Closing out standing orders

Departments

Acquisitions
Cataloging

Purpose

This procedure documents how we share information and update records when a set for which we have had a standing order is complete.

Overview

When a set is completed staff in three units need to be informed and staff in two units need to update records. Following the steps in this procedure insures that this happens. Informing the library liaison and updating the bibliographic record insures that our patrons will be properly informed of the library’s holdings for the title in question. Note: this procedure applies only to completed series or sets. It does not apply when we cancel a standing order for something that is still being published.

Required Knowledge/Skills

Acquisitions staff: how to cancel records in Sierra, knowledge of Sierra order record codes. Cataloging staff: how to download a record from OCLC and overlay on a Sierra bibliographic record without creating additional item records; how to edit bibliographic records in Sierra; understanding of bibliographic records (both serial and monographic) that represent multiple volumes published over time.

Safety Issues/Precautions

N/A

Equipment/Supplies

PC with access to Sierra. Cataloging staff also need access to OCLC.

Procedure

1. Acquisitions:

• Typically, Acquisitions staff are the first to be informed when a set is complete.
  If the information comes first to another unit, they need to inform Acquisitions, who will begin the process.
• Acquisitions will cancel the standing order record and update it with a note regarding the completion of the publication. The note should include the number and/or
  date of the last volume.
• Acquisitions will e-mail the bibliographic information to the library liaison for the subject area of the series, and to appropriate Cataloging staff.

2. Cataloging:

• Open the record in Sierra, copy the OCLC number, and search OCLC by the number to bring up the record with our holdings attached.
• Compare the two records. If the OCLC record has been significantly updated since the Sierra record was downloaded, redownload the record and overlay the existing Sierra record. Write down the Cat Date from the Sierra record before overlaying on it.
• To download and overlay a bib without an item record edit the 949 field as follows:

• If the OCLC record has not been significantly edited, or not edited at all, close out the record in Galileo and revised the following fields in Sierra.
  • If there is bracketed information in any field, you will need to look at the actual volumes to verify the information.
  • 260 field, |c. The date field should have the date followed by a hyphen. Add the date of the last volume.
  • 300 field. The 300 field should have a v. preceded by a bland or space. Add the total number of volumes in the set.
  • 505 field. There may or may not be a partially completed 505 field. If the 505 field is present, complete it. Tag it according to our existing guidelines for 505 fields. If the 505 field is not present, follow our existing 505 field guidelines to determine if one should be added or not.
  • Other notes fields: Note fields may need to be adjusted to reflect additional information for the entire set. Use BIBCO Standard Record Guidelines or judgment in adding or editing note fields. Base your judgment whether or not the information in the note fields is useful to existing and future VU patrons.
  • Added entries: If you think the record needs additional author or subject added entries, consult a Metadata librarian. If together you determine additional entries are needed, the librarian will advise you on the form and tagging of the headings.
• If you have downloaded an updated record from OCLC, restore the original Cat Date in Sierra so the record will not be counted as a newly added title.

3. Collection Development: The library liaison may want to inform the appropriate department that the publication is complete and funds are now free for another purpose.