).
- Refer to Payment of Standing Order Invoices.
Successive Issues
- From the Holdings Record, click Get Items.
- Select last item record and click OK.
- Click Record > Make a copy.
- Enter a barcode number.
- Select the Temp. Loc. and Temp. Type (if appropriate).
- Complete the Enum. Field.
- Click Save to DB
- Write call number on item and any accompanying materials.
- Attach a barcode.
- Place proper flag(s) in book referring to the location, fund, and instructions in the 852 note field.
- Close the new item record.
- If appropriate, delete the Temp. Loc. and Temp. Type.
- Close the item record.
- Click Get Items. Verify the work.
- Close the Holding Record.
If material is not accompanied by an invoice:
- In Acquisitions, click Close on Link to Holdings.
- Click Serials Check-In icon.
- Click Start Over.
- Count on appropriate statistics sheet.
- Place on designated shelves of end-processing area.
If material is accompanied by an invoice:
- In Acquisitions, click Close on Link to Holdings.
- Click Serials Check-In icon.
- Click View Order to retrieve PO.
- Refer to Payment of Standing Order Invoices.
08/13/02
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