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daemon@ATHENA.MIT.EDU (Sarah Mitchell)
Fri Mar 10 09:18:12 1995
To: ad-cat@MIT.EDU
Cc: mgm@MIT.EDU, cfollett@MIT.EDU, fleish@MIT.EDU
Date: Fri, 10 Mar 1995 09:17:58 EST
From: Sarah Mitchell <smitchel@MIT.EDU>
------- Forwarded Message
Date: Thu, 9 Mar 95 18:11 EST
From: m.ridgeway%34@gem.geac.com
To: smitchel@MIT.EDU
Subject: Re: ELECTRONIC TRANSFER OF OCLC RECORDS
The requirement is correctly stated but the reason the Acq piece
record is not overwritten ihat the OCLC data has a barcode,
the in-process record does not. If SFSU added the barcode to the
in-process item, it would over-write.
I have appended some other libraries' workflow observations from
last summer.
- --
Michel Ridgeway, Project Manager, Libraries m.ridgeway@geac.com
923 West King Road, Malvern, PA 19355
voice (610) 644-4071 fax (610) 644-0907
24 MOD/BITNET.ADVANCE 55 08AUG94 11:23 71 Unr
Subject: REPLY TO: WORKFLOW QUESTION: (5.0) ACQ. RECORDS IN OPAC.
To: 47 users
From: Phil Shirley <pshirley@whale.st.usm.edu>
We have release 5.4; I don't think that release 5.0 works any differently
for this kind of function. Very soon, we will implement new procedures
for cataloging and acquisitions. Under these procedures we will export a
record from OCLC into our main database before the order is placed. This
recd will include a 949 field with subfield z "On Order." This will
appear in the "status" column in the brief display, shoving the status over
to the right, like this (note that our default status is "Available"):
<
Status:
On Order Available
We will probably have to add some asterisks before and/or after "On Order"
to make it long enough to push "Available" completely off the screen,
which is what we want:
Status:
**** On Order ****
(We already do this with "Non-Circulating.")
At the same time, we will also transfer the record to CatME and keep it
there until the book is received, at which time we will set the record to
produce.
After the cataloging step on OCLC, we will use the acquisitions module to
search the main database, find the record we just exported, base an order
record on it, and do NOT transfer to the main database (that is, do not
create and item record). Then generate the purchace order.
When the book is received, acquisitions will check it in on their part of
the system. Then, in cehi, a cataloging technician will check the book
against the MARC to make sure it matches; if so, this pezon will repair
the item (pieces) record to (1) add the barcode number, (2) add the call
number, and (3) delete "On Order" from line 9 (and replace it with
"Non-Circulating" if needed). Then, in CatME, the record will be set to
produce and a spine label will be printed.
Comments: We could put the call number in the item record from the beginning
(on OCLC), but we thought that our patrons would be more likely to see the
"On Order" if there were no call number. Also, the procedure described above
will be used only for books, and only for books which have OCLC records
which do not require extensive editing by a librarian; the procedure for
these others will be: acquisitions types in the information for the order
record and does NOT transfer to the main database (if they did, the system
would create a brief item record and a brief MARC record, and we think it
would be too much trouble to delete or replace)~ The item will be cataloged
w
hen it is received.
We think that our new procedures will result in a shorter time between the
receipt of the book and it's appearance on the shelf. Having most titles
show up in the catalog when they are on order will help our non-library
faculty who select library materials, and (we hope) will cut down on
requests for materials which already have been ordered. Keeping the
record in CatME until the book is received will ensure that we don't get
which do not require extensive editing by a librarian; the procedure for
these others will be: acquisitions types in the information for the order
record and does NOT transfer to the main database (if they did, the system
would create a brief item record and a brief MARC record, and we think it
would be too much trouble to delete or replace)~ The item will be cataloged
w
hen it is received.
We think that our new procedures will result in a shorter time between the
receipt of the book and it's appearance on the shelf. Having most titles
show up in the catalog when they are on order will help our non-library
faculty who select library materials, and (we hope) will cut down on
requests for materials which already have been ordered. Keeping the
record in CatME until the book is received will ensure that we don't get <
ILL requests for items we don't have yet, and that we won't have to delete
holdings and tear up our shelf list cards if an order is cancelled (or if
a different edition is received). There are many other ways to handle the
"produce" step.
I hope this is useful to someone. I would welcome any questions or comments.
--
Phil Shirley, Catalog Librarian pshirley@whale.st.usm.edu
University of Southern Mississippi
25 MOD/BITNET.ADVANCE 55 08AUG94 17:50 24 Unr
Subject: ACQUISITIONS TO OPAC TRANSFER
To: 47 users
Date: Mon, 8 Aug 1994 17:50:07 MST
Reply-To: ADVANC-L - Users of the Geac ADVANCE Library System
<ADVANC-L@idbsu.idbsu.edu>
From: "Marjorie A. Rathbone" <rathbone@sjuphil.sju.edu>
We follow the same procedure as Robinson Library - downloading the record
from OCLC to the workfile, creating the order record, transferring to the
OPAC via UPMDB, barcoding upon receipt in Acquisitions, then adding <
classification and holdings information and changing the status in
Cataloging. This has proven to be an efficient workflow for us.
Marjorie Rathbone
St. Joseph's University
Philadelphia, PA
------- End of Forwarded Message
