Workflow for E-Books: Mar. 28, 2008 revision
(see also E-book Cataloging)
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E-Book Order Preparation.
Peter will get all available information about the item(s) requested (i.e. title(s), vendor, contact information, price, license requirements, etc.) from the selector.
After that, there will be 2 workflows depending on whether the e-books are being ordered individually or whether they are being ordered as a package (e.g., StatRef)
Individual E-Book Orders:
Peter will check our catalog to make sure that the title being ordered is not already available as either an e-book or a hard copy book.
If a print record is found, he will make sure it does not already have a hotlink for the electronic version from another vendor. (Note: Check also for NetLibrary e-books with separate records.)
If a hard copy exists, he will check with the selector to see if they still want to order the e-book version. If the order is to be placed, Peter will provide the ALEPH number of the hard copy with the rest of the information to Maria, who will create holdings record for the electronic copy and an ITEM record with IPS "OR (on order)" After the link is active and added to the record with the proper notes for the electronic copy, the IPS in the ITEM record needs to be changed from OR (on order) to SP (Suppressed). It is our policy NOT TO create ITEMS for electronic books.
If there is no hard copy, Peter will give the bibliographic information for the order to Record Creation (Ana). Ana will handle the order just like a firm order for a print book--that is:
- search OCLC and download a record for the electronic resource, if one is available;
- if a record for the electronic resource is not found in OCLC, she will create a provisional record from the template PROV-EBK.MRC.
- The sublibrary is FIELR; collection is EBK. (If vendor is NetLibrary, EBK4)
The Item Processing Status will display to the public as "OR (on order)." After the record is cataloged, the IPS in the ITEM record needs to be changed from OR (on order) to SP (Suppressed)
Ana will write the Aleph number on the paperwork that Peter had given her and she will then give it to Aurora. Aurora will be placing these orders because, as with a serial order, there are on-going maintenance fees that have to be paid annually for e-books.
Aurora will attach two orders, one serial order record for the ongoing fee and a monographic order record to encumber the one-time fee amount. When Aurora receives information from the vendor that the e-book is accessible, she will pass that information to Maria who will catalog the book.
If the e-book has been ordered from NetLibrary, OCLC notifies Cataloging that the file is available to download.
Package Orders for E-Books:
Unless the contents of the package is non-negotiable, Peter will check our catalog to make sure that none of the titles being ordered is already available as either an e-book or a hard copy book.
If print records are found for some titles in the package, he will check the records to make sure they do not already have a hotlink for the electronic version from another vendor. (Note: Check also for NetLibrary e-books with separate records.)
If he finds that hard copies exist for some titles, he will check with the selector to see if they still want to order the e-book version. If the order is to be placed, Peter will provide the ALEPH numbers of the hard copies with the rest of the information to Maria.
When the package is ready to be ordered, Peter will give the bibliographic information for the order to Aurora, who will create a SUPPRESSED provisional record from a template (EBOOKS.MRC template is used as a blanket record for payment only).
After Aurora creates the payment record and opens the order, she will send an e-mail to Sue, Elaine, and Maria with:
- Title
- ALEPH no. (for blanket record with payment)
- Preferred text for TKR field (for retrieval purposes, usually it is the same title used for the blanket record)
- Total of titles in the order
If ordered from NetLibrary, when OCLC sends Sue, Elaine, and Maria the MARC Record File Notification, we will notify Peter and Aurora if there is any conflict with the total number of titles in the order, then Maria will FTP file from OCLC and will upload records to ALEPH.
Maria will load* the records as:
- Sublibrary: FIELR; collection: EBK. (If vendor is NetLibrary, EBK4)
- No ITEM record
Then, she will add:
- TKR field constructed as follows:
"TKR vnetlib text "
Ex: "TKR vnetlib abcclio"
Click here to see list of ticklers used
- A note on the HOL record as cross reference for payment (852 subfield x)
852 |x For payment see [ALEPH no.]
Ex: "852 |x For payment see 1404257
Maria will be responsible for quality control with questions referred to Sue or Mirtha.
After Maria loads the records, she will send an e-mail to Peter and Aurora with the ALEPH numbers for the records created.
Aurora will notify the selector(s) that the package has been cataloged. If the package is reference material, she will also notify both BBC and UP reference librarians.
How to retrieve individual titles under a payment record
Anytime someone looking at payment record needs to know the list of ALEPH numbers paid on that record, they will copy the ALEPH number of the payment record and paste it into the advanced search staff note, keyword search box (Ex: WSN=1404225). They will get the full list of records paid on that payment record.
*Note: only the batches of NetLibrary records from the Solinet consortial plan are to be loaded with the special VR "OWN" code (these are notified to Margarita and she loads them separately); all firm order e-books will be cataloged or loaded in the FI "OWN" code.