Minimum requirements for Acquisitions record

The details required in an Acquistions record is very much like the details required in the Short Cataloguing BIB record.

Details required are:

* ISBN (if you have it)
* Author (if you have them)
* Title (if a non book, remember to put the material type, eg. DVD, Kit, etc., especially if there is no ISBN)
* Edition (if you have it)
* Publishing details (publisher and date)
* Local note (Optional - this displays in tag 590 on the BIB record)

NOTE: If you don't have enough information to correctly identify the item, please do not put the record on Voyager until you have the item in hand.

Short records including ON THE FLY records

Jo Lockwood has identified some problems with short records, as follows. Many of the practices that have been identified in the procedures are not being followed.

If you have a need to create a short entry for preview video records (ON THE FLY record), ALWAYS type the words ON THE FLY: before the title in upper case, followed by the title of the item in sentence case, eg.
ON THE FLY: The book of flies.

The minimum requirements for a short entry are identified in the training PowerPoint, and also on page 19 of the Cataloguing Procedures. These records MUST also be suppressed from the OPAC. Below is a list of problems that Jo found concerning ON THE FLY.......

* ON THE FLY - should be in upper case
* Tag 035 - this should be used for the BIB number only - there should be no text in this field
* These records should be suppressed from the OAPC. At the moment very few are being suppressed. See the print screen (fig 1) below - only the yellow titles are suppressed.
* The title of an item should be in the a subfield, after ON THE FLY : - some are in the b subfield.
* Some records have subtitles in the c subfield - this subfield should be used for authors
* Some records have the title of the item in upper case. Only ON THE FLY should be in upper case.
* Some records are for items awaiting original cataloguing - ON THE FLY is not used for these records. Just create a short record, see the PowerPoint and the cataloguing procedures on page 21
* Some records are for Inter-Library Loan (ILLs) items - ON THE FLY is not used for this records - see page 8 of the cataloguing procedures.
* Some records are for equipment - ON THE FLY should not used for this records. These should be on the equipment template.
* Some of these ON THE FLY records are from last year or older. They should have been catalogued, or removed, by now.

PO Short Records

PO SHORT RECORD is used when an item has been withdrawn, so the item record and possibly the Holding record is deleted. But the BIB (and possibly a Holding) record can not be deleted because it has a Purchase Order (PO) attached. These records need to be shortened and suppressed. According to the LRSN Cataloguing Procedures (v3.6) ....

PO SHORT RECORD: records

If you have a BIB record that has a purchase order (PO) attached, it currently can NOT be deleted. This record might have holding record attached, or the Holding (with item record/s) added to another full BIB record.

Add PO SHORT RECORD: in front of the title. ALWAYS type the words PO SHORT RECORD : before the title, with the title in sentence case,

eg. PO SHORT RECORD : The beginner’s cookbook.

NOTE: Remember to change Indicator 2 (I2) to 0, if the title had started with The, An or A.

In the Holdings record in subfield x, add a note explaining that you can’t delete the record, eg. “PO attached, can not delete the record.” Or “Item withdrawn, [and the date].” Also remove the h subfield.

NOTE: These records MUST be suppressed from the OPAC.

The minimum requirements for a short entry are to be followed, retain tags 020/022, 245, 250, 260 and add tag 590 – for full details on short BIB records see page 20 of the LRSN Cataloguing Procedures (v3.6).