Acquisitions: Creating Brief Bibliographic Records and Order Records

Author: Mark Hemhauser
Posted in: BTech

This document is a guideline for creating brief Bibliographic records and attaching Order records in Millennium.  Staff in the Acquisitions Department and decentralized ordering units (Bancroft, EAL, Music, Media Resources, Public Health, Art History/Classics) are responsible for preorder bibliographic checking to avoid unwanted or unintentional duplication.

Acquisitions work (ordering, receiving, payment) does not require fully cataloged Bibliographic records.  Brief Bib records are sufficient with essential information to assist the vendor in supplying the correct material.  Unless suppressed, brief Bib records created for acquisitions are viewable in the public catalog so acceptable bibliographic entries are required.  All ordering staff are responsible for verifying the correctness of Bib (and Order) records they create and fixing any errors.  Purchase orders are printed to PDF files and distributed to keyers and should be reviewed before sending to vendors.

Order records must be attached to Bib records (cataloged or uncataloged) in Millennium and are used for following purposes:
* track orders placed, received, paid or canceled
* monitor active serials
* monitor access to online resources
* document interactions between Library staff and vendors
* encumber and disencumber funds
* maintain payment history

* identify material received without payment
* claiming or canceling unfilled orders
* collect records for statistical reporting
Additional information regarding Order record coding can be found in two AskTico documents:
* Acquisitions: Order Record Fixed-Length Fields
* Acquisitions: Order Record Variable Length Fields.

Creating brief Bib and Order records requires Millennium access and authorizations:
* view, create and update uncataloged Bibliographic records
* view, create and update Order records
* other functions depending on individual work assignments
Requests for edits to Order record should be referred to Acquisitions Department or other staff trained to work in Order records.

Bibliographic records with Order records can be created in Millennium using four methods:
* load files supplied by vendors to create Bib records and Order records
* export Bibliographic record from OCLC and include coding for Order record
* attach Order record to existing Bibliographic record
* create brief Bib record and attach an Order record

Vendors supply brief Bib records using MARC standards or fully cataloged records in the case of promptcat files supplied from OCLC.  Record creation is controlled by a Millennium load table and records are created as temporary status “1” orders in Millennium which must be reviewed and upgraded to “on order” records.  Purchase orders are not printed.

Records exported from OCLC use a Millennium load table and a temporary command line in the OCLC record to include Order record coding.  Records are created as “on order” records with purchase orders printed.

Attach Order records to existing (cataloged or uncataloged) Bib records in Millennium as a replacement or an additional copy in the following situations:
* monograph for the same bibliographic entry (title, author, publisher) in the same format (print, microform, online)
* monograph volume in an MVM set for the same bibliographic entry (same MVM set title, author/editor, publisher)
* serial subscription for the same bibliographic entity (title, publisher) in any format (paper, film, fiche, online)
* monograph series or MVM standing order using the identical bibliographic entity
* print and electronic serials for the same entity are attached to the same Bib record
* individual serial back issues for the same bibliographic entry
* serial reprint edition attach to a preexisting order for the reprint edition
* by serial format if separate records already exist for different formats
* serial index volumes attach to the Bib record for the serial
DO NOT ATTACH monographs to different editions (e.g., 2nd, reprint, revised), different formats (print, microform or online) or different imprints (e.g., U.S. publisher vs U.K. publisher).
DO NOT ATTACH serial issues or volumes in a series or set to a volume cataloged as a monograph under an individual author and title.

When creating brief Bib and Order records in Millennium include as much of the following bibliographic information if possible:
Monograph orders (single volumes or multiple volumes):
* Author or Editor, Corporate Author or Conference Name
* Title, subtitle
* Series note(s) if numbered
* Imprint (Place, Publisher, Date)
* ISBN if known
* Price, list price or estimate
* Edition other than first edition
* Volume number(s) if more than one
Serial Subscriptions (a continuing order purchased in volumes or units of time, usually with a prepayment for more than one item at a time, including Memberships, Service Subscriptions and “Comes-on” records):
* Title, subtitle
* Imprint (Place, Publisher)
* ISSN if known
* Beginning volume/issue number and year
* Price per volume, issue or year, in currency as quoted or U.S dollars
* Frequency of publication (if known)
Monographic Series Standing Order (a continuing order for a series, usually numbered, often published irregularly and paid as volumes are supplied):
* Monographic series title, subtitle
* Imprint (Place, Publisher)
* ISSN if known for the series (DO NOT use ISBNs for individual volumes)
* Beginning volume number and year
* Price per volume(s) expected in one year

To create brief Bib records manually in Millennium
* Click the “Orders” mode
* Click the “New” button along the top
* Record templates can be used as prompts for several categories or types of Orders
* Enter Bibliographic data, review entries, make corrections, save record
* Attach Order record, enter appropriate codes and notes, review data, save record

General Instructions:
* Do not begin a field with punctuation or spaces.  Millennium will include the punctuation characters or space before the first letter of the entry and cause the title to file incorrectly. * Ampersands are translated by Millennium into the English word “and” regardless of language.  Ampersands should be spelled out as the word for “and” in the appropriate language.
* Language code: Not required for orders but the 3-digit code can be entered in the Bib record.

Author (MARC 100): last name, first name, middle name or initial.  Author’s dates are not required but can be useful when keying scores.

Corporate Author (MARC 110): government, academic, business or other body credited for producing a work.  Include geographic qualifier to differentiate organizations with common names.
* Example: Instituto Nacional de Antropologia (Argentina)

Conference Name (MARC 111): conference, congress, meeting or symposium including name, number, date held and location.
* Example: World Peace Congress (1st : 1949 : Paris and Prague)

Alternate Personal Author or Editor (700): Millennium accepts multiple Alternate Authors and all print on the purchase order so alternate authors/editors should be included only when needed to identify the book, the edition or prevent unintentional duplication.

Title (MARC 245): include only one title for each record.  A subtitle can be shortened or omitted if it is not needed to identify the material.
Millennium performs a duplicate check on the Title field using the first letter of the first seven words in the title and compares that character string to all titles in the database.
* Example: “Popular culture and popular movements in reformation Germany” dupchecks as “pcapmir”
If a title has fewer than seven words the duplication check uses additional letters from the last word in the title.
* Example: “America’s ailing cities” dupchecks as “aacitie”
The dupcheck search stops as a colon or semicolon.
* Example: “Marxism and history : a critical introduction” dupchecks as “mahisto”
False duplicates will often be found because two different titles can be dupchecked with the same abbreviation.
* Example: “Music in history” and “Man in history” would both dupcheck as “mihisto”

Bibliographic Skip code
The Millennium fixed-length field labeled “Skip” is used in uncataloged Bib records to ignore a number of characters or spaces at the beginning of the MARC 245 field when the title is indexed.
Millennium recognizes A, AN and THE as English language articles and enters Skip code 2, 3 or 4, respectively, when a Bib record is created.
Foreign language articles are not skipped automatically by Millennium.  If it is not grammatically necessary, omit a foreign language initial article from the title.  If you enter an initial foreign article you must enter a Skip code manually.
* Example: the initial article “Das” needs a Skip code of 4.
If a foreign language title begins with the words “a”, “an” or “the” Millennium will interpret those words as English language articles and enter a Skip code automatically.  The initial foreign word can be entered TWICE to generate the proper duplicate check and the first instance deleted word and the Skip code removed before completing the record.  Or key the title without the article, insert the Skip code and then edit the title to include the initial article.
Initial numerics plus a single space following are skipped in the title.
* Example: the title “100 Malaysian timbers” will be dupchecked and filed under the title “Malaysian timbers” unless 100 is spelled out as “One hundred”

Publication Information (MARC 260): format is “Place : Publisher, Date”
Include information useful to obtain the book.  Many abbreviations are acceptable, e.g. “Pub.” for Publishing.  Latin abbreviations can be used when the publication information is not known:
* For no place of publication use S.l. (“Sine loco”)
* For no publisher use s.n. (“sine nomine”)
* For no publication date use s.a. (“sine anno”)
Do not include a date for serials or standing orders.

Series (MARC 440, 490, 830): include numbered series in a brief Bib record.  One series should be sufficient.
* Example: Series title ; number. Sub-series ; number.
All Series entries print on the purchase order and a long series entry may cause notes to be pushed off the purchase order.  Millennium dupchecks the Series field the same as the Title field.  Do not key initial articles in the series.

ISBN/ISSN (MARC 020, 022): enter digits without hyphens if the ISBN/ISSN is known but it can be omitted if unavailable.
Use the ISBN for the appropriate format (hardback or paperback, print or e-version).
For music scores and music CDs, enter the publisher ID number in the Standard Number field and change the MARC to 028.
The first ISBN listed in a Bibliographic record prints on the purchase order.
NOTE: when ordering a single volume in a multi-volume set the ISBN on the purchase order MIGHT NOT BE THE CORRECT ISBN FOR THE VOLUME BEING ORDERED.  In that situation, enter the correct specific ISBN in the Identity field in the Order record and cross out the ISBN on the Purchase order.

Bib and Order record Templates can be used to facilitate the creation of new Order records.  Several commonly used templates are available in Millennium and others can be created upon request to the ILS Manager.
Templates can include a variety of fixed field codes as defaults pertinent to specific types of records.
* Example: the basic monograph Order record template (called “Mono”) includes coding for a single volume print monograph to be received in Acquisitions.  The AcqType (“a”), RLOC (“a”), BLOC (“a”) and Taxable (“y”) fields include default codes.  Variable length fields Internal Note, PO Note, Vendor Note and identity are included as prompts in the Mono template.
* Any fixed- or variable-length field can be added or edited before the record is completed and saved.

Legacy Data

Author: Jim Gordon
Approval Group: ILSSC
Update Group: BTECH
Last updated date: 02/27/13

Archived Comments

Annual re-review
Thu, 11/15/2012 – 15:18 — Charis Takaro
This is not local nor exactly falling under any of our established groups – send to acq folks for annual re-review.

Skip codes
Tue, 10/30/2012 – 15:35 — Charis Takaro
I was under the impression that the skip code value is not actually in use (even though it gets populated) and 245 indicators should be used instead, but I haven’t tested this.
Also, is it worth mentioning any specific bib templates that are relevant for creating brief bibs and orders?

Skip codes & templates
Tue, 11/20/2012 – 09:23 — Jim Gordon
I think the skip codes are working for uncataloged records. I added a statement about templates.


Created: April 26, 2016
Last revised: October 24, 2016
Review date: None set

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