Acquisitions: Replacement Orders

Author: Mark Hemhauser
Posted in: Collection Services Council


This is an overview of the guidelines and procedures used by the Acquisitions Department Ordering Unit when processing replacement order requests from selectors.

Selector submits Replacement request to Ordering Unit:

  • Supply Excel file or individual orders on paper or via email
  • Include Bibliographic info, barcode or call number, fund, location, duplication/edition instructions, (optional) price limit, other notes as needed

Ordering Unit procedure:

  • Search for same edition, year, format, unless Selector indicates other edition
  • Hardback/paperback edition can be substituted if content is the same
  • US/UK editions can be substituted if content is the same
  • OP treatment “search” (OP=S) is a default because most replacements orders are OP
  • Selector can opt for photo/film replacement (e.g., serials) instead of searching for print
  • Assess available copies by price, condition and sometimes vendors. Unsuitability includes expensive, poor condition, ex-library, facsimile reprints or preowned copies

If suitable copy is located:

  • Check Millennium to verify the Item is missing
  • Check for possible duplicate copies or previous replacement order
  • Consult Moffitt selector for possible transfers from Moffitt to Main
  • Create Order record and place order
  • Order is successful if filled, paid and cataloged
  • If order fails, repeat procedure to search for another suitable copy

If suitable copy is not located:

  • Conduct additional searches within a reasonable timeframe for a suitable copy
  • Consult selector about acquiring unsuitable copies
  • Refer request to Preservation for Photo/Film replacement if requested
  • Send request back to Selector as unfillable
  • Drop request per Selector decision

Legacy Data

Author: Jim Gordon:
Approval Group: Collections Council
Update Group: Collection Services Council
Last updated date: 05/15/12

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

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