Woodruff - Cataloger Instructions for Order Services Materials By Type
THE UPSHOT
- Bib records with POLs attached must remain connected when present in Alma
- Books with blue or red POL flags: Search for a Bib record by PO Line in Alma and use only this bib for cataloging (if importing a new record from OCLC, overlay onto this bib and do not add an additional bib)
- Books without a POL flag: no existing bib in Alma; import new record from OCLC
- Never overlay or reuse suppressed Order Services bibs for regular cataloging purposes
DEFINITIONS
POL = purchase order line; a bib record attached to a purchase order via the item record
PO = purchase order; an accounting wrapper or package comprised of multiple POLs that results from an automatic job in Alma that collocates POLs from the same vendor for accounting purposes
Firm orders = usually will have an existing Alma bib with a POL attached to it; this is when items will have a POL flag
Approval orders = will usually not have a bib record in Alma; this is when item will not have a flag
Materials Routed on Book Trucks
MOSTLY PRINT ONE-TIME PURCHASES (single monographs):
- If there is a blue-bordered POL# flag inserted in the book, Search for a Bib record by PO Line in Alma and use only the bib related to that POL for cataloging. If importing a new record from OCLC, overlay onto this bib and do not add an additional bib record.
- Books without a POL flag: there is no no existing bib in Alma; import new record from OCLC and do not worry about POLs
Change search to Physical titles and PO Line and enter the PO line number:
Alternately, you can set your search to Order lines and PO Line and enter the PO line number, but it takes an extra click to get to the bib:
Shelving Located in Center Aisle of Room 128
NEW STANDING ORDER
- Cataloger must determine cataloging treatment for this NEW standing order - class together, class separately, etc.
- Notify Pat of decision re: cataloging treatment for series for receiving future items
- A suppressed Standing Order bib used for check-in by Order Services is set up in ALMA - do not overlay the suppressed Order Services Bib for this series when cataloging; import a new OCLC record
- Do not give to students to search unless they know the above procedures
STANDING ORDERS CLASSED TOGETHER and STANDING ORDERS CLASSED SEPARATELY
- A suppressed Standing Order bib used for check-in by Order Services is set up in ALMA - do not overlay the suppressed Order Services Bib for this series when cataloging; import a new OCLC record
- Do not give to students to search unless they know the above procedures
ADDED VOLUMES
- If there is a red-bordered POL# with a handwritten Purchase Order Number flag inserted in the book, Search for a Bib record by PO Line in Alma and use only the bib related to that POL for adding items to the holding. If updating or importing a new record from OCLC, overlay onto this bib and do not add an additional bib record.
- Books without a POL flag: there is no no existing bib in Alma; import new record from OCLC and do not worry about POLs
* If mixed treatment of series is found by Order Services search (both a set record and addition series titles cataloged individually), Order Services will route to Cataloging for decision as to whether the item is a bona fide added volume
Problems
If you encounter problems with particular POLs, route them to Jeff, who will distribute them to his staff to fix. Please don't take them to individual Order Services staff to fix.
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