Monographs Workflow Overview

Non-shelf ready firm orders

Acquisitions creates or downloads a bib. record at the time the order is placed, and creates an order record and an item record, with item processing status OO (On Order). Sublibrary location is set as UMDUB, or UMSCI if known. Collection code in the item record is set as UAAA. There is no collection code in the order record. There will not be a call number in these item records. It is more efficient to make the item record from the order record. Special cataloging instructions will be put in a Library Note field in the order record, e.g. “Cat to Ref.” For Reserve books, it is important to distinguish between books that will be put on Reserve, which should get the note “Send to Reserve,” and books that will be cataloged to a permanent reserve collection, which should get the note “Cat to Perm Reserve.”

When the item is received, Acquisitions changes item processing status to PC (In Process, Cataloging) and sends the item to Cataloging and Processing. Acquisitions barcodes the item at this point, and scans the barcode into the item record. If more than one volume is received for the mono title, Acquisitions creates additional item records for the additional volumes or copies and codes them appropriately. There is no need to write the order number on a routing slip, since the record can be called up by scanning the barcode. Routing slips with the requestor information are still necessary for Rush books, or other special cataloging instructions.

When the item is cataloged, the cataloger establishes the call number in the bib. record, corrects the sublibrary and collection codes, then creates a HOL record from the item record. The item processing status is left at PC.

When the item is sent out of the Cataloging and Processing Dept., after processing and labeling, the item processing status is changed to PW,when we begin applying the batch process for the New Book Shelf process updating, or [blank] until then.

Approvals

Shelf-ready approvals are loaded with order, item and HOL records. Item processing status is loaded as PA (In Process, Approval). The files of records will be loaded when they are available, usually before the books actually arrive. A 928 field with AUTHORITY (in caps) will be entered in the bib records as part of the loading process, so that the records will be sent out for authority control.

When the item is cleared from the approval shelves, the item processing status is changed to [blank] or PW [see above] for items going to the New Book Shelf.

The person clearing volumes from the approval shelves will be attentive to variations from the AA chart; bibliographies with classification numbers in the range Z5000-Z9999, which should be considered for re-class in topical area; and 2nd ed. reference books, for which there might be a earlier edition in Reference. We will not pay attention to series treatment.

Item status is changed to PC for items going to Cataloging for further work.

For items going to Ref Consid shelves, item processing status is changed to PC, and a note is entered in the Internal Note field in the item record to that effect. If an item is selected for Reference, Acquisitions changes the Holdings and Item records to the appropriate codes, i.e. collection code for Reference in HOL and Item records, Reference in item status. The Internal Note field needs to be deleted when the item is removed from the Ref Consid shelves, whether going to Reference or not, to avoid future confusion.

Firm order shelf-ready

Order and item record is created from GOBI with item processing status OO (On Order)

PromptCat record overlays GOBI record. Item processing status is changed to PW if going to the New Book Shelf, [blank] if going to stacks or branch, and PC if going to Cataloging and Processing for more work.

Rush orders (non-shelf ready)

As above for non-shelf ready firm, except name and contact of requestor is entered in order record Library Note field, and written on routing slip.

Gifts

There is no need to make an order record, so the process can begin directly in Cataloging and Processing. The Statistic field in the item record should be coded as Gift.

Ser Anals, Contin Anals

These are received in the Orders Module on a serial cover record, but cataloged as classed together monographs. The serial cover record should have a HOL record with Sublibrary, Collection, call number, and 866 field for holdings. The person checking in a volume will update the 866 field. No prediction patterns are necessary. Since item records will not be linked to the serial cover record, it was decided to attach a dummy item record for each location holding volumes for the title. These records should have the location and call number, and an OPAC note saying “Search by author, title, or series title for individual volumes.”

There is no need to make an order record for the monographic record, since payment is made from the serial cover record. There is also no need to maintain a reference in the monograph records to the serial cover record, since this can generally be determined by series title if necessary. The Statistic field in the item record should be coded as Ser Anal or Contin Anal, as appropriate.

Cat Seps, Contin Cat Seps

These are received in the Orders Module on a serial cover record, but cataloged as classed separately monographs. The serial cover record should have a HOL record with Sublibrary UMDUB, Collection UAAA, and, if the series is numbered, an 866 field for holdings. If the series is numbered, the person checking in a volume will update the 866 field. No prediction patterns are necessary. Since item records will not be linked to the serial cover record, it was decided to attach a dummy item record for each location holding volumes for the title. These records should have the location as in the HOL record, and an OPAC note saying, “Search by author, title, or series title for individual volumes.”

There is no need to make an order record for the monographic record, since payment is made from the serial cover record. There is also no need to maintain a reference in the monograph records to the serial cover record, since this can generally be determined by series title if necessary. The Statistic field in the item record should be coded as Cat Sep or Contin Cat Sep, as appropriate.

Primary contact: Gary Hough 2009/05/20 14:14

monographs_workflow_overview.txt · Last modified: 2012/10/18 13:53 (external edit)
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