Chinese and Japanese Acquisitions Procedures
Prepared by Jean Tzung
Nov 18, 1999
Ordering
· Receive monograph and serial orders requests for East Asia and IRPS collection from the Chinese and Japanese bibliographers.
· Perform preliminary search on Innopac to eliminate duplicate orders.
· Count orders and duplicates for East Asia and IRPS; record on ordering statistic sheet.
· Remaining orders are searched on OCLC; exact or variant record is exported into Innopac with order record attached.
· If no OCLC record found, key in the short bibliographic and order records.
At Ordering and receiving subsystem select function "key new records."
Select "Bibliographic records and order records" from the options
Select 10.cjkja for Japanese orders, 11.cjkcc for IRPS Chinese orders, 12.cjkea for East Asia Chinese orders as bibliographic record defaults and 2.cjkjpn for Japanese orders, 3.cjkchi for IRPS Chinese orders, 4.cjkcea for East Asia Chinese orders as order record defaults
Note the following answers
Check for duplication? (y/n) y
Use today's date as ORDER date? (y/n) y
Use today's date as RECEIVED date? (y/n) n
Print purchases orders for ALL, NO or SOME records? (a/n/s) a (n for Japanese)
Foreign currencies in est. prices? (y/n) y
Do you want to key MARC records? (y/n) n
Do you want to key SUBSTITUTION phrases? (y/n) y or n
Are all options as you want them? (y/n) y
The variable fields to key in are: author, title, and place of publication, publisher, year of publication, series title, ISBN, pagination (or volume). Input the editor as alternate author. The form for the personal author is "Last name, First name" in Wade-Giles Romanization. Use [s.l.], [s.n.], [s.d.] for unknown data. Input ISBN
Input the following fields in the order record for every monograph order request: E price, Volumes, Vendor, Status: 1 (on hold for review), Selector, keyer's initial, and cat/item number in the vendor note. Substitute repetitive phrases with the computer terminal function keys for data entry purposes.
· Print purchase orders.
· Check purchase orders to see if there is ISBN numbers for the bibliographic records, if not, write Chinese/Japanese characters on purchase orders.
· Mail purchase orders to each vendor.
*Notes:
· If a single volume costs over $500 for IRPS, get approval from Karl Lo, if a single volume costs over $150 for East Asia, get approval from Karen Cargill
· Get approval for standing orders.
· In case of added volumes, attach an order record to the existing bib record.
Receiving
· Receive invoice from the vendor, post receiving date and initial on the invoice. For the first monographic order on the invoice, call up the Innopac record and post the receiving date and initial.
· Unpack received books.
· Search Innopac using the order record numbers listed in the invoice, match books with Innopac records.
· Mark the invoice for the correct materials received.
· For monographs, key in the receiving date on the order record.
· For standing orders or partially received multi-volume set, put process note (receiving date, invoice number, volume numbers, and initial of the person processing the books) in the order record.
· For serial, send it to IR/PS check-in person with invoices.
· If received material does not match the item in the invoice, search Innopac for possible duplication. If it is not duplication, confers with bibliographer to see if we want it in the collection.
· Return unwanted material to vendor.
· Create new bibliographic records as needed for titles not yet on system.
· Retain invoice until problems are solved.
· Stamp the receiving date on a decision slip (blue slip for IR/PS, pink slip for East Asia, yellow slip for reference materials), and insert it in the book. If there is notify note and mail code or rush order note in the record, indicate the information on a colored slip; orange for notifies red for rush order.
· Print bib and order record, insert the copy in the book.
· Count the number of materials received, and records it in the receiving statistics sheet.
· Send invoices to the Book Fund Accounting Unit to be paid if materials received match with every order record.
· Take processed materials to the review room, to be reviewed by the bibliographer.
· Bring back the reviewed books to the cataloging area.
· Put property stamps; tattle tape, and barcode on books.
Notes:
· When monographic sets or standing orders are received, analytic bib records are created as needed for a particular volume.
· When gifts are received, search Innopac for duplication. Follow Chinese and Japanese Cataloging Workflow to either catalog or recycle as In-process books.
Claiming orders
· Do Boolean search (after a certain period of time, e.g. 6 month) to see which books are not received.
· Claim the materials not received from the vendor.
Canceling orders
If vendor replies that materials are out of print, or not available for some other reasons. Cancel the order and notify bibliographer.