Student procedures: Checking order duplicates in Sierra

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

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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.

Occasionally you may encounter a stack of order forms clipped to an advertising brochure. Be sure to check each of the orders, but remember that they must be clipped back together with their accompanying brochure when you are done.

 

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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

Important

Always check your typing for accuracy before concluding that a given title is not in the database. Also be sure to examine nearby titles displayed in Sierra, investigating any that look similar enough to the order to be a plausible match.

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

These are equivalents to the English-language articles "the" and "a"/"an":

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