Workflows added to Workflow section.
[sitka/doc/acquisitions.git] / intro / acq-workflow.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-workflow">\r
4 <info>\r
5 <title>Recommended Workflows</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>Sitka Staff have put together the following recommended workflows for acquisitions.</para>\r
17<para>Please contact Sitka Support regarding acquisitions workflow questions.</para>\r
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18</abstract>\r
19 \r
20\r
21 </info>\r
22\r
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23<section xml:id="acq-workflow-one">\r
24<title>Workflow 1: Using the Catalogue</title>\r
25\r
26<para><emphasis>This workflow assumes that selectors have the cataloguing skills necessary to decide which bibliographic record is the best bibliographic record for \r
27the item to be purchased.</emphasis></para>\r
28\r
29<simplesect xml:id="workflow-one-selection">\r
30<title>Selection</title>\r
31<procedure>\r
32\r
33<step>\r
34<para>Selector uses a combination of:</para>\r
35<itemizedlist>\r
36<listitem>\r
37<para>a line item and catalogue search</para>\r
38</listitem>\r
39<listitem>\r
40<para>the <link linkend="view-place-orders">View/Place Order</link> feature.</para>\r
41</listitem>\r
42<listitem>\r
43<para>the <link linkend="catalog-record-ids">Load Catalogue Record Ids</link>.</para>\r
44</listitem>\r
45</itemizedlist>\r
46</step>\r
47<step>\r
48<para>The MARC Federated search is used to locate any records not found in the catalogue.</para>\r
49</step>\r
50\r
51<para><emphasis>The MARC Federated search may also be used in place of a line item and catalogue search by only using the Evergreen catalogue as a search \r
52source.</emphasis></para>\r
53\r
54<step>\r
55<para>Selector adds the following to each line item on the selection list.</para>\r
56<itemizedlist>\r
57<listitem>\r
58<para>estimated price</para>\r
59</listitem>\r
60<listitem>\r
61<para>number of copies</para>\r
62</listitem>\r
63<listitem>\r
64<para>notes</para>\r
65</listitem>\r
66<listitem>\r
67<para>alerts</para>\r
68</listitem>\r
69<listitem>\r
70<para>fund</para>\r
71</listitem>\r
72</itemizedlist>\r
73</step>\r
74</procedure>\r
75\r
76</simplesect>\r
77\r
78\r
79<simplesect xml:id="workflow-one-purchasing">\r
80<title>Purchasing</title>\r
81\r
82<procedure>\r
83<step>\r
84<para>Purchaser retrieves the selection list and converts it to a purchase order.</para>\r
85</step>\r
86<step>\r
87<para>Purchaser checks that line items are complete and activates the purchase order.</para>\r
88</step>\r
89<step>\r
90<para>Purchaser (or Cataloguer) uses the Vandelay interface to import any records coming from outside the catalogue.</para>\r
91</step>\r
92<step>\r
93<para>Purchase order is mailed/emailed/faxed to provider (unless the order has already been entered directly on the provider's website).</para>\r
94</step>\r
95</procedure>\r
96 \r
97</simplesect>\r
98\r
99\r
100<simplesect xml:id="workflow-one-receiving">\r
101<title>Receiving/Invoicing</title>\r
102\r
103<para>On Purchase Order</para>\r
104<procedure>\r
105<step>\r
106<para>Receiver receives all items that arrive on their respective purchase orders.</para>\r
107</step>\r
108<step>\r
109<para>Receiver creates an invoice either from an entire purchase order or from a single line item.</para>\r
110</step>\r
111<step>\r
112<para>Receiver links appropriate line items to the invoice.</para>\r
113</step>\r
114<step>\r
115<para>Invoice is paid and closed.</para>\r
116</step>\r
117<step>\r
118<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
119</step>\r
120</procedure>\r
121\r
122<para>On Invoice</para>\r
123\r
124<procedure>\r
125<step>\r
126<para>Receiver creates an invoice either from an entire purchase order or from a single line item.</para>\r
127</step>\r
128<step>\r
129<para>Receiver links appropriate line items to the invoice.</para>\r
130</step>\r
131<step>\r
132<para>Receiver receives all items through the invoice.</para>\r
133</step>\r
134<step>\r
135<para>Invoice is paid and closed.</para>\r
136</step>\r
137<step>\r
138<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
139</step>\r
140</procedure>\r
141</simplesect>\r
142\r
143<simplesect xml:id="workflow-one-cataloguing">\r
144<title>Cataloguing</title>\r
145\r
146<procedure>\r
147<step>\r
148<para>Cataloguer updates barcode and copy information for each item.</para>\r
149</step>\r
150<step>\r
151<para>Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records.</para>\r
152</step>\r
153<step>\r
154<para>Items are processed and checked in.</para>\r
155</step>\r
156</procedure>\r
157</simplesect>\r
158\r
159</section>\r
160\r
161<section xml:id="acq-workflow-two">\r
162<title>Workflow 2: Using Brief Records</title>\r
163\r
164<simplesect xml:id="workflow-two-selection">\r
165<title>Selection</title>\r
166\r
167<procedure>\r
168<step>\r
169<para>Selector creates a purchase order.</para>\r
170</step>\r
171<step>\r
172<para>Selector adds brief records to the purchase order for each item.</para>\r
173</step>\r
174<step>\r
175<para>Selector adds the following to each line item on the selection list:</para>\r
176<itemizedlist>\r
177<listitem>\r
178<para>estimated price</para>\r
179</listitem>\r
180<listitem>\r
181<para>number of copies</para>\r
182</listitem>\r
183<listitem>\r
184<para>notes</para>\r
185</listitem>\r
186<listitem>\r
187<para>alerts</para>\r
188</listitem>\r
189<listitem>\r
190<para>fund</para>\r
191</listitem>\r
192</itemizedlist> \r
193</step>\r
194</procedure>\r
195</simplesect>\r
196\r
197<simplesect xml:id="workflow-two-purchasing">\r
198<title>Purchasing</title>\r
199\r
200<procedure>\r
201<step>\r
202<para>Purchaser/Selector checks that line items are complete and activates the purchase order.</para>\r
203</step>\r
204<step>\r
205<para>Purchaser (or Cataloguer) uses the Vandelay interface to merge all brief records with full records already in the catalogue. Only items that do not already exist in the catalogue will use a brief record.</para>\r
206</step>\r
207<step>\r
208<para>Purchase order is mailed/emailed/faxed to provider (unless the order has already been entered directly on the provider's website).</para>\r
209</step>\r
210</procedure>\r
211\r
212</simplesect>\r
213\r
214<simplesect xml:id="workflow-two-receiving">\r
215\r
216<title>Receiving/Invoicing</title>\r
217\r
218<para>On Purchase Order</para>\r
219\r
220<procedure>\r
221<step>\r
222<para>Receiver receives all items that arrive on their respective purchase orders.</para>\r
223</step>\r
224<step>\r
225<para>Receiver creates an invoice either from an entire purchase order or from a single line item.</para>\r
226</step>\r
227<step>\r
228<para>Receiver links appropriate line items to the invoice.</para>\r
229</step>\r
230<step>\r
231<para>Invoice is paid and closed.</para>\r
232</step>\r
233<step>\r
234<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
235</step>\r
236</procedure>\r
237\r
238<para>On Invoice</para>\r
239\r
240<procedure>\r
241<step>\r
242<para>Receiver creates an invoice either from an entire purchase order or from a single line item.</para>\r
243</step>\r
244<step>\r
245<para>Receiver links appropriate line items to the invoice.</para>\r
246</step>\r
247<step>\r
248<para>Receiver receives all items through the invoice.</para>\r
249</step>\r
250<step>\r
251<para>Invoice is paid and closed.</para>\r
252</step>\r
253<step>\r
254<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
255</step>\r
256</procedure>\r
257\r
258</simplesect>\r
259\r
260<simplesect xml:id="workflow-two-cataloguing">\r
261<title>Cataloguing</title>\r
262\r
263<procedure>\r
264<step>\r
265<para>Cataloguer updates barcode and copy information for each item.</para>\r
266</step>\r
267<step>\r
268<para>Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records.</para>\r
269</step>\r
270<step>\r
271<para>Items are processed and checked in.</para>\r
272</step>\r
273</procedure>\r
274</simplesect>\r
275\r
276</section>\r
277\r
278<section xml:id="acq-workflow-three">\r
279<title>Workflow 3: Loading MARC Order Records</title>\r
280\r
281<simplesect xml:id="workflow-three-admin">\r
282<title>Admin</title>\r
283\r
284<procedure>\r
285<step>\r
286<para>A 970 holdings tag is set up with the provider to contain the following subfields:</para>\r
287<itemizedlist>\r
288<listitem>\r
289<para>b: barcode</para>\r
290</listitem>\r
291<listitem>\r
292<para>c: call number</para>\r
293</listitem>\r
294<listitem>\r
295<para>m: circ modifier</para>\r
296</listitem>\r
297<listitem>\r
298<para>l: copy location</para>\r
299</listitem>\r
300<listitem>\r
301<para>e: estimated price</para>\r
302</listitem>\r
303<listitem>\r
304<para>f: fund code</para>\r
305</listitem>\r
306<listitem>\r
307<para>n: note</para>\r
308</listitem>\r
309<listitem>\r
310<para>o: owning library</para>\r
311</listitem>\r
312<listitem>\r
313<para>q: quantity</para>\r
314</listitem>\r
315</itemizedlist>\r
316</step>\r
317</procedure>\r
318\r
319<para>The subfields used will depend on the provider. $o must always be used.</para> \r
320</simplesect>\r
321\r
322<simplesect xml:id="workflow-three-load-marc">\r
323<title>Load MARC Order Records</title>\r
324\r
325<procedure>\r
326<step>\r
327<para>Selector/Cataloguer uploads the MARC record file from the provider.</para>\r
328<itemizedlist>\r
329<listitem>\r
330<para>A purchase order or selection list may be created out of the MARC records.</para>\r
331</listitem>\r
332<listitem>\r
333<para>If subfields l, e, f, o, and q are used in the 970 field a purchase order can be createrd and activated at this time.</para>\r
334</listitem>\r
335</itemizedlist>\r
336</step>\r
337<step>\r
338<para>Selector/Cataloguer uses the Vandelay interface to import the bibliographic records into the catalogue.</para>\r
339</step>\r
340<step>\r
341<para>If not supplied through the 970 field Selector adds the following information to each line item on the purchase order or selection list:</para>\r
342<itemizedlist>\r
343<listitem>\r
344<para>estimated price</para>\r
345</listitem>\r
346<listitem>\r
347<para>number of copies</para>\r
348</listitem>\r
349<listitem>\r
350<para>notes</para>\r
351</listitem>\r
352<listitem>\r
353<para>alerts</para>\r
354</listitem>\r
355<listitem>\r
356<para>fund</para>\r
357</listitem>\r
358</itemizedlist>\r
359</step>\r
360<step>\r
361<para>If a selection list, the Selector/Purchaser converts the selection list to a purchase order and activates it.</para>\r
362<para>If a purchase order, the Selector/Purchaser activates the purchase order.</para>\r
363</step>\r
364</procedure>\r
365</simplesect>\r
366\r
367<simplesect xml:id="workflow-three-receiving">\r
368<title>Receiving/Invoicing</title>\r
369\r
370<para>On Purchase Order</para>\r
371\r
372<procedure>\r
373<step>\r
374<para>Receiver receives all items that arrive on their respective purchase orders.</para>\r
375</step>\r
376<step>\r
377<para>Receiver creates an invoice either from an entire purchase order or from a single line item.</para>\r
378</step>\r
379<step>\r
380<para>Receiver links appropriate line items to the invoice.</para>\r
381</step>\r
382<step>\r
383<para>Invoice is paid and closed.</para>\r
384</step>\r
385<step>\r
386<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
387</step>\r
388</procedure>\r
389\r
390<para>On Invoice</para>\r
391\r
392<procedure>\r
393<step>\r
394<para>Receiver creates an invoice either from an entire purchase order or from a single line item.</para>\r
395</step>\r
396<step>\r
397<para>Receiver links appropriate line items to the invoice.</para>\r
398</step>\r
399<step>\r
400<para>Receiver receives all items through the invoice.</para>\r
401</step>\r
402<step>\r
403<para>Invoice is paid and closed.</para>\r
404</step>\r
405<step>\r
406<para>Relevant information is forwarded to finance department/bookkeeper.</para>\r
407</step>\r
408</procedure>\r
409</simplesect>\r
410\r
411<simplesect xml:id="workflow-three-cataloguing">\r
412<title>Cataloguing</title>\r
413\r
414<procedure>\r
415<step>\r
416<para>Cataloguer updates barcode and copy information for each item.</para>\r
417</step>\r
418<step>\r
419<para>Cataloguer imports a full record or does original cataloguing to replace any brief bibliographic records.</para>\r
420</step>\r
421<step>\r
422<para>Items are processed and checked in.</para>\r
423</step>\r
424</procedure>\r
425</simplesect>\r
426</section>\r
427\r
428\r
429\r
430<section xml:id="acq-recommended-workflow">\r
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431<title>Recommended Acquisitions Workflow</title>\r
432\r
433<para>While Sitka understands that libraries' workflows will vary the workflow described in this chapter is intended to prevent conflicts and duplication. \r
434in Evergreen.</para>\r
435<para><link linkend="intro-workflow-find-title">Finding a Bibliographic Record for an Item</link></para>\r
436<para><link linkend="intro-workflow-selection">Selection</link></para>\r
437<para><link linkend="intro-workflow-purchase">Purchasing</link></para>\r
438<para><link linkend="intro-workflow-receive">Receiving and Invoicing</link></para>\r
439<para><link linkend="intro-workflow-cataloguing">Cataloguing</link></para>\r
440\r
441<simplesect xml:id="intro-workflow-find-title">\r
442<title>Finding a Bibliographic Record for an Item</title>\r
443\r
444<informalfigure>\r
445<para>The following procedure <emphasis role="bold">must</emphasis> be followed for each title that is added to a selection list. This will ensure there is minimal \r
446duplication of bibliographic records in the catalogue.</para>\r
447<para><mediaobject>\r
448<alt>screenshot of acquisitions workflow</alt>\r
449\r
450<imageobject>\r
451 <imagedata width="100%" scalefit="1" fileref="media/find-record-workflow-1b.png"/>\r
452</imageobject> \r
453</mediaobject></para>\r
454</informalfigure>\r
455\r
456<procedure>\r
457\r
458<step>\r
459<para>Use the Acquisitions General Search to search for <link linkend="lineitem-catalogue-search">line item and catalogue records</link>.</para>\r
460<orderedlist numeration="upperalpha">\r
461<listitem>\r
462<para>If a catalogue record for the title exists, check the box beside the title and from the main drop down menu select \r
463<menuchoice><guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para>\r
464<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, or <guilabel>Add to Selection List</guilabel> and type in \r
465the name of an existing selection list.</para>\r
466</listitem>\r
467</orderedlist>\r
468<itemizedlist>\r
469<listitem>\r
470<para>Clicking on the title hyperlink will allow staff to view the MARC record for the item. Ensure the MARC record contains the correct ISBN for the item you wish to\r
471purchase in the correct format.</para>\r
472<para>The system will only include the first ISBN listed in a MARC record on a purchase order.</para>\r
473</listitem>\r
474</itemizedlist>\r
475\r
476<orderedlist numeration="upperalpha" continuation="continues">\r
477<listitem>\r
478<para>If a line item for the title exists, add a copy for your library to the existing line item.</para>\r
479<para>See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link>, beginning with step 2, for instructions.</para>\r
480</listitem>\r
481</orderedlist>\r
482<itemizedlist>\r
483<listitem>\r
484<para>Copies can be added to line items with the statuses of <guilabel>new, selector-ready, order-ready</guilabel> and <guilabel>pending-order</guilabel>.</para>\r
485<para>It is up to individual libraries to decide which statuses staff are allowed to add copies to.</para>\r
486</listitem>\r
487</itemizedlist>\r
488\r
489<para><emphasis role="bold">If your search yields no results proceed to step 2.</emphasis></para>\r
490</step>\r
491\r
492<step>\r
493<para>Search for your item using a MARC Federated Search. See <link linkend="marc-federated-search">MARC Federated Search</link> for more information.</para>\r
494<para><emphasis role="bold">If the MARC Federated Search yields no results proceed to step 3.</emphasis></para>\r
495</step>\r
496\r
497<step>\r
498<para>If your provider supplies you with MARC records, upload those records to the system and select only the line items that do not already exist in the system. See \r
499<link linkend="marc-order-records">Load MARC Order Records</link> for further instructions.</para>\r
500<para><emphasis role="bold">If your provider does not supply you with MARC records proceed to step 4.</emphasis></para>\r
501</step>\r
502\r
503<step>\r
504<para>If the record is not available from any other source, create a brief MARC record for the item. See <link linkend="brief-records">Brief Record</link>\r
505for further instructions.</para>\r
506<note><para>The required fields for a brief record are:</para>\r
507<itemizedlist>\r
508<listitem>\r
509<para>Title</para>\r
510</listitem>\r
511<listitem>\r
512<para>Author</para>\r
513</listitem>\r
514<listitem>\r
515<para>ISBN, ISSN, or other identifier</para>\r
516</listitem>\r
517<listitem>\r
518<para>Publisher</para>\r
519</listitem>\r
520<listitem>\r
521<para>Publication date</para>\r
522</listitem>\r
523</itemizedlist></note>\r
524</step>\r
525\r
526<step>\r
527<para>Repeat this process for every title you select.</para>\r
528</step>\r
529</procedure>\r
530\r
531</simplesect>\r
532\r
533<simplesect xml:id="intro-workflow-selection">\r
534<title>Selection</title>\r
535\r
536<itemizedlist>\r
537<listitem>\r
538<para>Two statuses are available to libraries to aid in the selection workflow.</para> \r
539</listitem>\r
540</itemizedlist>\r
541<orderedlist numeration="loweralpha">\r
542<listitem>\r
543<para>Selection lists can be <link linkend="mark-ready-selector">marked ready</link> for a selector.</para>\r
544</listitem>\r
545<listitem>\r
546<para>Selection lists can be <link linkend="mark-ready-order">marked ready</link> for order.</para>\r
547</listitem>\r
548</orderedlist>\r
549\r
550<itemizedlist>\r
551<listitem>\r
552<para>A selection list can be shared with another user by Using the Acquisitions General Search to search for \r
553<link linkend="selection-search">selection lists</link>.</para>\r
554<para>The creator of the list will need to provide their username or the name of the selection list to the user they wish to share the list with.</para>\r
555</listitem>\r
556<listitem>\r
557<para>Any line items that do not have copies associated with them need to have copies added. See <link linkend="add-copies-lineitem">Add a Copy to a Line Item</link>\r
558for further instructions.</para>\r
559</listitem>\r
560\r
561<listitem>\r
562<para>An estimated price must be entered for every line item. See <link linkend="lineitem-estimated-price">Estimated Price</link> for further instructions.</para>\r
563</listitem>\r
564\r
565<listitem>\r
566<para>All copies must have a fund applied to them. This can be done as a batch for multiple line items or individually by copy. See \r
567<link linkend="apply-funds-acq">Apply Funds to Line Items</link> for further instructions.</para>\r
568</listitem>\r
569\r
570</itemizedlist>\r
571\r
572<para><emphasis role="bold">Proceed to step 1 of Purchasing.</emphasis></para>\r
573\r
574\r
575</simplesect>\r
576\r
577<simplesect xml:id="intro-workflow-purchase">\r
578<title>Purchasing</title>\r
579\r
580<procedure>\r
581<step>\r
582<para>A selection list can be converted to a purchase order. See <link linkend="convert-selection-list">Convert a Selection List to a Purchase Order</link>\r
583for further instructions.</para>\r
584<para>All line items on the selection list can be converted to a purchase order, or just selected line items.</para>\r
585</step>\r
586\r
587<step>\r
588<para>Extra charges such as taxes and shipping charges can be added to a purchase order. \r
589See <link linkend="add-additional-purchase">Add Charges, Taxes and/or Fees to a Purchase Order</link> for further instructions.</para>\r
590</step>\r
591\r
592<step>\r
593<para>Ensure all needed information is present and activate the purchase order. See <link linkend="activate-purchase-order">Activating Purchase Orders</link> for \r
594further instructions.</para>\r
595</step>\r
596\r
597<step>\r
598<para>Print out your purchase order and email/fax/mail the order to your provider. See <link linkend="print-purchase-order">Print a Purchase Order</link> for \r
599further instructions.</para>\r
600</step>\r
601\r
602</procedure>\r
603\r
604<para><emphasis role="bold">Proceed to step 1 of Receiving and Invoicing.</emphasis></para>\r
605\r
606</simplesect>\r
607\r
608<simplesect xml:id="intro-workflow-receive">\r
609<title>Receiving and Invoicing</title>\r
610\r
611<procedure>\r
612<step>\r
613<para>Receive the items in Evergreen when they arrive. See <link linkend="acq-receive">Receive/Un-receive Acquisitions</link> for further instructions.</para>\r
614</step>\r
615\r
616<step>\r
617<para>Print out the Line Item Worksheet for each item and attach it to the item. See <link linkend="line-item-worksheet">Line Item Worksheet</link> for further \r
618instructions.</para>\r
619</step>\r
620\r
621<step>\r
622<para>Claim items that have not arrived as expected. See <link linkend="claim-ready-claiming">Claim-Ready Items</link> and \r
623<link linkend="claiming-items">Manual Claiming</link> for further instructions.</para>\r
624</step>\r
625\r
626<step>\r
627<para>Create invoices or link line items to existing invoices to pay for your purchases in Evergreen. \r
628See <link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link> and <link linkend="link-lineitem-invoice">Link a Line Item to an \r
629Existing Invoice</link> for further instructions.</para>\r
630</step>\r
631\r
632<step>\r
633<para>Pass the received items on to your cataloguing department for cataloguing and processing.</para>\r
634</step>\r
635\r
636</procedure>\r
637\r
638<para><emphasis role="bold">Proceed to step 1 of Cataloguing.</emphasis></para>\r
639\r
640</simplesect>\r
641\r
642<simplesect xml:id="intro-workflow-cataloguing">\r
643<title>Cataloguing</title>\r
644\r
645<procedure>\r
646<step>\r
647<para>Use the item's temporary barcode, located on the Line Item Worksheet, to retrieve the item through a <guilabel>Quick Search</guilabel> in the catalogue.</para>\r
648</step>\r
649\r
650<step>\r
651<para>If the item's bibliographic record is a brief record or a substandard record do the following:</para>\r
652<orderedlist numeration="upperalpha">\r
653<listitem>\r
654<para>Use the item's ISBN to search for a better record in the Evergreen Catalogue.</para>\r
655<para>If a better record exists in the catalogue, merge the records together using the better record as the lead record. See \r
656<link linkend="merge">Chapter 23. Merging Bibliographic Records in Evergreen</link> for further instructions.</para>\r
657<para><emphasis role="bold">If your search yields no results proceed to B.</emphasis></para>\r
658</listitem>\r
659<listitem>\r
660<para>Use the item's ISBN to import a record via Z39.50.</para>\r
661<para>If a better record can be imported through Z39.50, overlay the existing record with the better record. See <link linkend="overlay">Overlaying MARC Records</link>\r
662for further instructions.</para>\r
663<para><emphasis role="bold">If your search yields no results proceed to C.</emphasis></para>\r
664</listitem>\r
665<listitem>\r
666<para>If you subscribe to a service that provides you with MARC records, download a better MARC record into the system and merge it with the original record.</para>\r
667<para><emphasis role="bold">If you do not subscribe to such a service, or the service does not have the record in question, proceed to D.</emphasis></para>\r
668</listitem>\r
669<listitem>\r
670<para>If the item is a relatively new title, wait a few days and then perform A and B again to see if you can now find the record.</para>\r
671<para><emphasis role="bold">If the bibliographic record is still not available proceed to E.</emphasis></para>\r
672</listitem>\r
673<listitem>\r
674<para>Use the brief record as the base for creating an original record for the item following AACR2R and MARC Standards.</para>\r
675</listitem>\r
676</orderedlist>\r
677</step>\r
678\r
679<step>\r
680<para>In <guilabel>Holdings Maintenance</guilabel> right click on the volume for your library and select \r
681<menuchoice><guimenuitem>Edit Volume</guimenuitem></menuchoice>.</para>\r
682<para>Update the volume (call number) and click <guibutton>Modify</guibutton>.</para>\r
683</step>\r
684\r
685<step>\r
686<para>Still in <guilabel>Holdings Maintenance</guilabel> right click on the line for the item in hand and select \r
687<menuchoice><guimenuitem>Replace Barcode</guimenuitem></menuchoice>.</para>\r
688<para>Replace the temporary system generated barcode with a real barcode and click <guibutton>Edit then Re-barcode</guibutton>. This takes you to the Copy Editor where\r
689you can finish cataloguing the item. Click <guibutton>Modify Copies</guibutton> when you are finished.</para>\r
690</step>\r
691</procedure>\r
692\r
693<para><emphasis role="bold">Congratulations! You have now taken an item through the entire acquisitions process.</emphasis></para>\r
694<para>More detailed instructions on the acquisitions module can be found in the following chapters.</para>\r
695</simplesect>\r
696\r
697</section>\r
698 \r
699</chapter>\r