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Processing Orders / Replacement Orders

Ordering:

  1. Search Acorn for correct title. If the piece being ordered matches the record on Acorn, use the existing record. If a different edition is ordered, bring in a new record and make a note in the 952: "Replacement for [title control number]".
  2. If ordering the same edition, check whether the original copy has been shadowed, or has a shadowed Location (shadowed Locations are designated by a red S beside the Location in both Modify Title and Item Display). If the ITEM is shadowed, you will need to create a DUMMY ITEM with a Current Location of ON-ORDER. Without this dummy item, the record will not display in the WebCat as on order. (Be sure that the record is not shadowed at the TITLE level.)
  3. Add a 952 field: Indicate Bibliographer*, Fund, Location, Notes, and verifier's initials and date, each separated by a semicolon and space:

    Example: 952: LODER; 9900; CEN; [may add copy # here]; REPLACEMENT; ac; 05012002

  4. Write the title control # on the order slip, along with your initials, date, fund and bibliographer and put in the appropriate orders box.

On Receipt:

  1. IF a different edition, etc. is received requiring a new record, a note should be added to the original bib record indicating the new record number, and the order should be re-linked to the new record. If a dummy item was created on the original record, it may be deleted after the order is moved. If no available (unshadowed) items remain on the original record, the record should be shadowed at the Title level.
  2. If using the same record, add note to the already existing 951 field:

    Example: 951: id;tac;10252006;CEN;(copy #);[other cataloging notes for previous copies]

  3. If using the same record, and it has a DUMMY ITEM, be sure to edit that item, and DO NOT "load order" (Add Ordered Items to Catalog Wizard). Edit the DUMMY ITEM as appropriate.
  4. For replacement volume, the Item Cat 1 should be 99-RPLCMNT if that is the fund that was used to order the piece.

* For Central, be sure to put the name of the person requesting the replacement (Loder, Blalock, etc.), not necessarily the same as the subject bibliographer.

11-19-2004 mew; updated 10262006; tac; updated 11/29/2006 mew