RE: [lawvoyage] Acquisitions - ordering

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Andrea Rabbia (arrabbia@law.syr.edu)
Wed, 14 May 2003 10:13:28 -0400

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Message-Id: <sec216ce.073@LAW.SYR.EDU>
Date: Wed, 14 May 2003 10:13:28 -0400
From: "Andrea Rabbia" <arrabbia@law.syr.edu>
Subject: RE: [lawvoyage] Acquisitions - ordering

Thanks Bernice. We actually have the 948 field searchable in the public catalog so that subject specialists can access what they need. They generally search in the builder search (where 948 has been added as an searchable field) for the vendor and the year of review. For us, having it searchable in the OPAC was more important than searchable via reports. However, I think it could be done via the BLOB. Feel free to contact me with any questions. Andrea

>>> Bernice.Polvi@just.gov.ab.ca 05/13/03 06:24PM >>>
Hi Andrea -

How about that - I never knew about the book icon in the upper left corner - little things that one learns!

And thanks for the information on the 948 - it looks like something that could work for us. We will, of course have to code all the records, but once the info is in, it's done. I may have more questions when I look at it more closely. Do you have a query that extracts all the records with 948s? I tried recently to write a query to extract records with 093s, but it didn't work. This sounds like the same type of query.

This looks like a good presentation for EndUser....

I enjoyed meeting you also - and too bad I didn't meet you earlier in the conference. Or perhaps lucky for you I didn't - I understand you are a wealth of information on ordering and invoicing and *the* person to talk to about the processes. I may send some questions your way...

Bernice

>>> arrabbia@law.syr.edu 05/13/03 11:07AM >>>
Hi Bernice,

You *can* tell in CAT a suppressed record (BIB, MFHD, etc.) from an active record by the icon in the upper left hand corner of the open record. If the record is active, the icon is a red book; if it is not active, the icon is greyed out. You cannot tell from the list of holdings records, though.

Regarding how to identify what titles to investigate to order annually
(or every three years) we make use of special coding in the 948 field in the bibliographic record. You can see how we do this on the lawvoyage site where our AALL 2002 presentation is loaded: http://lawmail.pepperdine.edu/voyager/ (under "Jan Fleckenstein and Andrea Rabbia's presentation on tracking order decisions in the public catalog.") We calls these "write-to-orders" or WTOs. If you have any other questions, please let me know.

It was nice meeting you at EndUser, Andrea

Andrea Rabbia Technical Services Librarian H. Douglas Barclay Law Library Syracuse University College of Law E.I. White Hall Syracuse, New York 13244-1030 315-443-9562 315-443-9567 (fax) arrabbia@law.syr.edu

>>> Bernice.Polvi@just.gov.ab.ca 05/13/03 12:53PM >>>
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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