ASIALINK: APPENDIX A: ANTICIPATED WORKFLOW
Prepared by: Jean Tzung
REVISED November 19, 1997

    
1. UCSD:  Karl Lo selects titles to be ordered and sends request to AsiaLink. All   
items will be cataloged for the IR/PS stacks collection, unless otherwise indicated.  Karl
will indicate special treatment (Rush), or shelving locations on the order request sent to
AsiaLink.  The default location is ik (IR/PS Stacks); other locations may include ir
(IR/PS Reference); ckea (SSH East Asia); crea (SSH East Asia Ref).

2. AsiaLink:  Search INNOPAC for holdings prior to ordering to prevent duplication. 

3. AsiaLink:  Create brief, non-MARC bib records and order records in INNOPAC and   
order titles from the vendors.
        -  Use instructions included in Appendix B to create bib and order records.
        -  AsiaLink won't print purchase order forms using the INNOPAC system.

4.  AsiaLink:  Receive the materials.
        -  Update INNOPAC bib record to reflect correct author, title, publisher, date,
series, etc.  This will prevent possible duplication.
        -  Barcode books.  UCSD will supply barcodes.  Instructions for applying barcodes
are contained in Appendix B.

5.  AsiaLink:  Catalog the materials.
        -  Use OCLC TechPro's "Definition of match for monographs," to select
appropriate OCLC record or to determine when to input a new OCLC record.
        -  Set UCSD's holdings symbol (update record on OCLC)
        -  For existing OCLC records, lock and replace the master OCLC record in the
following cases:
             *  OCLC record lacks vernacular fields (add vernacular fields to descriptive
fields and access points).
             *  OCLC record lacks LC-type call number (050 or 090).              
       *  OCLC record lacks LC subject headings for works other than                  
literary works (novels, stories, poetry, plays, etc.)              
       *  The OCLC record contains an error in an access point that                   
affects retrieval. 
        -  Use instructions included in Appendix B, Cataloging specifications, to create bib
and item records and to verify headings and call numbers.
        -  When exporting records from OCLC to INNOPAC, use UCSD's constant            
data records to create 949 fields which contain instructions to INNOPAC regarding
creating the bib and item records.  Instructions for using the constant data records are
contained in Appendix B.
         - Print out paper copy of bibliographic record and keep it with the book (will be
annotated and sent to UCSD with shipment)

6.  AsiaLink: Authority processing:
        -  Write (in pencil) romanized author and title on title page. 
        -  Note variant forms of names and series on printout of bibliographic record;
UCSD will input authority records upon receipt of shipment

7.  AsiaLink: Prepare spine label and apply to book (see Appendix B for details)

8.  AsiaLink:  Add note in online order record regarding shipping date.

9.  AsiaLink:  Ship materials to Dennis Kelliher, IR/PS.
        -  Include with books a shipping statement that contains the INNOPAC             
assigned purchase order number, and an itemized list of titles and their costs.

10.  AsiaLink:  The actual billing for services, materials, and shipping and handling
fees will be included in the monthly OCLC statement which is sent to Bonnie Hornbeck,
Business Services Dept.

11.  UCSD:  Upon receipt of cataloged materials from AsiaLink, Dennis Kelliher will do
the following:
          -   Compare the shipping statement with the books received and note any
discrepancies on the statement, then send the statement to Katie Grimm.
          -   Add RDATE to order record.
          -   Change item record status to -  [dash]
          -   Property-stamp and tattle-tape each piece.
          -   Send books to shelving.
          -   Send printouts from books to Jean Tzung, who will review records and will
assign authority record keying.