Processing Order Requests
(Created Manually)

Purchase Request slips are received and stamped daily with the day's date, and placed in the Verification Area. Request slips are then separated according to funding/subjects and put in slots. LEVEL 1 AND LEVEL 2 PRIORITY ORDERS ARE ALWAYS PROCESSED FIRST.

Requests are received in Order Services for ordering in several formats, including selection slips from BNA, BHB, Casalini, Harrasowitz, Touzot, YBP, or Amazon Printouts, OCLC Printout, Choice Cards, notated Catalogs, or E-Mail.
Verifiers: Always remember to write your initials, date, fund, on Order Request form (even if funding is there)

Verification:

1) Search ACORN

Search ACORN (Using Item Search and Display) thoroughly by title, author, ISBN and series to check for duplication. If a duplicate is found write "Dup of <ACORN no.>", your initials, date, and fund on the slip and return to the bibliographer (if the request is from Peabody, it is not necessary to return the duplicate slip unless someone has requested notification). Before considering a title a duplicate, check whether the bibliographer has indicated "Intentional duplicate" or Replacement" on the request. If so, then the title should be processed as an order for an identical copy. (See procedure) If not a duplicate, proceed to step 2.

2) Search OCLC (SmartPort):

Search for best record matching the title being ordered. Search by title, author/title, or ISBN (if title is not found in SmartPort, search OCLC; once title is found, use the OCLC # to search the record in SmartPort;). If the title is part of a numbered series, search for the series for possible standing order/duplication. If title duplicates a standing order, note the Purchase Request as in Number 1, above, and return to the bibliographer.

3) Exporting from SmartPort into ACORN:

Once correct title has been found, click on Export Record (small camera icon).
Record has now been exported into ACORN. Designate the Library in the last box of the LOAD Bibliographic Record Options window (click ok), or be sure the Library is correct on the first screen (Loading Bib record) that comes up once the record is in ACORN (click ok).

4) If no OCLC record is found, consult procedure for Adding a Provisional Record

5) Edit ACORN record:

A. Insert XX in front of call #,
B. If record was brought in from SmartPort, delete OCLC # from title key field. Click on OK. ACORN control number will appear.
C. Write ACORN Control Number, Funding, Verifiers Initials and date on Order Request Slip.
D. Check the 020 field of the bibliographic record. The ISBN being ordered must be the FIRST 020 in the record for the ISBN to print properly in the purchase order. (For Serials, the ISSN must be the first 022 in the record.) You may need to insert the desired ISBN(ISSN) as the first 020(022), when there are multiple ISBN/ISSNs to select from (use copy/paste for accuracy- do not attempt to type in the ISBN) (See also Ordering Paper vs. Cloth procedure.) If the ISBN is incorrect, make a note on the printed request that we will need to manually enter the correct ISBN into the order record.
E. Add 951 field to include the type of cataloging (LC, CC, MC) and any special notes to the cataloger. You may include any information from the bibliographer about how withdrawals or future cumulations will be handled. (See example)
F. Add 952 field that includes the bibliographers last name (in capital letters), the last four digits of the fund (6100) and the destination Location. See 95X document for specific format and complete information to be entered into this field.
G. If the SmartPort record carries a 948 field ("NO HOLDINGS IN TJC"), this field should be removed.
H. Check the record for 856 fields. In most cases, this field should be removed. (If the link is to the e-book or e-journal, or if the link is to the Table of Contents, it should be removed.) If you are not sure, consult with Mary Ellen or with Cataloging.
I. When ordering RUSSIAN titles, check the 245 and 260 fields. When you seen numbers in the record (see example below), remove them. (The subfiled 6 at the beginning of a field just tells the system that there is a linked field with vernacular script. However, since Sirsi does not support Unicode yet and can do nothing with the vernacular scripts, this subfield 6 is just garbage and can be removed.)

08/17/2005 revised;mew

02/12/2007 revised;tac