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Standing Order Procedure

(6/18/2009, 6/23/09 by ASHM)

Receipt of Standing Order Titles:

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• Acquisitions: Purchase Order includes a library note indicating the book is a Standing Order. Book maybe no longer a Standing Order but handle them according to this procedure. (Book has been approved by Joyce Tenney in Serials for purchase)

A. Search series/serial title in MAI global for a matching record.
See "Standing order 035 numbers" (.xls), "Updated Standing Order List," (.doc), and "OCM#'S_updated April 2009" (.doc), in the Standing Order folder. Lists are not necessarily complete, but include the most frequent Standing Orders. The .xls spreadsheet also includes information about sub-/alternate titles, etc.
B. If no matching record is found, it is likely that the title has been changed.

1. 1. Search Aleph and/or OCLC to find the title change and handle according to A18 Guide for Catalogers.
   2. If necessary, consult with Drew Alfgren in Reference for retention/handling instructions.
   3. Consolidate to make sure the issues/volumes are on the correct record.
      • See Aleph Cataloging Procedures (I:\BMS\Cataloging\Aleph How-to\AV18 Guide for Catalogers.doc) to create item and holding for the new record.
      • Check and make sure it is the call number we want to use.
      • Edit 852 subfields "h" and "i" in the HOL if necessary.
        • Add summary holding and standing order note:
          • Add a new field (F6).
          • Type in 866, 1st indicator "3" and 2nd indicator "0" (i.e., 866 30)
          • Add subfield "a" with the vol. information. E.g., 866 30 a 2000
          • Add subfield "x" with the text "Standing order information verified in Aleph." and today's date.
          • For titles that are "classed together and cataloged separately" and "classed separately and cataloged separately" (i.e., any title with no item information linked to the serial record) add subfield "z (public note)" "For specific volumes, search in CATALOG by author, volume title, or series title." See example "Lecture notes in mathematics" sys. no. 838868 HOL.
        • Record statistics to the Monthly Individual Catalog Statistics and Standing Order Check-in. (I:\BMS\Statistics)
   4. Notify Joyce Tenney of the title change and the new system number of the new record in Aleph.
      • Joyce will handle closeout and setup order/subscription for the new title.
2. If matching record is found:
   • Load the appropriate HOL record.
     • Edit the HOL record:
       • Delete 853 X and 853 _ (if present, DO NOT delete 853 3 2).
       • Delete 863 5 1s and 876s (if present).
       • Edit summary holding (866) to show the latest vol. received.
         • If summary holding state to withdraw earlier edition, update 866 as stated.
       • Save to server.
   • Choose from the following 3 situations:

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