Policy for Archiving Order Records

Purpose and Overview: We have limited space for order records in Sierra and therefore must “archive” order records to tape (or a networked drive) on a regular basis. This policy provides guidelines on what we will retain and what we will remove. We must retain paid orders for at least three full fiscal years.

Summary:

1.Firm orders will be archived three years (excluding current year) after the item has been received, paid for, and cataloged.
2.Cancelled firm orders will be archived one year (excluding current year) after the cancellation date.
3.Cancelled orders for ongoing publications where all items have been withdrawn will be archived one year after the items have been withdrawn, unless the record is needed for informational purposes and the bib record is suppressed.
4.All other cancelled orders for ongoing publications will be reviewed individually, coded for either archiving or retention.

a.Those coded for archiving will be archived three years after the cancellation date.
b.Those coded for retention will be reviewed every five years to see if they are still needed.

Note: Fields and codes mentioned below refer to order record codes unless otherwise noted.

Retain:

1.Orders for currently received ongoing publications.

2.Outstanding orders, pending orders or partially paid orders (status=o, q, or 1)

3.Orders placed or updated during the current fiscal year.

4.Orders for items cataloged within the last three fiscal years.

Archive:

1.Filled and received firm orders (status=a) received more than three full fiscal years ago (rdate <= 30 June YYYY) that were cataloged more than three fiscal years ago (Bib record cat date <= 30 June YYYY), or that are attached to bib records with BCode3=w (withdrawn) and there are no additional attached records.

2.Firm orders cancelled more than one full fiscal year ago (status=z, updated <=30 June YYYY, Bib record bib lvl=m) or orders for ongoing publications cancelled more than one full fiscal year ago (status=z, updated <=30 June YYYY, Bib record bib lvl=s) for which we have withdrawn all items (Bib record bcode3=w).

3.Orders for ongoing publications that have been cancelled for at least three full fiscal years (status=z, updated <= 30 June YYYY) after determining that the record is no longer needed for informational purposes (code2=a).

Delete:

1.Delete only order records made in error (rentention/code2=d). These should be flagged as soon as the error is discovered and will be deleted in a batch 2-3 times a year.

Guidelines for Retention/Code2

1.Use “d” only for records made in error.

2.Use “a” for order records for ongoing publications only. It is not necessary to use it for firm orders or cancelled orders.

3.Use “r” for records that would be archived according to this policy, but need to be retained for another reason. The “r” code should be changed to “a” when the reason for retention no longer exists.

28 Feb 2007 drr
18 Aug 2020 ad

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