Scope: This procedure outlines instructions for processing special orders in the Monographs Receiving Ordering Unit, LTS Olin. This guideline should be used with much discretion, and only at the recommendation of the heads of the LTS Ordering and/or Receiving Units.
Contact: Lisa Maybury, Masayo Uchiyama
Unit: Acquisitions Ordering
Date last updated: 02/0127/20192024
Date of next review: February 201202025
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Qualification for Special Orders
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Anchor A AA. Qualification for Special Orders Special order materials may be a single monograph or groups of items such as foreign language videos or unique area or literature collections. These items typically:
- Have very limited availability and are from a unique source
- Are those whose information is hard to be reproduced if they are not input into Voyager FOLIO immediately
- Are difficult to input without having the piece in-hand. E.g., the item is in a foreign language that none of the staff understands, or, there is limited/sketchy bibliographic information available
- Need a record in Voyager FOLIO to facilitate the ordering and receiving activities, such as pre-payment
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BB B. Placing Special Orders
1. Create a preliminary level BIB instance record (encoding level = 5) for the item/items with a 245 and a 246 field.
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2. Create a holdings record with proper location.
3. Suppress both the bibliographic instance and holdings holding records.
4. Create a purchase order following the guidelines for regular materials.
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- quote the purchase order number on the invoice
- clearly mark the package with: "SPECIAL ORDER" on the shipping label
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CC. Receiving Special Orders
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- Receive the items following the receiving guidelines for more traditional orders.
- Pay the invoice following the payment guidelines for more traditional orders.
- Use the existing record to process the item if possible and unsuppress it, updating it as appropriate. Dispose of original order request or return to the selector if so requested.