Reading an Order Record

Circulation Supervisors Meeting

November 21, 2008

Overview

Important Fields to Know Where To StartDeciphering NotesWhat Does It All Mean?It’s Here but not HereQ & A/Feedback

Important Fields to Know

A. Record Number• Refer to in communications with Tec

B. Created Date

C. Order Date

D. Received Date

E. CDate• Removes order from public view

F. Status

G. Identity

H. Note or Internal Note

I. Old Order #• A.K.A. Old Identity

J. Vendor Report or Vendor Note

K. Received copies

Important Fields to Know (cont.)

Where to Start

Title Search in Staff Mode or MilCirc View all records (items, orders, and other editions)

Check Status 1 = Item hasn’t been ordered yet but it will be!*

*If Created Date is more than 1 month old, email Vanessa

O = Item is on order or in the reorder process.*

*See Rec. Copies or Notes for more information

A = Item has been paid for.**See Item Records for status

Z = Item has been cancelled.*

*We’re not going to get it – ever; it’s ok to cancel holds

Deciphering Notes

Identity – Assigned by Tec to each group of orders sent, including month & year it was ordered, format, vendor, and/or other identifying information.

Old Order # – Identity changed by Tec when title is reordered (order gets new Identity)

Common Abbreviations [MON][YR] – Month and year order was sent (e.g. NOV08 =

November 2008) REO – Reorder SO – Standing Order A/V – Audio/Visual Formats – CD, DVD

Deciphering Notes (cont.)

Note or Internal Note: Inserted by Tec regarding publication dates or no charge replacements

and (sometimes) followed by Tec staff member initials

Examples: Expected publication date: 12/31/08 Release or Street date: 12/31/08 Received on separate bib records. jh 12/31/08 BWI short shipped; sending NCR (no-charge replacement). vrw 12/31/08 BWI cancelled NCR; sending credit. vrw

Inserted by selector regarding special cataloging or processing instructions and (sometimes) followed by selector’s initials and branch code

Examples: Please laminate ajf/nov Needs gift plate gw/fai Do not catalog or Do not process STC mw/cma

Deciphering Notes (cont.)

Vendor Report or Note – Information from the vendor about publication status or cancellation

Common Terms Expected date of publication Out of stock Out of print Publication cancelled Publisher unable to supply Cancelled per cancellation date Cancelled per request Order/Apply direct Not on order Not yet published

What does it all mean?

Everyone has a copy but us; what happened to ours? CDate (E) but no Received

Date (D) Copies partially received

Note or Int. Note (H) Date, condition (e.g. short

shipped, damaged, or sent wrong item), resolution

Rec Copies (K) Who got theirs and who didn’t

Sometimes it takes a while to get the replacement or credit

What does it all mean?

It hasn’t been received yet (no items). Is it cancelled? Will it be reordered? Check Status (F):

O = Reordered or soon will be A = Paid for (contact Vanessa) Z = Cancelled; not going to get it

Check Identity (G): “REO” = It’s been reordered No Identity (only Old Ord # (I)) = In

process to be reordered or cancelled

Check Vendor Notes (J): Date, vendor, reason for cancellation

It’s Here, But Not Here

Receiving Priorities: Anything with holds Rush Booking Ahead Automatically Yours All the rest Gifts

So what’s the hold up? Repackaging/artwork

DVD sets that need to be spilt Consumer edition audio books Kits of all kinds

Original cataloging We can’t find an entry in OCLC DVD sets with more than one

movie

Small/Independent publishers Shall we say, unreliable

delivery Release Dates

We can’t let it go until they say so

Items created 1-3 days in advance

Backlog in Processing We pull items with holds and

status p (in process) for Rush processing

Q & A/Feedback

Still have questions about the status of an order?

Contact Vanessa, preferably via email.