Orders: Initiating a Resource with a Minimal Level Record

Purpose:  To  expedite the ordering process of new, typically online resources when no previous record exists in Sierra /URSUS.  Resources include: standard databases, ejournal databases, ebook databases, and individual journal subscriptions.

In Sierra SERIALS module (URSUS):

  • Click File in upper left-hand corner of the screen
  • Click New Record
  • Choose Bibliographic Record;
  • Choose from template options “Serials”.  You will be prompted for the following fixed fields:
    • Branch = oro (for Orono)
    • Cat Date = double click for calendar date selection; select today’s date
    • Mat Type = s (for Serial)
    • Input Libr = o (for Orono)
    • Initials = n (for suppressed) till fully available
  • Next MARC field prompts will appear for variable length fields
    • 022 field (ISSN #): skip if not available
    • Author = skip by clicking Next
  • Title = type title in ALL CAPS.  Note: in the second blue square box after 245, back up the cursor to put the number of skip characters needed for a leading article (e.g. A=2, An=3 or The=4).  Also Sierra auto checks for duplicate titles.  Review results screen and then close.
    • Alt Title = use as needed (typically for abbreviated titles or acronyms) or skip by clicking Next
    • Continue inserting any information readily available (eg. publisher). Hit “next” to move through MARC fields presented including subject
    • Continues = IF a title change, type in the old title [rarely needed]
    • Continued by = skip by clicking Next
  • Next you will be prompted for attached order record field information
    • Acq Type = p (for periodical)
    • Location = oweb (for online resources), fund = 76x (assign as appropriate for example 768 for databases)
    • Skip Requester and all other prompts except Vendor (e.g. ebs for EBSCO) if that information is given
  • If a title change, the Periodicals Assistant will transfer the old attached order and check-in records to the new bib record.
  • Generally the MLR will be replaced by a full bibliographic record:
    •  Periodicals – generally through activation of the title in the Serials Solutions Client Center which will generate an OCLC record through the 360 MARC program or
    • Online databases – an overlay record found or created by Kim

Note:  Must haves are title and publisher for next steps in procedure: Processing New Indexes and Databases (IDB).   For title changes, should provide:  ISSN #, new title, and previous title

Contact: um.library.technical.services@maine.edu

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