Journal Back Issue Orders

Revised for Version 16, 7/6/06

 

 


1. Processing Staff send back issue orders to Monograph Acquisitions, including a screenprint of the Aleph-created item list (which has enum/chron of desired issue, proc. notes, item processing  status, etc.)

 

Fund to be charged and signature of  authorized staff must be noted.
             


 

 

2. In the majority of cases, MonoAcq will attach this new back order to the existing bibliographic record for the standing order of the same title.   (If there is no standing order to attach to, MonoAcq will create an order for the back issue.)

 

 

TAB 1:

Material Type = BI

 

Library Note = List the specific volume/number(s) being ordered;

Also type the appropriate cataloging instruction for Serials Cataloging, which should be provided by the Processing Office:

 

1.Per Bk Ord:  Periodical Back Issues are issues which are ordered to fill in gaps or replace issues of an already-cataloged title.  If you use the instruction "per bk ord" in your records for these materials, serials catalogers will know they should expect to find a record in Barton and that the incoming issues will belong on the Barton record.

2. Percat:  Percat is an instruction used when a periodical has not yet been cataloged for MIT.  When SerCat sees this instruction, they don't expect to find a full catalog record in Barton and make their first search in OCLC rather than Barton.

 

 

                 

 

 

TAB 2:

Vendor Note = List the specific volume/number(s) being ordered

 

 

 

 

 

 

 

 

 

 

            TAB 3:

                        Quantity Note = List the specific volume/number(s) being ordered

                       

 MonoAcq  will _NOT_ create an item, by UNCHECKING the "Create Item Records" box on Tab 3 of the Order Form:

 

  1. MonoAcq staff completes the order by clicking on the “Send” button back on the “Order List” screen.

  2. MonoAcq will note the PO number in the Internal note section (Tab 3) of the Aleph-created ITEM for the same back issue by  changing from “Functional” to “Overview”, then clicking on “Items” in the Navigation Window, and then selecting the appropriate item for the back issue being ordered. 


    5.  MonoAcq arrives and stamps the issue and then passes the issue on to SerCat.

**IF all the issues that were ordered are not supplied, the LIBRARY NOTE on tab 1 of the Order Form should be edited to reflect what was shipped.  The Vendor Note should not be edited so that we have a record of ALL issues that were originally ordered.

Debbie Fazio should then be notified about the missing issues so she can create a new order with a different vendor.

6.  SerCat checks the holdings and adjusts, if necessary. Issue is forwarded on to Div.Lib.

7. When back-ordered issue arrives in library, Processing Staff will update status, as appropriate.