Record Creation procedures for Firm Order

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  1. Search ALEPH; make sure we don't have a copy of the book.


  2. If the item(s) to be ordered is part of a multivolume set and we already have some volumes or parts cataloged do not create a dummy barcode, just add the following public note in the holdings record |z ON ORDER: v. x, x, x.


  3. If no record was found in ALEPH search OCLC and export.


  4. Upload record into ALEPH with Genload using profile "FI FIRM-ORDER" (this profile is set up to create a system provided barcode with item process status "PO" which means Pre-order Process). If you decide not to use Genload and use OCLC direct export instead, log on using "ALEPH Hol & Item" profile, search title in ALEPH and change item process status to "PO" which means Pre-order Process.

    If the item is a multivolume set create only one dummy barcode with item process status "PO" which means Pre-order Process.


  5. If no record is found in OCLC see procedures to create a provisional record.


  6. Search title in ALEPH and write ALEPH system number on LRF slip and return to Acquisitions.


  7. When the books are received, Acquisitions will place them on the "Firm order shelf" with item status "CT" (Arrived and sent to Cataloging).


  8. Record creation staff will take books from the "Firm order shelf" and will process as follows:


  9. Search record in Aleph and change item process status to "IP" (In Process).


  10. If record is DLC/DLC search OCLC and Update holdings. Give book to Aida, Gustavo or Marilyn to process.


  11. If record is 2nd or 3rd level DO NOT update, give 2nd level book to Maria or Nora and 3rd level book to Mirtha to process.