Ordering: Setting up Standing Orders and Subscriptions

Orders for standing orders and subscriptions are placed in response to requests from one of the Library’s bibliographers.

Bibliographic, order, and checkin records must be set up on Tripod for each title ordered. If the title is an electronic resource, check to see if an object portfolio exists for it on Verde/SFX. If it does, create a brief bib on Tripod, using the phrase “tri-co e-serial-x” in the 001 field; this will later be replaced by a MARCit! service bib. If it does not, export an approriate bib record from OCLC. If there is no bibliographic record for this title on OCLC, one must be keyed in on Tripod; click New to add new bib record. See also Cataloging Electronic Resources. An order record is created and attached to this bib record as part of the same operation; enter approriate codes for fixed fields. Some things to remember when creating an order record:

Make sure the following fields have these codes:

Quit and add these new records to the database.

If the title is to be received in print, create a checkin record attached to the same bib. record. Choose View Checkin, then Attach New Checkin.

Create a checkin card by keying in the parameters, based upon frequency and dates of publication. Claiming will be done on the checkin card. For science titles, insert a note in the checkin record (the first note field) requesting that the Serials Office be notified of the arrival of the first issue.

Unless it would be better to order it directly from the publisher, plan to order the subscription or standing order from one of the vendors or book jobbers the Library is currently using. Orders can be sent by email or on the vendor’s website. Include in the order the title, publisher, number of copies, our order number, start-with date or vol., our account number, and the vendor’s title number.

* Otto Harrassowitz http://www.harrassowitz.de. Log in to OttoSerials using login and password.

Email address for Harrassowitz Service: service@harrassowitz.de or service@ottosvc.com

YBP contact for standing orders: Sarah Buck, Continuations Bibliographer, SBuck@YBP.com

When the first issue arrives, check in that issue on the card and enter 853 and 863 fields in the checkin record to indicate the beginning of our holdings. Create a Local Holding Record on OCLC's PaULS.

If a volume arrived which is to go directly to the stacks, ask the Cataloging Dept. to assign a call number. Journals need not be classified until a decision to bind and retain in stacks is made. Enter the call number in the 090 field on the checkin record and on the Local Holdings Record on PaULS.