Cataloging after Acquisitions migration

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 acquired after July 1, 2021, orders will be created by Acq in FOLIO
• For shelf-ready and YBP firm orders purchased 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). 
  • 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
• Copy/paste the resulting bib number into the FOLIO Instance record field "Sierra bib number" 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 must make sure to overlay on the same bib record in Sierra, instead of bringing in a new record and moving order records
  • If this isn't possible, put new bib record number in FOLIO Instance record field "Sierra bib number" 

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Firm orders

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Moving existing Sierra order records

• How to track this on the FOLIO side?

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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?

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Add vols, add locs, add copies, analytics, etc.

• Add vols and copies
  • New volumes or copies purchased after July 1, 2021, for titles cataloged before that date, will have an order and instance record created with FOLIO
  • Acq staff will enter the corresponding Sierra bib # in the instance record 
  • Sierra cataloging work to add the volume can proceed normally; changes to the bib, new item records, etc., will be overlaid on the FOLIO instance record when cataloging migration occurs

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T Locs

• How are we migrating and managing in FOLIO? 

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