Order Procedures

Generally

All orders should be placed thru Innopac system and sent via USPS or electronic purchase order unless specifically instructed otherwise. All vendor correspondence should be recorded in the internal note field of online order record with topic, form i.e. e-mail or phone, date and initials. Vendor should not be changed on any record with a payment or without consultation with Technical Services Librarian. For order record codes see http://www.usfca.edu/law_library/ts/order.html. Order claiming should be run at the beginning of each month.

New Titles

1. Before ordering

all titles should be searched in online system for existing orders, existing serial record, and previous edition. If order exists, do not order again. If serial record exists, attach new order record to bib if there is no existing standing order or subscription. If previous editions exist, check for notes and/or code denoting a standing order. search for series standing order if paperwork suggests a series. If series found, consult with Technical Services Librarian regarding status.

2. When ordering

On RLIN

find copy for edition requested in Rlin (see Cataloging manual for guidelines http://www.usfca.edu/law_library/ts/cat/prep.html), if no copy found create manual order update found record with an "o" in the RTYP field, an LDA line (see example, and Innopac manual for complete code list), and type "order" into the call number field of the holdings screen after editing, enter and put record and log id number onto order paperwork after the completion of your ordering for the day, load Rlin records into Innopac (see \TechnicalServices\PROCEDRS\Loading records from Rlin) process records and add order record number to paperwork all records placed on hold (order status 1) should be reviewed. If duplicate delete record and give Rlin number to cataloging for deletion. If order is not a duplicate, change order status to "o".

Manual ordering

search system for title, if no match found select new button to create brief bib and order. use lawacq for bib defaults and laword for order defaults and enter all available information. review all system generated duplicates before adding records to system.

3. Completing ordering process

from Innopac, review purchase orders for printing and select only those for law locations. For complete printing instructions, see Innopac manual send purchase orders via USPS unless specifically instructed to do otherwise or vendor is set up to receive electronic orders i.e. MWL file paper work in orders pending file by record number

4. Receiving orders

title should be searched in Innopac and received date should be entered into order record if piece in hand matches system place item on Cataloging shelf note order record on invoice for Serials assistant if included remove order paperwork from pending file and file by record with received paperwork ("received file" will be purged annually at change of budget year)

Standing order titles

The library has a number of standing orders i.e. Nolo press (all new editions or National and California titles), ALI-ABA titles, West (Nutshell series), etc. These titles come in automatically and should be searched and added to system upon arrival.

1. Search title in system for previous editions or serial record.
If previous edition exists, verify standing order status and create manual order.
If serial record exists, give piece to serials assistant for checkin.

2. Manual order creation

search system for title, if no match found select new button to create brief bib and order. use lawacq for bib defaults and laword for order defaults and enter basic title, imprint and edition information. Refer to order record codes see http://www.usfca.edu/law_library/ts/order.html. review all system generated duplicates before adding records to system. all order records should have today's date in both the order date and received date fields. note bib number on first page of book and pass title to Cataloging.

Replacements

1. Periodical Issues

Before ordering

verify that the issue was received, if not received have issue claimed by Serials assistant verify issue is not checked out or routed, if it is, have Reference Librarian contact patron and have the item returned verify issue does not exist in received duplicates obtain an estimated cost and availability of replacement supply Technical Services Librarian with list of needed replacements and their costs for purchase or stub decisions.

When ordering

all replacement orders should have a replacement fund, be firm orders, contain an identity field with the issue replacement information and a vendor note with this same information to print on the purchase order. file paper work in "orders pending file" by record number

Upon receipt

issues should be posted received both in the order record and the checkin record item should be prepared for next bindery shipment. move order paper work to "orders received file" and file by order number

2. Monographs / Volumes

Before ordering

item should have gone thru complete search process from ON SEARCH to MISSING and been recommended for replacement by Collection Development Team, if not please direct request to Technical Services Librarian obtain price and availability supply Technical Services Librarian with list of replacements for review

When ordering

mark item record with "e" REPL. ORDERED status order record should include a replacement fund and identity and be a firm order (order status "f") if part of a continuation, a vendor note should be included stating that the order is for the single item and not a new set or subscription file paper work in orders pending file by record number

Upon receipt

received date should be entered into order record, item record status should be returned to a "-" code and barcode number should be changed to reflect the barcode attached to the new item. move order paper work to "orders received file" and file by order number