Message-Id: <5.2.1.1.2.20030514081621.011bfa38@wiscmail.wisc.edu> Date: Wed, 14 May 2003 08:24:06 -0500 From: Victoria Coulter <vacoulter@facstaff.wisc.edu> Subject: RE: [lawvoyage] Acquisitions - ordering
Hi Bernice,
It's possible I'm not understanding your situation completely so bear with
me.
We also have several titles for which we only get every other year, even if
it's an annual. For these, a public note is added to the MFHD stating
"Library receives even years only" or some such note. Then, I create a
Continuation purchase order with a publication pattern that fits our
subscription. So, even if this is an annual, I set up the subscription
pattern (with a pop-up note stating "Accept even years only" so the odd
numbered years are not accidentally checked in) as a biennial. That way,
there are many opportunities to see that we don't get the odd years (or
whatever). The only problem with this is that the money is re-encumbered
annually, even for the years when you don't expect to pay for the title.
I would handle your looseleaf situation in a similar way. If you want to
reorder annually, just set up a publication pattern as an annual stating in
both the mfhd and the pop up note that a new edition should be reordered
when the title appears on the problems list. In our case, we would then
edit a public note in the mfhd to state "not kept up to date after release
##" and change the release number to match the last release filed in each
new edition.
Just my 2 cents but, as I said, I may not be completely understanding your
situation. I certainly wouldn't create a new purchase order every
year. That seems like extra work and you have to remember to do
it. Instead, if we don't get the annual we want, we would claim it.
Good luck!
Vicky
Victoria Coulter
Acquisitions/Serials Librarian
UW Madison Law Library
975 Bascom Mall
Madison, WI 53706
vacoulter@wisc.edu
608-263-4325
608-262-2775 (FAX)
At 10:53 AM 5/13/2003 -0600, you wrote:
>Hi Carol - I looked for you at EndUsers this year to thank you for all the
>help you've given me with previous questions, but never saw you - did you
>attend? Of course I don't know what you look like, so that was a
>problem. I also inquired about a list of attendees so I could try to
>locate people who have helped but they don't publish a list of delegates.
>
>I haven't had a response back on the loose-leaf question - I suspect we
>will enter a unique code in the note field of the po and see how that
>works for us. If I do hear anything back I will let you know.
>
>I played in the training database a bit this morning trying to get the
>order information to show when ordering something that is already in the
>catalogue - i.e. the STO issue - ordering the 2003 edition of an annotated
>act. I tried not linking to the existing mfhd, and having the system
>create a new mfhd (planning to suppress it), but the system linked to the
>existing mfhd anyway - which is not what the manual says it will do. We
>figure if wee need the info displayed in the opac, the only way to do so
>for these items is to manually add a z (public note) to the 852.
>
>When you suppress the mfhds, you cannot tell in Cataloguing which mfhds
>are suppressed - do you find that you end up with a large number of
>suppressed mfhds and that it becomes hard to distinguish between
>suppressed and active?
>
>Bernice
>
> >>> CKlink@uwyo.edu 05/13/03 09:41AM >>>
>Bernice: Let me know about the last one about the Looseleafs.
>
>Yes we usually order STO when we can with one PO and 1 MFHD. However we
>do suppress MFHDS when they have PO's attached. We complete the PO's
>but don't delete unless there is no payment info attached. You can
>relink the component with a new PO and you don't lose the history that
>way. However, most STO's we don't show in the OPAC since they don't
>follow the usual prediction if any, and don't get bound. Perhaps some
>of the larger law libraries have an answer for you. Good luck. Voyager
>is not the ideal system for law libraries.
>Carol A. Klink
>Head of Technical Services
>University of Wyoming
>College of Law Library
>P.O. Box 3035
>Laramie, WY 80271-3035
>(307)766-5731
>(307)766-4044 (fax)
>
>
>
>-----Original Message-----
>From: Bernice Polvi [mailto:Bernice.Polvi@just.gov.ab.ca]
>Sent: Tuesday, May 13, 2003 9:05 AM
>To: lawvoyage@law.pepperdine.edu
>Subject: [lawvoyage] Acquisitions - ordering
>
>
>I have been puzzling about this process, and hope someone has some
>insights for me.
>
>We are beginning to place orders in Acquisitions. As a law library we
>typically have annuals that could be on standing order, but because of
>fiscal considerations aren't - we order them once every 2 years or so.
>Now, according to the documentation the presence of a call number in the
>mfhd turns off the display of order status in the opac. So....if you let
>the system create a new mfhd, you then have 2 mfhds. When the item
>arrives you link the item record to the appropriate mfhd and modify the
>holdings, etc. What happens with the mfhd that is linked to the po? You
>can't delete it because it is linked to the po - or do you complete the
>po? I am sure I read somewhere that completing the po severs the link
>and you can do whatever you want with the mfhd, etc. (right/wrong?). Or
>do you suppress the mfhd linked to the po and as this process continues
>do you then have many suppressed mfhds in the database? How do you enter
>the year on the order so that it displays in the opac? If anyone is
>willing to share their procedures I would be very grateful.
>
>We are also looking to cancel many loose-leaf subscriptions and go to
>annual one-time purchases - does anyone have any suggestions on how to
>identify items to generate a report of titles that should be ordered
>annually? I was thinking of entering a code into the note area of the PO
>as it can be searched, and therefore a report generated, but is there a
>better option?
>
>Thanks.
>
>Bernice
>
>
>*************************************************
>Bernice Polvi
>Head, Technology & Technical Services
>Law Society Libraries
>1A Sir Winston Churchill Square
>Edmonton, AB
>Canada
>T5J 0R2
>Telephone: (780) 415-8576
>Fax: (780) 427-0397
>Email: bernice.polvi@gov.ab.ca
>
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