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Summary: These procedures detail temporary cataloging workflows for the interim period in which cataloging continues in Sierra while Acquisitions work is done in FOLIO. These workflows will be in effect until cataloging functions are also switched over to FOLIO (expected in December 2021).

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This page is in progress; information should not be considered final.

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Overview of changes

• For materials acquired ordered after July 1, 2021, orders will be created by Acq in FOLIO
• For shelf-ready and YBP firm and approval orders purchased created post July 1, 2021, brief order bibs will still be created in Sierra; for all other titles, no brief bib will exist.
• The migration of Sierra order records to FOLIO includes anything ordered in the last two years (from July 1, 2019). 
  • The first round of migrated records contain open orders only.
  • Order records migrated to FOLIO will also remain in Sierra.

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General cataloging (non shelf-ready

or firm-ordered YBP

)

• Bring a record into Sierra from OCLC without overlaying
• Using QuickMARC in the Inventory app, copy/paste the resulting Sierra bib number into the 907 of the FOLIO instance record using this format:
  • .b########

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Shelf-ready

• Acq staff will load bibs into Sierra as usual and enter the Sierra bib number in the matching FOLIO Instance record
• Catalogers should be careful to overlay on the same bib record in Sierra, instead of creating a new Sierra bib and moving order records
  • If this isn't possible, enter the new Sierra bib # in the FOLIO instance as described above 

Info
This is true for anything ordered in the last two years.

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Moving existing Sierra order records

• Once created and linked to a FOLIO instance, FOLIO order records cannot be moved to a different instance
• Rather, if a Sierra order must be moved to a different Sierra bib, catalogers should:
  • Copy/paste the bib # from the Sierra bib to which the order was moved
  • Locate the corresponding order in FOLIO
  • Open the linked instance record
  • Use QuickMARC to update the "Sierra bib record" field in the 907 field

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Web cats 

• Currently, Lisa B. grabs info from webcats form and creates order record; in attached bib, she puts in 010 "webcat" so Janet can search and find them
• Use temporary location code instead?
• Will follow up later in July

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Add vols, add copies, add locs, & analytics

Info
For titles cataloged pre-July 1, 2021, any new volumes or copies ordered will have an order and instance record created in FOLIO.

• Add vols, add copies, and add locs
  • Acq staff will enter the existing Sierra bib # for the title in the newly created FOLIO instance record
  • Cataloging work on the Sierra bib and item records can proceed normally; changes to the bib, new item records, etc., will be overlaid on the FOLIO instance record when cataloging migration occurs
  • In cases where a new bib record is needed in Sierra, instead of an add, follow the "Moving existing order records in Sierra" steps aboeabove
• Analytics on standing order
  • Acq staff will create a FOLIO order record for the volume and an instance record for the overarching analyzed title
  • Cataloging work in Sierra on the overarching bib and the analyzed volume can proceed as usual
  • No follow-up from the cataloger is required regarding the Sierra bib number of the analyzed volume
    • Linking between the overarching bib and its analyzed volumes on the FOLIO side will be handled during cataloging migration
• Analytic firm order
  • Don't expect this to happen, but if it does, check with Lisa S., Joshua, Autumn, etc.

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T Locs

• Use temporary location codes for these?
• Will follow up later in July

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