Collection Management Services

When an order is cancelled, neither an invoice nor inventory are expected. While we may "cancel" an order with a vendor, in Alma, if we have received and paid for inventory, we will close, not cancel, the PO/POL.

When an order is closed, all inventory has been received and the order is complete.

In Alma, if you cancel a POL that is the only order on that purchase order (including all migrated orders), Alma will delete the PO line’s inventory – both the holdings and the items – unless that inventory has been received or activated. If the POL has a bib and holdings record, but no items yet, cancelling the POL will delete the holdings record.

In contrast, when you close a POL, the holdings and items remain untouched.

Are you creating a new bibliographic record because of a title (or other) change?

Update the bibliographic and holdings records for the ceased title as appropriate. Create a new bibliographic record for the new title with holdings and inventory as appropriate

Advise orders@uvic.ca to close the PO/POL for the ceased title; and that a new PO/POL is required for the new title.

Draft Nov.2/22/sfm - Process to be confirmed
 

When a new record is required (See Metadata supervisor, Serials - Draft procedure sf/6/23):

1. Create a new bibliographic record, etc. for the new title. ; Update bib and holdings for prev title

2. If purchased, close the POL of the previous title; create a new POL for the new title > Assign inventory manually (holdings will already have been created). Associate the POL's

3. Populate the POL for the new title as it was populated in the previous title

For announcements about significant forthcoming changes: i.e. title change, format change, cessation:

1. In the bibliographic record, add a field 588 regarding the forthcoming change. Include |5 CaBViV.

Example:  588 ## Beginning with v. 58 (2023) publication will change title to Australian Journal of English Education. ‡5 CaBViV

The note will be deleted when the record is later updated with issue in hand.

2. In the POL Receiving Note, add: Beginning with [enumeration (chronology)] publication will change title to [New serial title]. Route last issue of v. [ ] to Metadata Supervisor (Serials)

From CONSER Editing Guide 2016 (2020 update):

Notes containing other administrative information about the record.

CONSER may also use field 588 in records for the following:

1. To record information from publishers about significant forthcoming changes.
2. To record information about the bibliographic description considered useful to other catalogers.

1. 1. Recording information received from publishers about significant forthcoming changes.

Occasionally, a participant receives information from publishers about future changes such as changes in country of publication, resumption of suspended publications, or the fact that the serial will be discontinued.  The participant may use the 588 to convey this information to other users of the record.  The OCLC symbol for the institution is given at the end of the note.  At the time that the inputting institution or any other CONSER participant receives the issue reflecting the change, the record is updated and the note is removed.

Whether changing item to another holding on the same bib or; changing item to another holding on a different bib:

From within the List of Items:

• "Select" (by "ticking the box" ) the item to be "changed" to another holding
• Under "Manage Selected" > choose "Change Holdings"
• "List of Holdings" / Search box will appear. Search (if changing to another holding on a different bib) and/or Select  holding to change item to. (If you do not see the "radio button" to select, expand the second column.)
• Confirm the item is now linked to correct holdings.

Replacements - for example when it's a new edition

Transfers Between Locations

B.C. Historical Textbooks transferred to Special Collections - Refer to the Curriculum section of the Libguide.

Withdrawing a single physical item  (Thesis Digitization Project)

1. Search for the item: Physical items > Barcode. Scan Barcode

2. Click title to view the MARC record. Look for field 583 containing a COPPUL SPAN retention note.

If 583 note is present, set item aside and do not withdraw; if 583 note is not present, click BACK button and proceed.

3. Confirm record information matches item in hand. Confirm location and call number.

4. Under Row Actions > Select "Edit Item" to open the Physical Item Editor.

5. CHECK FOR COPPUL SPAN RETENTION NOTES: On the "General" Tab > Inventory Information > Inventory number

If retention note is present, set item aside and do not withdraw; if retention note is not present, click CANCEL button and proceed.

6. Under Row Actions > Select "Withdraw". A "Confirmation Message" will pop up. Click CONFIRM.

7. A "Last Item of this Holdings Deleted" message will pop up. Four options will be presented. Select the second option in the list: "Delete the holdings record" > Click GO.

See "Delete Bibliographic Records" job ; Withdraw Physical Items job

including 

stamps/blacking out

privacy concerns / redaction (i.e. theses)

Draft/TBD/Susan/July 2023

Introduction

Several projects to withdraw print serials based on JSTOR access and years of coverage have been carried out over the past 15-20 years. Historical documentation related to these past projects is located here:  W:\LTEC\Serials\Weeding & Transfer Projects\JSTOR

As titles continue to be added to the various JSTOR collections, as of 2023, the libraries' current policy is to withdraw print serials when online access via JSTOR is confirmed, EXCEPT when the print serial has been marked for retention. Always check the bibliographic record for a 583 retention note before withdrawing serial items.