Reading an Order Record

1. Reading an Order Record Circulation Supervisors Meeting November 21, 2008

2. Overview • Important Fields to Know • Where To Start • Deciphering Notes • What Does It All Mean? • It’s Here but not Here • Q & A/Feedback

3. Important Fields to Know • Record Number • Refer to in communications with Tec • Created Date • Order Date • Received Date • CDate • Removes order from public view • Status • Identity • Note or Internal Note • Old Order # • A.K.A. Old Identity • Vendor Report or Vendor Note • Received copies

4. Important Fields to Know (cont.)

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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 It’s Here, But Not Here

12. Q & A/Feedback • Still have questions about the status of an order? • Contact Vanessa, preferably via email.