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Standing Order Procedure

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

Receipt of Standing Order Titles:

• Accounting & Receiving: The mailing label on the package indicates clearly that the item is a standing order shipment. Alternatively, the title may appear on the Standing Order List kept by Accounting and Receiving. Books are delivered to DBM's Standing Order cart with the paperwork. After the books are cataloged, the paperwork is sent to Joyce Tenney in Serials for payment process.

• Serials: no paper work is included. Payment process has been taken care of in Serials. Books are delivered to DBM's Standing Order cart.

• 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)

1. Search series/serial title in MAI global for a matching record.
2. If no matching record is found, it is likely that the title has been changed.
   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.
3. 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:
   1. Added Edition/Added Volume
      • Create item by pushing to Items Module:
      • Highlight the item for the latest existing vol.
        • Click on the "Duplicate" button
        • Catalog according to the AV18 Multivol Procedure (I:\BMS\Cataloging\Aleph How-to\AV18 multivol.doc)
      • Record statistics to the Monthly Individual Catalog Statistics and Standing Order Check-in. (I:\BMS\Statistics)
      • Notes:
        • If summary holdings state to withdraw/move earlier edition from a particular Collection, follow instructions according to the summary holding (866).
        • Ready Reference items may have been cataloged as a Temporary Location. Update item as instructed in the summary holdings (866).
   2. Class Together, Catalog Separately
      • Flag book with Standing Order tag and write the call number on the tag.
      • Search Aleph and/or OCLC to find the appropriate and handle according to A18 Guide for Catalogers.
        • Catalog with corresponding call number.
        • Record statistics to the Monthly Individual Catalog Statistics and Standing Order Check-in. (I:\BMS\Statistics)
   3. Class Separately, Catalog Separately
      • Flag book with Standing Order tag.
      • Search Aleph and/or OCLC to find the appropriate and handle according to A18 Guide for Catalogers.
        • Record statistics to the Monthly Individual Catalog Statistics and Standing Order Check-in. (I:\BMS\Statistics)
4. If no matching record is found in Aleph:
   • Check with Joyce to see if the book is a new Standing Order.
   • If the item is a new Standing Order:
     • Search Aleph and/or OCLC to find the appropriate record and handle according to A18 Guide for Catalogers.
     • Consult with Drew Alfgren in Reference for retention/handling instructions.
     • See Aleph Cataloging Procedures (I:\BMS\Cataloging\Aleph How-to\AV18 Guide for Catalogers.doc) to create item and holding for the new record.
   • Edit 852 subfields "h" and "i" in the Holdings.
     • 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)
   • Notify Joyce Tenney with the new system number of the new record in Aleph.
   • Joyce will handle setup order/subscription for the new title.