Student procedures: Checking order duplicates in Sierra

Summary: This page provides instructions to student employees checking order duplicates in Sierra.

Basic steps

• From the desktop click on the Sierra icon (see your supervisor for login
  & password).

• Using the title search, look up the the order.

• Check orders by title, ignoring initial articles ("the" and "a"/"an")

  • See the table at the bottom for a list of articles in several foreign languages.

• The following items must be checked when comparing an order to a Magic2 record:
  • location
  • author
  • title
  • imprint (imprint = publication place, publisher, date)
  • format
• Record your findings on the order request card, Connexion printout, order slip or booklet.
• Please pay attention to the correct placement of Sierra search results on order request cards as well as on those orders which have been stamped with a searching stamp.

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Possible Sierra outcomes

Nothing

Nothing matching the paper order was found in Sierra.

• Record the following information in the space marked "Magic" in the stamp on the order :
  • 0
  • initials/date

Duplicate

Exact bibliographic entry (same author, title, imprint and format) with an attached order record destined for the same location as the incoming order.

Record the following:

• dup 
• order location 
• order number 
• initials/date 

Add location question

Exact bibliographic entry (same author, title, imprint and format) but destined for a different location than the one currently in Sierra.

Record the following:

• addl?  
• order location
• order number  (bib number if no order number exists)
• initials/date

Exception: If the order record location is "dx" and "7XX", please record the following:

• OK
• initials/date 

Add edition question

Related bibliographic entry (same author and title as the order), but:

• with a different publication place, publisher, and/or date
• with an attached order record destined for either the same or different location as the paper order 

Record the following:

• added? (or added?/addl?, if the order-record location is also different)
• order location
• order number
• initials/date 

Exception: If the order record location is "dx", please record the following:

• OK
• initials/date

Indeterminate entry

Exact or related bibliographic entry but without an attached order record (attached records may include item, check-in, or other types of records).

Record the following:

• ?
• initials/date

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Finishing the search process

When you are finished checking all of the orders in the envelope:

• Remove all dups and add questions from the packet.
  • You may want to set them aside in a separate stack as you encounter them & give to your student supervisor.
• If a dup or add question was clipped to a brochure:
  • Photocopy the pertinent vendor information (name, address, phone number, fax or E-mail address, etc.) from the brochure
  • Staple the corresponding dup and add question(s) to it.
  • Give all dups and add questions to the student supervisor.
  • Place the remaining orders (0's, OK's and ?'s) back in the envelope in which they came.
  • Subtract the number of dups and add questions given to the student supervisor from the number written on the upper right-hand corner of the envelope.
  • Put finished envelopes and booklets in the in-basket for searching.

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Foreign language articles

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