ACQUISITIONS RECORDS IN VOYAGER

TOPIC: ACQUISITIONS RECORDS IN VOYAGER
Date: July 11, 2001
Issued by Cataloging Support Section - Beck
Distribution: CatSS (all); Head of Cataloging

GENERAL INFORMATION

There are 8 major types of Acquisitions order records currently in Voyager:

  1. Full bib records found in Voyager ("visible" added copies)
  2. Full bib records not found in Voyager
  3. Collection Manager order records (Firm Orders)
  4. Collection Manager brief order records (bounced Firm Orders) MERGE
  5. Brief "ACQREC" bib records MERGE
  6. Brief BNA Shelf-ready records MERGE
  7. "Invisible" added copies and volumes
  8. Migrated "HAWCARL" brief bib records

Each of these records must be treated in different ways. You will need to identify what type of bibliographic record exists in Voyager before you start to process the material. When searching by title; be aware order record title may not match piece in hand (e.g. CIP records, typos in records, title changes, etc.). Use the Acq module to check order number. To be able to use the Acq module, it must be running. Start the Acq module by double clicking on the Acq icon, and logging in, using the same operator ID and password that you do for the Cataloging module. It is recommended that you start the Acq module whenever you start the Cataloging module. Set your import preferences to OCLC or RLIN conditional. OCLC conditional should be used for all records other than RLIN records; RLIN conditional should be used for RLIN records. NEVER SELECT A MERGE/OVERLAY PROFILE AS YOUR IMPORT PROFILE. For merge procedures to work (4, 5 and 6), the MERGE functionality must be enabled. MERGE must be used only for these merge procedures.

PROCEDURES

  1. Full bibliographic records. These are full bib records that Acquisitions found in Voyager and built their order against. Search the title, retrieve the bib record, then:

    1. Check the order number through the Acq module.
    2. Click the Hierarchy button to check that the piece is received. A MFHD was built by ACQ when the order was placed. The Order status line must read
      [#] Copy Received as of [date]
      if the MFHD reads [#] Copy Ordered as of [date], the piece has not been received, and must be returned to Acquisitions before you can proceed.
    3. Check the piece against the MARC record. If it is a match, proceed. If it is not a match, bounce the piece back to Head of CatSS.
    4. Retrieve and unsuppress the MFHD. Pull the call number from the bib record using Record/Get call number (Control+N) In the case of added copies, make sure the pulled call number is correct. Edit the MFHD as needed (multi part item, copy number, accompanying material, etc.). Check the Location Code against the worksheet or selectors instructions. Save the MFHD.
    5. Create the ITEM record(s) and link with barcode(s). Check the Location and Item Type for compatibility. Make sure Copy number and Pieces buckets match what is in the MFHD. Save the ITEM record(s).

  2. Full bibliographic records not found in Voyager. These are full bib records that Acquisitions found on the utilities, downloaded into Voyager and built their order against. Search the title, retrieve the bib record, then:

    1. Check the order number through the Acq module.
    2. Click the Hierarchy button to check that the piece is received. A MFHD was built by ACQ when the order was placed. The Order status line must read
      [#] Copy Received as of [date]
      if the MFHD reads [#] Copy Ordered as of [date], the piece has not been received, and must be returned to Acquisitions before you can proceed
    3. Check the piece against the MARC record. If it is a match, proceed. If it is not a match, bounce the piece back to Head of CatSS.
    4. Delete the two 591 tags that indicate the record is an Acquisitions order record:
        591 suppx
        591 UHM: ACQREC
    5. Do edit checking as required. Unsuppress the MARC record. Save the MARC record.
    6. Retrieve the MFHD. Pull the call number from the bib record using Record/Get call number (Control+N) Edit the MFHD as needed (multi part item, copy number, accompanying material, etc.). Check the Location Code against the worksheet or selectors instructions. Save the MFHD.
    7. Create the ITEM record(s) and link with barcode(s). Check the Location and Item Type for compatibility. Make sure Copy number and Pieces buckets match what is in the MFHD. Save the ITEM record(s).

  3. Collection Manager Firm Order records. These are bib records that Acquisitions downloaded from BNA's Collection Manager and built their order against. Search the title, retrieve the bib record, then:

    1. Click the Hierarchy button to check that the piece is received. A MFHD was built by ACQ when the order was placed. The Order status line must read
      [#] Copy Received as of [date]
      if the MFHD reads [#] Copy Ordered as of [date], the piece has not been received, and must be returned to Acquisitions before you can proceed
    2. Examine the bib record.
        If it is a brief record, treat as a Brief "ACQREC" bibliographic record (see #5, below), beginning at step b.   If it is a full record, treat as a Full bibliographic record not found in Voyager (see #2, above), beginning at step d.

  4. Collection Manager Firm Order bounces (Merge). These are bib records that bounced against brief Collection Manager bib records that Acquisitions have built their order against. Search the title, retrieve the brief bib record, then:

    1. Click the Hierarchy button to check that the piece is received. A MFHD was built by ACQ when the order was placed. The Order status line must read [#] Copy Received as of [date] if the MFHD reads [#] Copy Ordered as of [date], the piece has not been received, and must be returned to Acquisitions before you can proceed.
    2. From the Workfile on the LAN open (as a Work Record) the full record from the file titled Firm Order Bounces. Do editing as needed to Workfile record. File the full bib record. A dedup detection screen will appear.
    3. From the **list of bib records**, select and retrieve the Collection Manager brief bib record.
    4. To make sure that you are overlaying the correct record, you need to verify a match of the Acq number. This is written on the work sheet. Search for the order number from the brief bib record using Record/View Line Items in Acquisitions (Control+M). This displays the Line Item screen in Acquisitions. The order number can be found by clicking on the tab labeled Order, or by typing Alt+O. If they are a match, proceed with the overlay (Click on the dedup detection screen bar on the task bar)
    5. Select the Merge button. This will overwrite the brief bib record with the full bib record.
    6. Retrieve the MFHD. Pull the call number from the bib record using Record/Get call number (Control+N) Edit the MFHD as needed (multi part item, copy number, accompanying material, etc.). Check the Location Code against the worksheet or selectors instructions. Unsuppress the MFHD if needed. Save the MFHD.
    7. Create the ITEM record(s) and link with barcode(s). Check the Location and Item Type for compatibility. Make sure Copy number and Pieces buckets match what is in the MFHD. Save the ITEM record(s).
    8. Delete the Work Record from the LAN (if your options are not set to delete from work on file)

  5. Brief "ACQREC" bibliographic records (Merge) These are brief bib records that Acquisitions built because they could not find acceptable copy or (in the case of AV materials) didn't search (on the utilities) and built their order against. Search the title, retrieve the brief bib record, then:

    1. Click the Hierarchy button to check that the piece is received. A MFHD was built by ACQ when the order was placed. The Order status line must read
      [#] Copy Received as of [date]
      if the MFHD reads [#] Copy Ordered as of [date], the piece has not been received, and must be returned to Acquisitions before you can proceed.
    2. Input a 024 tag, first indicator 8 into the brief record. In subfield a, enter the vid number of the record being upgraded. The vid number should be in the format:
      vid######.
      For example, if the vid number is 324, both records would have vid324 in subfield a of the 024 tag. If the vid number is 209365, record would have vid209365 in subfield a of the 024 tag. Write the vid number on the order sheet. Save the brief BIB.
    3. Search the utilities. If you can not find a match, edit the brief bib into an IN PROCESS record and send it to Original Cataloging. Leave the 591 tags in the record, but delete the 024 vid# tag.
    4. If a match is found, download the bib record onto your PC. Import the record into Voyager. Do editing as needed to the full bib.
    5. Input a 024 tag, first indicator 8 into the full record, using the vid number written on the order sheet
    6. File the full bib record into Voyager. A dedup detection screen will appear. From the **list of bib records**, select and retrieve the brief bib record.
    7. To make sure that you are overlaying the correct record, you need to verify a match of the Acq number. This is written on the work sheet. Search for the order number from the brief bib record using Record/View Line Items in Acquisitions (Control+M). This displays the Line Item screen in Acquisitions. The order number can be found by clicking on the tab labeled Order, or by typing Alt+O. If they are a match, proceed with the overlay (Click on the dedup detection screen bar on the task bar)
    8. Select the Merge button. This will overwrite the brief bib record with the full bib record
    9. Retrieve the MFHD. Pull the call number from the bib record using Record/Get call number (Control+N) Edit the MFHD as needed (multi part item, copy number, accompanying material, etc.). Check the Location Code against the worksheet or selectors instructions. Unsuppress the MFHD if needed. Save the MFHD.
    10. Create the ITEM record(s) and link with barcode(s). Check the Location and Item Type for compatibility. Make sure Copy number and Pieces buckets match what is in the MFHD. Save the ITEM record(s).
    11. Delete the full bib record from your PC (if your options are not set to delete from Import on file).

  6. Brief BNA Shelf-ready records (Merge) These are brief bib records that Acquisitions used in a bulk load to automatically build the PO and MFHD. For these materials, turn your validation off. Search the title, retrieve the brief bib record, then:

    1. Input a 024 tag, first indicator 8 into the brief record. In subfield a, enter the vid number of the record being upgraded. The vid number should be in the format:
      vid######.
      For example, if the vid number is 324, both records would have vid324 in subfield a of the 024 tag. If the vid number is 209365, record would have vid209365 in subfield a of the 024 tag. Write the vid number on the order sheet. Save the brief BIB.
    2. Search the utilities. If you can not find a match, edit the brief bib into an IN PROCESS record and send it to Original Cataloging. Leave the 591 tags in the record, but delete the 024 vid# tag.
    3. If a match is found, download the bib record onto your PC. Import the record into Voyager. Do editing as needed to the full bib.
    4. Input a 024 tag, first indicator 8 into the full record, using the vid number written on the order sheet
    5. Turn your validation on. File the full bib record into Voyager. A dedup detection screen will appear. From the **list of bib records**, retrieve the brief bib record.
    6. To make sure that you are overlaying the correct record, you need to verify a match of the barcode. Click on the Get Items button to retrieve the barcode. Compare the barcode numbers. If it is a match, close the ITEM record and proceed with the overlay. (Click on the dedup detection screen bar on the task bar)
    7. Select the Merge button. This will overwrite the brief bib record with the full bib record.
    8. Retrieve the MFHD. Pull the call number from the bib record using Record/Get call number (Control+N) Answer OK to the prompt to change the call number. Edit the MFHD as needed (multi part item, copy number, accompanying material, etc.). Check the Location Code against the worksheet or selectors instructions. Unsuppress the MFHD if needed. Save the MFHD.
    9. The ITEM record has already been built out. Check the Location and Item Type for compatibility. Make sure Enumeration, Copy number and Pieces buckets match what is in the MFHD. Add additional ITEM records if needed. Save the ITEM record(s).
    10. Delete the full bib record from your PC (if your options are not set to delete from Import on file).

  7. "Invisible" added copies and volumes. These are order records which have attached to MFHD's that already have a subfield h, and therefore don't appear in the Hierarchy view.

    1. To make sure that you are linking the items to the correct MFHD, you need to check the Acq number. This is written on the work sheet, formatted as OUZM#####
    2. Search for the order number from the bib record using Record/View Line Items in Acquisitions (Control+M). This displays the Line Item screen in Acquisitions. The order number can be found by clicking on the tab labeled Order, or by typing Alt+O.
    3. Compare the numbers, if they match, this is the correct record.
    4. Create additional MFHD(s) if needed. Check the worksheet for locations.
    5. Create appropriate ITEM record(s).

  8. Migrated HAWCARL brief bib records. These are brief order records that migrated from the CARL system. Once the piece has been received in Voyager, Acq deletes the PO that is attached, thereby freeing up the brief bib record and MFHD to be deleted.

    1. If, while searching, you discover a HAWCARL bib for a piece in hand, click the Hierarchy button to see if there is a PO attached.
    2. If the Order Status says In the Pre-Order Process, there is a PO attached. Make a printout of the brief bib record and give it to the Head of CatSS. Head of CatSS will forward the printout to ACQ for deletion of the PO.
    3. If the Order Status is blank, there is no PO attached, and the MFHD and brief bib may be deleted.

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