Creating bib/order records for gifts

Summary: This page describes procedures for creating bib and order records in Sierra for gifts and other materials received in Technical Services lacking a purchase order number.

Summary

The purpose of this workflow is to create bib and order records in Sierra for gifts and other materials received in Technical Services lacking a purchase order number.  This enables Acquisitions to add these items into regular cataloging and T Loc workflows.

Back to top 

Monographs

1. A brief bib record will be hand-keyed in Sierra for each piece.
2. Use the vacbib (VAC non-MARC bibs) template.
3. Respond to each prompt
   • by either keying information (followed by clicking next or pressing enter) or
   • by pressing enter to continue without responding.
4. You will be prompted for these fields:
   • Author (MARC default is 100; use 110 for corporate authors or 111 for conference names)
   • Title (separate subtitle information with a colon)
   • Edition
   • Imprint (use 'S.l.' if no place of publication is listed, and 's.n.' if no publisher is evident)
   • Series (Use a semicolon to separate name of series and numbering info)
   • ISBN
5. Include as much information as possible. If more than one title is present on the piece (subtitle or cover title, for example) use one for the primary 245 field title and include the other as an add title. If Sierra finds a potential dup you will see a screen listing the other records that could be duplicates. Review this information carefully.
6. The language fixed field will default to eng (English). Double-click in this field to change the language code to fit the piece. If you can’t tell what the language is, use code und (undetermined).
7. Save your work.
8. For Gifts : Use the giftmo (Gifts Monographs) Order Template for the order record.
9. You will be prompted for these fields:
   • Author (MARC default is 100; use 110 for corporate authors or 111 for conference names)
   • Title
   • Edition
   • Imprint
   • Series
   • ISBN/ISSN
10. Key in these fixed field values:
    • bib lbl = m
    • mat type = a
11. Add an identity field as needed to specify volume/year information for parts of a set, or to indicate supplementary material present (print or nonprint).
12. Save your work. Record the .o number on the page following the title page, in the upper left corner (gutter) of the piece.
13. Complete a receiving streamer and put it in the piece. Retain all printouts or catalog cards with the piece.
14. Transfer pieces
    • to the COPY CATALOGING workflow shelves if they are new books and haven't been cataloged or
    • to the TLOC trucks if they have been through cataloging and there were no records for them

Back to top

Serials

1. A bib record will be hand-keyed in Sierra for each title. If multiple issues are present they should be bound together with a pink tie.
2. Use the vacbib (VAC non-MARC bibs) template.
3. Respond to each prompt by either keying information (followed by clicking next or pressing enter) or pressing enter to continue without responding.
4. You will be prompted for these fields:
   • Author (MARC default is 100; use 110 for corporate authors or 111 for conference names)
   • Title
   • Edition
   • Imprint
   • Series
   • ISBN/ISSN
5. Key in these fixed field values:
   • bib lbl = s
   • mat type = a
6. Include as much information as possible. If more than one title is present on the piece (subtitle or cover title, for example) use one for the primary 245 field title and include the other as an add title. Sierra may prompt you to review potential duplicate titles.  Review this information carefully.
7. Save your work.
8. Use the giftmo (gifts monograph) template for the order record.
9. Add identity field to list issues held.Change form to s (serial).
10. Save your work. Record the .o number on the page following the title page, in the upper left corner (gutter) of each issue.
11. Complete a receiving streamer and put it in the piece. Retain all printouts or catalog cards.
12. Transfer pieces to the “to be T Loc HS’d” truck

Back to top

Notes and tips

• Some items are accompanied by a typewritten catalog card. Information on this card may be transcribed as long as it matches the piece in hand.
• Some tips:
  
  • First line contains author (or corporate author) information. 
  • Title is indented two spaces. If there is no author, the title will be on the first line, indented.
  • Statement of responsibility (if present) follows the title and is usually separated by a slash ( / ).
  • Imprint information is usually separated from title and statement of responsibility by two dashes ( -- ).
  • Series information (if applicable) will appear in parentheses following pagination.

Back to top