Procedure for Searching Yankee notification slips with Series statement

The goal of the pre-order searching of Yankee Slips with series is to prevent having duplicate bibliographic records in our database. In order to accomplish this goal, we need to perform searches, first in Voyager Cataloging Module, then in OCLC when necessary to check DLC treatment.

1. In Voyager Cataloging Module perform the following searches for each slip:
   1. Author (Staff Name Headings Search)
   2. Title.
   3. Series Statement should be searched as Title, Journal Title, and as Staff Title Headings Search.
   4. ISBN / ISSN number.

2. If you find another Edition of the same work is being ordered, mark the following on the slip:
   1. Add ed. and Circle it (if not present write it on the slip and circle it)
   2. "See Bib #" Bib number referring to the edition held by the library.
   3. Date and initial the slip.

3. If the title on the slip in hand is another Volume of a serial or monographic set that is held by the library, do the following:
   1. Circle add vol. Write down which volume is being ordered.
   2. Write "See Bib #" Bib number referring to the Voyager bibliographic record where this volume will be added as an add vol.
   3. Date and initial the slip.
   4. In the MFHD Voyager record Write [Vol. #n on order] n=volume number to be ordered. (i.e. Vol.27 on order)

   * What is a Duplicate?

   1. Exact match.
   2. Identical contents different publisher.
   3. A Publisher publishes a title either as part of a series or as a monograph with no series statement but the content of both is exactly the same.
   4. Chicago DUPS, if a book is held in Chicago (i.e. Daley or CHS) the order Will be considered a DUP.

4. If you find a record in Voyager which happens to be a Duplicate to the slip in hand write the following:
   1. The word Dup (abbreviation for Duplicate) on top of the slip and circle it.
   2. "See Bib#" referring to Bibliographic record number in Voyager held by the library. Date and initial the slip.

5. If you find no record in Voyager initial and date the slip.

6. Standing order records are considered duplicates. In order to verify whether the order is a standing order/duplicate, follow these steps:
   1. In Cataloging Module with the bib. record open, click on Record Menu
   2. Select View line Item in Acquisitions (make sure your Acquisition Module is open) it will open a Line Item record.
   3. Select the Order Tab. Check field Order Type. If the word Continuation is present it means the order is a standing one, follow the steps in #4. If the words Single Part are present, it means the parts are ordered individually by bibliographers. In this case follow steps in #5.

7. Slips from steps 2, 4, 5 and 6 all go back to Collection Development. Please Batch them in groups titled as add ed. and Dup. The regular slips should be batched by bibliographer's names. Give them to Collection Development staff who will process them as needed.

8. Slips from the step 3 are placed in the Green box (next to the Bibliographers baskets in the Pre-Processing Unit. Acquisition staff members will collect them on a daily basis.

Please note for Series Statements if incorrect on the slip, check in Voyager and OCLC for the established form and write the Series title on the slip as it appears in 4XX or 8XX on the record.

11/22/04

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