Procedure for Serial Vendor Reports

TOPIC :   Serial Vendor Reports
OBJECTIVE : Update Sabio records with information received from vendors
RELATED TRAINING DOCUMENTS : Serial claiming documenation
DATE: Sept. 2004             
PREPARED BY : Sue Spence  

SHORT VERSION:

Note : This process relates to both regular monthly reports from vendors and individual responses to claims.

  1. Search title in Millenium
  2. Update records based on responses from publisher
    1. delivery problems
    2. frequency changes
    3. Discontinued titles
    4. Suspended titles
    5. Online access only
    6. Not yet published

LONG VERSION :

Delivery Problems:

Give to person doing serial claiming

Frequency Changes:

Update check in record:

  1. Press Ctrl E ( Edit Card)
  2. Update any necessary captions and pattern info that's needed
  3. Click OK
  4. Click on TOOL ( to change vol. expected date, etc)
  5. Click on Box menu
  6. Click on Update boxes as a group
  7. Update cover expected dates, enumeration as needed
  8. Click OK

Discontinued Titles:

A . Update check in record - Remove boxes for expected issues that will not be received and insert a box at the end with a status of blank and a note that says "ceased".

B . In the parameters, change the number of issues to be bound, if necessary and change the bind delay from 1 to 0 (so a pull slip will be generated for binding).

C . Update order record - change status to "z", put a "c" in the processing code field (and insert today's date as c-date).

D . Update bibliographic record - Change location if necessary (mncp to mn, for example) and add 866 (h) Holdings field (correct format is "v.1-3, (1990-1993) |nCEASED PUBLICATION". In bibliography record update the status and closing date in the fixed (008) field and close off the 260 and 362 fields, if you have the information. 

Suspended Titles:

A. Update check in record - delete expected dates on card and put a note in the next expected box that says (today's date), "suspended per Ebsco", (initials). (Put a "s" in the irregular claim field of the record.)

Online access only :

  1. Update check in record - delete expected dates on card and put a note in the next expected box that says (date), "Online only", (initials).
  2. In order record - put same note (today's date) Online Only, Per (IR Managers name), (initials)

Not Yet Published:

•  In Check in card -

modify box of volume that has not been published

•  status of card - click (N) Blank

•  take out expected date if any

•  note field - add (today's date) NYP per Ebsco , (initials)

•  In order record add note field (n) (todays date) NYP per Ebsco, (intials)