Subscription Acquisitions

A CORAL resource record is added for the cancelation, usually by one of the Technical Services librarians.

In Sirsi:

Look up the order in Sirsi and in the MOST RECENT order, add a NOTE with the reason for the cancelation which is given in CORAL.

In the VENDTIDESC field, type the title of the resource from the bibliographic record in Sirsi to which the order is attached, followed by “OCLC” and the OCLC number (which can be found by clicking on the red book icon and copying the numeric portion of the information in the Key or 001 field.)  If data already exists in the VENDTIDESC field, add another field with the label VENDTIDESC to use for this information.

(The reason for adding the VENDTIDESC field information is that the bibliographic record will be deleted by cataloging so the order will no longer be attached to the bib record.  The VENDTIDESC information will be a reminder of what the order was for. This field is not searchable so you will need to search by order number to display the order after the bibliographic record has been deleted.)

If the order has NOT been paid,

• on the Segments tab, add a Cancelation segment. Select all fundings. If the library made the decision to cancel, select LIBRARY for Cancel Reason.  If the cancelation was due to vendor action such as the resource no longer being available, select VENDOR.  Save changes.

If the order HAS been paid,

• in the Segment tab add today’s date in the Loaded field and save.

If orders exist for previous fiscal years for the resource, close them by adding the VENDTIDESC information and adding today’s date as the Loaded field.

Check that all orders have been closed by clicking on the red book icon and scrolling to the bottom to the Orders field.  It should say NONE.

In CORAL:

• On the Acquisitions tab, click on “add new note” and for Note Type select “Acquisition Details”. In the Notes field type: Orders closed in Sirsi: [your initials and date]. Select Submit.
• If the Sirsi PO number for the subscription is not already listed in the "Order Number" field, add it. If a firm order number is already in that field, add the subscription PO number to the "Acquisition Details" note from the previous step.
• Update the CORAL routing

--Teri Oparanozie, July 1, 2016