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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).

Overview of changes

• For materials ordered after July 1, 2021, order records will be created by Acq in the FOLIO Orders app (not in Sierra).
• For shelf-ready YBP firm and approval orders created post July 1, 2021, brief order bibs will still be created in Sierra; for all other titles, no brief bib will exist in Sierra.
• 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.
• Materials ordered after July 1, 2021 can be identified by their order slip: the number will have a dash in it.

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Shelf-ready vs. general cataloging

For 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 below

For other materials:

• No brief bib will be brought into Sierra
• Catalogers will export from Connexion without overlaying

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Logging into FOLIO

Production tenant

• Nearly all interim work in FOLIO needs to happen in the production tenant
• Login at this URL with the username and password issued to you: https://michstate-lm.folio.ebsco.com/
• If you don't have or don't know your username, contact Kay Granskog

Test tenant

• You may be instructed to contribute to testing in our FOLIO test tenant; we are using this only during the interim period for testing purposes.
• Login to the test tenant with the username and password issued to you: https://michstate-lm-test.folio.ebsco.com/
• The test tenant login is distinct from the production tenant login
• If you don't have or don't know your username, contact Kay Granskog

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Linking Sierra bibs to FOLIO

For any cataloged title with a FOLIO order record, it is crucial to connect the Sierra bib to the corresponding order and instance records in FOLIO. There are two slightly different methods to accomplish this, depending on the nature of the FOLIO instance record.

1. Determine the type of instance record in FOLIO

• In the FOLIO Orders app, click the "Order lines" button above the search bar.
• Choose "PO line number" from the dropdown menu and enter the POL number from the order streamer.
• Verify the resulting order record matches the piece in hand.
• Click the title of the order record to navigate to the linked instance record.
• Under administrative data, note the Source of the record's data – it will be either MARC or FOLIO.
  
  
  

2. If Source = MARC

• Click the blue Actions menu in the top right
• Choose "Edit in quickMARC"
  
  

• Copy the Sierra bib record number of the cataloged title
• In the quickMARC interface, locate the 907 field OR click a plus sign at the end of any field to add a 907 \\ 
• Click in the field to add the Sierra bib number like so: $y .b########
• Click "Save & close"
  
  
  
  

• You will be returned to the FOLIO instance record view. 
• Scroll down to the Identifiers section of the instance and verify the Sierra bib number is now present (you may need to refresh your browser to get the record to display its most recent version).
  
  

3. If Source = FOLIO

• Click the blue Actions menu and choose Edit
  
  
  
  
• Scroll to the Identifiers section of the instance record
• Click Add identifier and choose Sierra bib number from the menu
  
  
  
  
• Enter the Sierra bib number in the box like so: .b########
• Click Save & close
• You will be returned to the instance record view
• Navigate to the Identifiers section of the instance to verify that the new Sierra bib number field is present (you may need to refresh).

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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
  • Enter that bib number into the corresponding instance in FOLIO using the process above

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Web cats 

• TBD

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Add cats

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Add vols, add copies, add locs, & analytics

• 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 above
• 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

• TBD

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