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Cataloging/Acquisitions Workflow

Cataloging/Acquisitions Workflow. William Rainey Harper College James Edstrom Michele Ukleja. Acquisitions Workflow: Order Preparation. Receive orders Paper requests Electronic http://www.harpercollege.edu/library/forms/colldev.shtml Sort by: Format (print or non-print) Vendors

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Cataloging/Acquisitions Workflow

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  1. Cataloging/AcquisitionsWorkflow William Rainey Harper CollegeJames EdstromMichele Ukleja

  2. Acquisitions Workflow:Order Preparation • Receive orders • Paper requests • Electronic • http://www.harpercollege.edu/library/forms/colldev.shtml • Sort by: • Format (print or non-print) • Vendors • Search Acquisitions module for duplicates • Search in vendor databases: • Price • Availability

  3. Acquisitions Workflow:Order Formulation • Create PO in Acquisitions module • Import MARC record from WorldCat or CARLI OR • Create “short MARC” record(All records are suppressed automatically in OPAC) 2. Approve purchase order & print 3. PO sent to Division dean for approval 4. Approved PO faxed to vendor 5. Print order slips for attachment to items when received 6. File PO in open order file

  4. Acquisitions Workflow:Receiving and Invoicing Receiving: • Materials arrive • Check against packing slip • Pull order slip and place with item • Send: • Item to cataloging • Packing slip to acquisitions

  5. Acquisitions Workflow:Receiving and Invoicing Invoicing • Wait for vendor invoice • Create Voyager invoice voucher • Don’t wait for entire order • Should match vendor invoice • PO stays open until all materials arrive with invoicing • Append line items from PO (do not append/receive) • Approve invoice • Print voucher (2) & receive • 1 copy for accounting • 1 copy for ACQ files • Send to Accounting for payment • PO is filed in “Open File” until complete

  6. Cataloging workflow:Search and Edit (OCLC) • Pull cart of materials (received from Acquisitions) • Search in OCLC • Edit Bib record in OCLC • Verify headings in OCLC Authority • Validate • Save in “MyStatus” file in OCLC (NON DLCs only) • NON DLC (original cataloging and AV materials) records go to cataloging librarian for: • Call number verification/assignment • Subject headings • Check in OPAC for duplicate call number • Cataloging librarian returns materials to Library Assistant • Update records (add holdings) and resave • Export to Voyager and save • Create label file in OCLC Label Program • Send to student aide for processing

  7. Cataloging workflow:Voyager record creation • Processed materials return to Library Assistant • Prepare to overlay records in Voyager • Short Marc records & Non-matching OCLC records need to have OCLC number edited • Import and Overlay order records in Voyager • Set Preferences • Be sure record has overlaid (MFHD will be present) • Bib records automatically removes suppression • MFHD retains suppression—manually remove • Add prefix in $k of MFHD (852) • 1 MFHD for volumes • Separate MFHDs for copies • 856 field (URL) is duplicated in MFHD • Verify all locations • Create item record

  8. Cataloging workflow:Quality check • Check entire cart in OPAC, checking for: • Correct display • Suppressed MFHDs • Incorrect location • Materials go to Circulation • Make note of special requests/rushes

  9. 1.ACQOrderPreparation 2. ACQOrderFormulation 3.ACQReceiving 4.ACQInvoicing 5.CATSearch&Edit(OCLC) 6.CATVoyagerRecordCreation 7.CATQualitycheck Ready to Circulate!

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