Procedures for Processing Cox Library Materials
I. Pre-Order Search & Verification.
A. Receive order cards from Cox Librarian.
B. Search and verify in Unicorn Workflows
that no bibliographic record already exists for requested orders.
1. If the requested order...
a) already exists as a circulating item
in either the Cox or Cook collections, the order card/cards are
returned unprocessed to the Collection Development Librarian at
Be sure to include on the order card/cards the Unicorn Workflows
local control number and the call number.
b) already exists in a Cox or Cook collection
as a reference or non-circulating (ie, special collections) item,
then the order may still be processed, but as an "add item"
in Unicorn Workflows.
c) does not exist in the Unicorn Workflows
database, proceed with the requested order.
C. Search and verify order information.
1. Databases/sources used for order information
a) New books - BIP
b) Serials - EBSCO or UMI
c) Media - Whatever info accompanies the
order request (ie; catalogs, mailers, etc).
2. Locate matching bibliographic/order record.
D. On order card, based on information provided
by database/source, verify accuracy of the following information where
applicable: author, title, publisher, publishing date, edition, volumes,
number of copies needed, series title, LC number, and ISBN. Fill in
this information if it is missing on the order card.
A. In OCLC Prism database, search for matching
bibliographic record, preferably by author/title key (4,4) or by title
key (3,2,2,1), and use appropriate qualifier (/bks, /rec, etc.) to narrow
B. Verify accuracy of matched record by comparing
all items of bibliographic information to those found on the order card.
1. If no record can be found in OCLC, or
if the record is not an "Enhanced" record (found in 040
tag), with a yellow high lighter, mark a diagonal slash across the
order card. Set these order cards aside for now.
2. If an "Enhanced" record is
found in OCLC, at top of order card, in pencil, record: OCLC#/date/initials/SAVE#.
C. Update record (u <F-11>).
D. Export record to Unicorn Workflows database
(<F-1> or exp <F11>).
III. Ordering Cox Materials.
A. Sort order cards by vendor.
B. In Unicorn Workflows/Acquisitions/Order/Add
1. Set up vendor. This may not need to be
done. Most vendors are already set up. When the name of a vendor is
typed in the vendor field, the ordering program will pull up all details
and pertinent information for that particular vendor. If the vendor
has not been previously set up, the order program allows you to add
the vendor at this time.
2. Search for record by OCLC number and
3. Fill in library, requestor (3 letter
dept. code/requestor's last name), selector, order type, vendor, book
price, and fund.
4. Accept the order record and go to Notes
(note screen) to input OCLC number and/or any relevant processing
notes and File. Exit back to order screen and File again (these commands
create the purchase order record, which is processed after hours.
The PO's are delivered the following day).
a) BUT, if order is a RUSH item, cut order
C. Once purchase orders are received, check
for accuracy against order cards and mail out to respective vendors.
D. File order cards in alphabetical order
and maintain in a records file.
IV. Receiving Cox Materials.
A. Verify that materials received are materials
listed on invoice. Verify quantity and price.
B. Inspect quality and condition of materials
received. If any received materials are damaged, give to acquisitions
C. In Unicorn Workflows/Receive menu, retrieve
record by title or PO number, and input receipt date. Accept, Print
Screen, and File (these commands will record date of receipt). Insert
received item record into received material. The following day, after
the calendar processor has run overnight, the status of the new material
will be updated to read "in-processing".
D. Deliver materials to cataloging department