When you add a comes on record (i.e., a record for a title that comes as a result of an order to another title, or to a package) to the Commitments Database you have the option of:
Whatever method you choose, watch the following fields. Note that the term "child record" refers to the comes on record you are creating, and the "parent record" refers to what the child comes on. A parent record could be an individual print title, and the child record is the online that comes with it for free. A parent record could also be the record for Science Direct, and the children are all the ejournals that come within that package.
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FYBegin
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will be filled in automatically with the fiscal year in which the record was created; you can't change it, and you don't need to |
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Status
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A for Active |
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FYEnd
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blank |
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Order
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use a number from the "T" series (e.g., ST, LT, DT, etc.) that corresponds to the library where the title "belongs" |
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Library
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In order to distinguish between the "library" that purchased a title and the "library" where the title resides, we are using the Library field. For example, if an e-journal is ordered through the Networked Resources fund, its Order number will begin with an N (see below under Order). Its Library, however, would more accurately be coded as E or A or D. |
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Fund
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use the fund of the parent record |
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Type
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based on how the title is cataloged (mostly) J = Journal (in Barton, collection=Journal) |
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FMT
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P = Paper F = Microfiche/Microfilm C = CD-ROM E = Electronic (Web versions) |
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Y=Yes Used only for journals (Type=J), this field is used to identify whether or not we have an alternate format (print or electronic only) for the title. The Formats F for film/fiche and C for CD-ROM do not count as Alternate Formats. We are only interested in the relationship between P and E. Do not code or take into consideration JSTOR records at all; they do not constitute access to current issues of the titles and therefore we are not counting them as alternate formats For example, we have a print subscription to International Journal of Picnicking, and it includes free access to the online version. There will be a record in Commitments for the print and a record for the online (in this case, coming on the print). In each record, the FMT_Alt field will say Y for Yes, we have an alternate format for this title. As another example, we have a print only subscription to The French Toast Journal, and have actively chosen not to get the combined print and online subscription. In the FMT_Alt field in the record for the print it will say N, for No we do not have an alternate format for this title. For something such as as the parent record for ScienceDirect from Elsevier, this field will say P for Package |
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Vendor
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use the Vendor of the parent record |
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VenChk
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ignore |
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ComeOn
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use the parent PO number here |
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Title
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Commitments uses the title as it is represented in Barton. For ejournals, add the phrase [WEB ACCESS] to the end of the title. |
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Cty (Country)
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usually, use the country code of the parent record |
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Publisher
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usually, use the Publisher of the parent record |
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PubChk
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This is the last date we confirmed that the entry listed in the Publisher field is the correct publisher. Use the PubCheck date of the parent record, OR if you've verified this more recently update the date in both the record you're creating and the parent record. |