Replacement Processing

Bibliographic Pre-order Searches

• All orders are date stamped in Acquisitions when they are received
• All orders will be searched on local library system to confirm missing/lost status.
• On a case-by-case basis, inability to confirm missing/lost status may require checking the shelves or returning order to the subject librarian.
• If the subject librarian specifies that a variant/later edition is ok, then then it should be assumed that ebook is preferred unless specified -A fund or specific order info is attached.
• When a substitute replacement is submitted for a lost item, that order also needs to be searched on local library system.
• If the substitute is an exact duplicate, give all information to Senior Bibliographic Assistant.
   

Exact replacements

• Write MMSID on Missing/Lost Item Decision Form
• Note on the  Item Record -- General Tab 2—Internal Note Field
  “Order placed as an exact replacement”
   

Substitute replacements

• Search utilities for bibliographic records for transfer into local library system, or input a brief record when necessary (see Inputting Brief Records)
• Write the MMSID of Lost item on Lost Decision Form
• Write the MMSID of the replacement on the top of the Order Form (BPR)
   

Variant replacements

• Write MMSID on Missing/Lost Item Decision Form
• Pass orders to Order Clerks who will search utilities for records or will input brief records (see Inputting Brief Records) when necessary.
  
   

Order Clerks

• Order Clerks will check availability for requests on a case-by-case basis.
• Order Clerks will either export records from utilities or input brief records (see Inputting Brief Records) for all requests for variant editions.

Funding

• Missing – Subject area funds. 
  • If the subject librarian specifies that a variant/later edition is ok, then then it should be assumed that ebook is preferred unless specified -A fund or specific order info is attached.
• Lost – Patron Paid fund

Notes to be added to Order Record—Library Note Field

• Exact Replacements
  • Exact replacement only, [bibliographer’s initials, date], AND any special processing information found on the Order Form  (ex. 1.Bind, if paperback, 2. Notify)
     
• Variant Replacements
  • Any special processing information found on the Order Form
     
• Substitute Replacements
  • Any special processing information found on the Order Form

Receiving Clerks

• For all replacements, all notes found on the order record & the Aleph Ids will be noted on the purple slip and  on any Special Processing slips
• Exact Replacement - Send to Cataloging Department via exclusion truck
• Variant & Substitute Replacements - Give to Adjusted Catalogers
  
   

*Questions pertaining to receiving a replacement should be referred to supervisor
*Questions pertaining to cataloging a replacement should be referred to Senior Bibliographic Assistant.

Bibliographic Pre-order

All orders will be searched on local library management system

Exact replacements

• Write MMS ID on form supplied by Preservation Office
• Note to be added to Item Record – General Tab 2, Internal Note Field
• “Exact replacement ordered for damaged item”
   

Variant replacements

• Write MMS ID of damaged item on form supplied by Preservation Office
• Pass damaged item & paperwork to Order Clerks who will either export records or input brief records (see Inputting Brief Records) for all requests for variant editions.
• Damaged item plus all paperwork will be given directly to Order Clerk.
   

Order Clerks

• Order Clerks will check availability for requests on a case-by-case basis.
• Order Clerks will either export records from utilities or input brief records (see Inputting Brief Records) for all requests for variant editions.
   

Funding

• Subject area funds. 
• If the subject librarian specifies that a variant/later edition is ok, then it should be assumed that ebook is preferred unless specified -A fund or specific order info is attached.
   

Exact and Variant replacements

• Notes to be added to: Order Record—Library Note Field
  • Examples: Bind if paperback OR Withdraw damaged copy when replacement is received.
     

Damaged Replacement

• Add the following notes to the Order Record - Library Note Field:
  • Give to Clerk II, DO NOT ARRIVE,
  • MMS ID of damaged item
  • Any Special Collections’ processing instructions indicated on the Purchase Order - examples:
    • Bind if Paperback
    • Withdraw damaged copy when replacement is received.

Receiving Clerks

• Do Not Arrive.
• Write damaged replacement on purple slip and give item to Clerk II for processing new copy with damaged copy.
• Damaged copy and its replacement will be forwarded to:
  • Exact Replacements - Send to Cataloging Department via exclusion truck
  • Variant Replacements - Give to Adjusted Catalogers