As you can see from the header, this procedure assumes that there is no record in Aleph, but check anyway as outlined below:

1. Search Aleph to see if we have a copy of the book. If UP already has a "cataloged" copy or a copy "on order" take book with invoice to Acquisitions Department for them to make a decision whether to add it as a second copy, cancel the existing order or return book to the vendor, write a note with the initials of the person that made the decision on the invoice.



2. If you find that BBC already has a copy cataloged in ALEPH, create an ITEM RECORD and a HOLDING RECORD in ALEPH for the UP copy.



3. Place on "Added Title" shelf for Margarita.



4. Write Aleph bib number on invoice and t.p. verso of the book. When the invoice is completed return to Acquisitions dept.

The real procedure starts here:

1. If no record is found in Aleph, search OCLC.


NOTE:When you first open Connexion you have a choice of three profiles. Select the one that better describes your workflow.

GENLOAD (OCLC will export one or more records to a file on local drive and Margarita will upload them using GENLOAD)

ALEPH Bib only (OCLC direct export uploads one record at a time, it will only create Bib record in ALEPH)

ALEPH HOL & Item (OCLC direct export uploads one record at a time, it will create HOL record and a system provided item record in ALEPH)

Edit 049 field correctly. [Add subfield L and scan barcode if you are using GENLOAD profile]



If DLC cataloging is found, update holdings and write "U" for Update on the t.p. verso (do not update if 2nd & 3rd level).



Export record.



Let Margarita or Maria know if they need to upload the records using GenLoad.



Search Aleph and write the Aleph bib system number on the invoice and t.p. verso of the book.


Gustavo would skip the next 3 steps if he is going to catalog the book right away.


Set the Item Processing Status to "IP" which means "In Process."



Add 852 subfield x that says A) "2nd lvl" or "3rd lvl"; B) current or non-current; C) date; and D) any other necessary temporary information that is applicable. [Macros will be set up to input this data.]



Place books on "DLC" or "2nd lvl" or "3rd lvl" shelves.

These steps are for Gustavo who catalogs the DLCs either at the same time as he does record creation or shortly after Ana has brought records into the database:

1. Catalog record as usual.



2. Check ALEPH to make sure that 1) the Item Record has the correct Item Status and Material Type and 2) the Holdings Record has the correct indicator in the 852 field.



3. If someone else brought the record into the database, change the Item Processing Status from "In Process" to [blank] which means "not in process."