Procedures for Processing Cox Library Materials

I. Pre-Order Search & Verification.

    A. Receive order cards from Cox Librarian.

    B. Search and verify in Unicorn Workflows that no bibliographic record already exists for requested orders.

      1. If the requested order...

        a) already exists as a circulating item in either the Cox or Cook collections, the order card/cards are returned unprocessed to the Collection Development Librarian at Cox Library.
        Be sure to include on the order card/cards the Unicorn Workflows local control number and the call number.
        b) already exists in a Cox or Cook collection as a reference or non-circulating (ie, special collections) item, then the order may still be processed, but as an "add item" in Unicorn Workflows.
        c) does not exist in the Unicorn Workflows database, proceed with the requested order.

    C. Search and verify order information.

      1. Databases/sources used for order information verification:

        a) New books - BIP
        b) Serials - EBSCO or UMI
        c) Media - Whatever info accompanies the order request (ie; catalogs, mailers, etc).

      2. Locate matching bibliographic/order record.

    D. On order card, based on information provided by database/source, verify accuracy of the following information where applicable: author, title, publisher, publishing date, edition, volumes, number of copies needed, series title, LC number, and ISBN. Fill in this information if it is missing on the order card.

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I. Pre-Ordering Cox Materials.

    A. In OCLC Prism database, search for matching bibliographic record, preferably by author/title key (4,4) or by title key (3,2,2,1), and use appropriate qualifier (/bks, /rec, etc.) to narrow search.

    B. Verify accuracy of matched record by comparing all items of bibliographic information to those found on the order card.

      1. If no record can be found in OCLC, or if the record is not an "Enhanced" record (found in 040 tag), with a yellow high lighter, mark a diagonal slash across the order card. Set these order cards aside for now.

      2. If an "Enhanced" record is found in OCLC, at top of order card, in pencil, record: OCLC#/date/initials/SAVE#.

    C. Update record (u <F-11>).

    D. Export record to Unicorn Workflows database (<F-1> or exp <F11>).

      1. Save record (s <F-11>). Toggle (<alt>n) to GEAC to verify that record has completely exported.

III. Ordering Cox Materials.

    A. Sort order cards by vendor.

      1. Vendor is chosen depending on the circumstances of each new material purchase.

    B. In Unicorn Workflows/Acquisitions/Order/Add screen:

      1. Set up vendor. This may not need to be done. Most vendors are already set up. When the name of a vendor is typed in the vendor field, the ordering program will pull up all details and pertinent information for that particular vendor. If the vendor has not been previously set up, the order program allows you to add the vendor at this time.

      2. Search for record by OCLC number and Retrieve.

      3. Fill in library, requestor (3 letter dept. code/requestor's last name), selector, order type, vendor, book price, and fund.

      4. Accept the order record and go to Notes (note screen) to input OCLC number and/or any relevant processing notes and File. Exit back to order screen and File again (these commands create the purchase order record, which is processed after hours. The PO's are delivered the following day).

        a) BUT, if order is a RUSH item, cut order immediately.

    C. Once purchase orders are received, check for accuracy against order cards and mail out to respective vendors.

    D. File order cards in alphabetical order and maintain in a records file.

IV. Receiving Cox Materials.

    A. Verify that materials received are materials listed on invoice. Verify quantity and price.

    B. Inspect quality and condition of materials received. If any received materials are damaged, give to acquisitions supervisor.

    C. In Unicorn Workflows/Receive menu, retrieve record by title or PO number, and input receipt date. Accept, Print Screen, and File (these commands will record date of receipt). Insert received item record into received material. The following day, after the calendar processor has run overnight, the status of the new material will be updated to read "in-processing".

    D. Deliver materials to cataloging department for in-processing.

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