WHEN THE ORDER RECORD IS NOT USED FOR CATALOGING

It sometimes happens that an order is created on one record, and when the item is received it is determined that the order record should not be used for cataloging.

WRONG ORDER RECORD HAS BEEN CHOSEN

• When the order record in Voyager does not match the item in hand, search OCLC for the matching record. Overlay the Voyager record with the appropriate OCLC record following the Voyager procedure for overlaying.
• When an existing Voyager record should have been used instead of the order record. Sometimes an order record is entered for an edition that we already own. This is common with printings, especially paperback printings that do not require a separate record (but should have been treated as a copy on an existing record).

1. Catalog the item on the correct record. Create a new MFHD and item record for the item in hand. Record the MFHD record number.
2. On the record the item was ordered on (incorrect record):

1. Check the suppress box on the bib record. Change the title in the 245 so the title displays in all capital letters. SAVE THE BIB RECORD.
2. Display the MFHD record:
3. Create a subfield x in the 852 field. Type: Cataloged on MFHD # (the MFHD number the volume was created on).    Example: 852 |x Cataloged on MFHD 112344
4. Check the suppress box on the MFHD record. SAVE THE RECORD

SETS AND SERIALS

1. Catalog the item on the correct serial or set record, updating MFHDs and creating item records as appropriate. Record the MFHD record number on which that volume was created.
2. On the record the item was ordered on (incorrect record): Follow steps 1-4 under section b above.

VIDEORECORDINGS. When the order record is a multivolume record, but the decision is made to analyze each volume:

1. Import individual bib records, catalog and create MFHDs and items for each volume. Record the MFHD numbers.
2. On the record the volumes were ordered on:

1. Check the suppress box on the bib record. Change the title in the 245 so the title displays in all capital letters. SAVE THE BIB RECORD.
2. Display the MFHD.
3. Create a subfield x in the 852 field. Type: Cataloged on MFHD #s. Record the MFHD numbers from each separately cataloged volume.    Example: 852 |x Cataloged on MFHDs 112345, 112346, 112347
4. Check the suppress box on the MFHD record. SAVE THE RECORD.

msf 8/3/1999  

aml 10/29/2001

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This page is maintained by Angela Laack alaack@mail.smu.edu
For questions about the content of this page, please contact Margie Steele-Fuller msteele@mail.smu.edu
Last updated 10/29/2004