Summary: Procedure details the creation and maintenance of order records by Acquisitions staff.
Order records are a proprietary part of the III Sierra ILS client. Like item and checkin records, order records are attached to a bibliographic record. Orders records DO NOT display in the public catalog. Order records track the ordering of materials and contain information such as vendor, price, type of order, and fund codes, among others. Order records are created and maintained by Acquisitions staff, although notes may later be added by other TS staff members.
A firm order record is required for every monograph purchase or approval plan book.
Standing orders must have an order record created for each standing order. When multiple titles are paid with a single payment, a bibliographic record listing all of the titles included as part of the payment is created and suppressed from public view.The titles will be cataloged on their own records with a separate order record attached that refers back to the payment record.
Order records will be updated to include a CDATE when the piece is cataloged. This is handled primarily by Acquisitions student employees working from completed order streamers.
Policies
Order records are primarily created and maintained by Acquisitions staff.
Unfilled firm order purchase orders will be cancelled after two years unless a bibliographer or coordinator requests an extension and provides Acquisitions with an alternative source of supply.
Exceptions for out of print and/or international vendor orders may be granted with evaluation on a case-by-case basis. [Policy approved by EC Sept. 2008]