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Collection Management Services

Activation (E-Resources)

Include general instructions for all vendors:

- Rush

- Notification

- Problems?

- Course Reserves


- includes Databases - post-activation -> need to make sure Database of Databases are updated


Electronic Standing Orders (Monographic Series)




July 15, 2022

UVic DocStore and Misc. Links E-journal collection in Alma. PDF's sent to and uploaded to Docstore by Metadata staff.


Suppressed DAR's for each "emailed PDF subscription" migrated  to Alma.

A local collection -  UVic DocStore and Misc. Links. - was created and activated in the CZ for these subscribed titles. All but one title. Monkey: new writing from Japan, was linked to a CZ record. The DAR for Monkey: new writing from Japan was unsuppressed.

Follow up: Create a local e-journal record for Monkey and suppress the DAR?? Or submit a case and ask that the record be added to CZ?


Activating Collections and Packages in the Community Zone






The instructions for activation of GOBI e-books has been included as part of the Ordering procedure. Please see the Ordering GOBI E-Books for the Ordering through Activation process for this material.

Receipt of One Time Purchases (Physical)

Include general instructions for all vendors:

- Rush

- Notification

- Problems?

- Course Reserves

GOBI One Time Physical Receiving

  1. Physical material from GOBI will be placed in Bay 1
  2. In Alma, go to the Receving workbench (Acquisitions --> Receiving and Invoicing --> Receive)
  3. From the Receive New Material screen, select the One Time tab
    1. This will list all resources that have been ordered and are waiting to be received
  4. Search for your title
  5. Once you've found the appropriate title ...
  6. Is the title shelf-ready? **to here**
    1. Yes.
      1. Tick the checkbox to the left of the title listing
        • If the title is Shelf Ready and does NOT need to go to Cataloguing - select "Shelf Ready" instead of "Keep in Department" at the top of the page
        • If the title is Shelf Ready but still needs to go to Metadata due to a Shelf Ready problem - select "Keep in Department" at the top of the page and choose "Shelf Ready Problems" from the drop down
    2. No
      1. Tick the checkbox
      • If it needs to go to Metadata for Cataloguing - select "Keep in Department" at the top of the page and choose "Cataloguing" from the drop down list
      • If it needs to go to Metadata for Rush Cataloguing - select "Keep in Department" at the top of the page and choose "Rush Cataloguing" from the drop down
      • With the resource you are receiving still ticked and the correct value(s) chosen from the tick boxes / drop downs at the top of the page, click on Receive at the top of the page
  7. If the material is Shelf-Ready  and bypasses the Metadata Unit - place on the shelf/truck for Access Services to pick up
  8. If the material is NOT shelf ready - place it on the shelf for Cataloguing, the Shelf-Ready Problem Shelf, or the Rush Cataloguing Shelf in Metadata
  9. At this point - the Item will have an appropriate Status in Alma (and Primo) - either In Transit if moving directly to Access Services or Technical Services if passing on to Metadata.
  10. NOTE: only records with Items can be assigned Work Order Statuses
  11. If you did not receive the item and select "Keep in Department" and want to change the status manually go to Fulfillment --> Scan In Items. Select "Cataloguing" (or other category) from the drop down and scan in the barcode





- GOBI Firm Ordered - shelf ready

--> Firm Order Bypass  -> additional copies / locations -> gobi won't give us bib record -> they will create another holdings for us --> not shelf-ready

- GOBI Approval Plan - normally shelf-ready


Shelf-Ready vs. Non-Shelf Ready

- including Shelf Ready problems : 




  • Go to Acquisitions -> Receiving
  • Find your item by searching by POL or title on the One Time tab
  • Once you find your item and are confident that the physical material in hand matches what was ordered
    • Tick the box next to the title
    • On the top of the screen select "Keep in Department" and "Cataloguing" from the drop down
    • Click on the Receive button
  • Barcode????
  • The material is now received and will have a process type of Cataloguing
  • Send item to MetaData
  • Next step: Invoicing

Receive a Special Collections One Time Physical Purchase

  • Go to Acquisitions -> Receiving
  • Find your item by searching by POL or title on the One Time tab
  • Once you find your item and are confident that the physical material in hand matches what was ordered
    • Tick the box next to the title
    • On the top of the screen select "Keep in Department" and "Cataloguing" from the drop down
    • Click on the Receive button
  • The material is now received and will have a process type of Cataloguing
  • Double check the following:
  • Write the POL on the flag
  • Place the item on the SCUA ready for cataloguing shelf in Acquisitions
    • For high value items, place it in the cabinet
  • Next step: Invoicing


When receiving "ref" material, whether for the main stacks or "ref" location, current best practice is to barcode the item in hand and add a FOR USE IN LIBRARY ONLY label to the item. The item policy should be noted as "nocirc".  The section on Ordering Law Material provides background and order details

Receipt of Continuous (Physical) Material

Draft - (PROCESSES TO BE CONFIRMED) In process/Susan/October 13, 2022-

General Information:

Always set location to  Mearns-McPherson Library - MAIN Acquisitions Department.

Receive purchased items via Acquisitions > Receive > Receive New Material > "Continuous" tab.

Procedures apply to both Law and Main locations.

Set aside all material ordered and located in Special Collections and Archives (SCUA). Follow separate SCUA procedures for receipt of all SCUA material.

Call Numbers: Call number format for active orders may be updated within the holdings to reflect new best practice established with migration to Alma.

Barcodes: Apply Priestly barcodes to law material; and McPherson barcodes to main material. Affix barcodes top center on item cover, regardless of library or location.

Mail: Separate main and law material. Further separate loose leaf materials from serial material. Set aside any monographic standing orders (AU S/O's).

Unsolicited material: See spreadsheet on W-drive > LTEC > Serials

Series Authorities: Local notes (field 667 with |5 CaBViV) / Local authorities no longer present in Alma. For series received as gifts or on deposit: Series titles with local processing note will be added to the Unsolicited folder. (Spreadsheet of Voyager AR's created and filed for reference if necessary.)

Instruction notes for Law Staff: Items will be flagged; Standardized notes (uppercase) will be recorded in the holdings field 852 |x

Shelving: For items without item records, stacks staff will watch for non receipt of issues and/or duplicate issues and advise orders@uvic as necessary. Duplicate issues may be returned to Acquisitions and/or discarded as appropriate.

Holdings: Rely on the summarized holdings statement - not the presence or absence of item records - and check stacks as necessary to confirm holdings.

Items: In general, item records are not created for each periodical item, but may be created for annuals and less frequently published material. Note both Enumeration and Chronology in item records. These will now both print on the call number label. (This is a change from Voyager practice.) Some bound journals may also have item records attached (and coded item type "nocirc" or "law-ncirc"). Migrated item records attached to periodicals were assigned the material type of  "issue" [to be confirmed].

Alma's predictive functionality will not be implemented.


Follow up:

  • "PREDICTIVE", "NOT FOR PREDICTIVE", AND "NON PREDICTIVE" notes to be removed from holdings record (Field 866 ##). Further cleanup of holdings notes also required. Note that "Versions" of holdings records can be viewed via the MDE " View Related" tab.
  • Update processing notes and spreadsheet (W-drive > LTEC > Serials)
  • Update LibGuide tabs to "Continuous"  and "Standiing Order" to reflect receipt process in Alma.
  • Receiving notes "ADD TO CALL NUMBER: VOL." still necessary? Information pulled from the item record which includes enum. and chronology
  • Rep-Can; Dig-Can, etc. : Rep-Jur, Dig-Jur, etc.  "rubric" printing on spine label. Delete "rubric". Spine-O-Matic to be updated. GLJ to update location tables. No rubric necessary.

PO line type: Print Journal - Subscription

On Continuous tab, with item in hand, search and select title:

  • Click POL number  to bring up Purchase Order Line Details
  • Click "Description tab" or view the bibliographic record. Confirm bibliographic information matches item in hand (title, series, volume numbering, etc.)
  • View "Summary" holdings to confirm open holdings
  • Return to POL Details > Ordered Items box: Read and act on "Receiving note". If BARCODE note is present: Create item record and add barcode. See BARCODE procedure below.
  •  Print call number in black pen or print label as necessary and affix call number label as appropriate.
  • Stamp with serial property stamp as appropriate:
  • Law serials: Place promptly on truck for processing and transfer to law library
  • Main serials: Process and place on shelf for stack maintenance pick up

If the note BARCODE is present, an item record must be created and a barcode added:

To create an item record:

  • From the "Receive New Material" search result: Select the title in hand from the list. Click the ellipses to view the row actions list > Select "Receive"  to bring up "Receive New Items" page:

Receive New Items:

  • "Keep in Department" : Do not tick unless routing to cataloguing is necessary*
  • "Received date": update/add as necessary
  • In "New items details" box: Update Enumeration and Chronology fields as appropriate.
  • Click "Generate' button (to update "Description" field)
  • Confirm  "Description" field updated and details match item in hand
  • Click "Receive and Set Barcodes" button > "Set Barcodes" box will pop up
  • Affix barcode to item, then in "Set Barcodes" box > Scan in barcode > click Submit
  • Find item in "Received Items" list. (Use "Sort routine" as necessary.) Click row action ellipses > "Edit inventory item" to open "Physical Item Editor"
  • Update item record fields as necessary (i.e. Copy ID) > Save

Or, alternatively, create item via the POL Details page:

  • "EDIT" POL
  • In "Ordered Items" box: click ellipses to view row actions list > Select "View Items"
  • On "List of Items" page: click "+Add Item"
  • Fill in:
    • Receiving Date
    • Enumeration
    • Chronology
    • Description: click the "Generate" button to autopopulate
    • Copy ID
    • Click Save and Edit button
    • then scan in "Barcode"
  • Review and confirm fields in item record have been correctly populated
    • List of Items > Sort routine:  to view most recently received item

*NOTE: When  "Keep in department" is not ticked, no process type is applied and the item will will have a status of "Item in place". (This is OK for this type of material!)

Route any questions to Metadata supervisor (Serials).

To edit [or view] holdings in MDE via POL Details page:

  • Click "Edit" [if not already in edit mode]. In "Ordered Items" box, click ellipses. Select edit. [Edit > Save and Release]
  • Click the MDE icon to return to the POL Details page
  • Click "Back" to return to the  "Receive New Material" page



Questions/Follow up:

  • When printing call number on item or periodical label, use old or new way of formatting call number? >> Update: use new format per discussion with LD and GLJ; Update call number format in holdings
  • In POL Details > "Vendor Information" Box: Expected receipt date migrated from Voyager: Does this need to be updated? Yes, at some point as a project
  • Instructions for Law staff will be added to holdings field 852 |x (Notes in law records will be deleted if no longer current.)



Loose Leaf - Introduction

These items must be filed in order received and according to filing instructions noted on each loose leaf issue. Careful attention to filing instructions must be followed. Staff responsible for filing this material must advise when an issue is skipped or missing. Skipped or missing issues must be claimed.

Status: Recurring Renewal or;

PO line type: Print Journal - Subscription or;

PO line owner: Mearns-McPherson Library

PO sent / Physical Continous

Loose Leaf - Procedure

On the Continous Tab, search for the title.

Click on the POL number to view the POL Details. Click on the "Description" tab. Confirm the title in hand matches the bibliographic record  (Alternatively, click on the hyperlinked title to view the bibliographic record.) Watch for changes of title, author, editor, etc. Route any cataloguing questions to Metadata supervisor.

Return to the "Summary" tab. Read and follow any "Receiving note" instructions.

Note call number on item, add property stamp and route as appropriate.

Item records are created only for the binders that hold the loose leaf. Item records are not created for each loose leaf release or issue. Filing staff must advise Acquisitions at if issues are missing and require claiming.



POL type = Standing Order - non monograph

Added volumes (A/V) (multi-volume set): A bibliographic record with holdings exists within the repository for the item in hand. The record is NOT suppressed. A/V's must be routed to cataloguing where the bibliographic record and summarized holding (as necessary) are updated to include the latest volume.

 Receive > Receive New Material > Continuous Tab

  • Search for title
  • Click ellipses > Receive
  • See Receiving Note, then proceed as follows:
  • Tick Keep in Department; Update Received Date as necessary
  • In "New items details" box: Add Enumeration and Chronology > Click "Generate" button
  • Click "Receive and Set Barcodes" button
  • A "Set Barcodes" box will pop up: Scan in barcode > Submit
  • Received Items List > Find item > Ellipses > Edit Inventory item > Add Copy ID > Confirm other details > SAVE
  • Flag as A/V and route to Metadata



Notes: Update POL type to Physical Standing Order - Non monograph???; Dean toggled on this option October 20022

Law Continuations - General Notes:

  • Law POL's for monographic sets may need to be updated from Print Journal - Subscription to Standing Order - non monographic
  • Monographic sets kept up to date with replacement or reissue volumes, supplements, etc. : BARCODE bound volumes: withdraw (delete) item record of replaced volumes
  • Rep-Jur: Should not appear on call number (but currently does when scanned via Spine-O-matic). Update needed. jur=jurisdiction of law report
  • Receiving notes for Acquisitions staff are located in the POL; Shelving instructions for law staff are located in holdings field 852, subfield |x
  • Receiving notes/Shelving instruction notes need to be updated
  • For continuations: neither the call number nor the MMS ID need to be written on verso t.p. (barcode/call number label now affixed before item is sent to law)
  • Update call number format for law continuations? Have done a few as test
  • Continue to add material type and item policy for law material? How to know what to select from drop down menus? "Duplicate" function will autofill material type: leave as is; No longer necessary to select item policy from drop down as location determines circulation.
  • Scan in continuation items to indicate in transit for reshelving/shelving? Yes

Formatting Law "Receiving note":

  • Note call number on the first line: Law Rep-Can A8 C7526
  • For titles with multiple parts (and parts replaced): Note each part in lower case followed by receiving note in UPPERCASE. (e.g. Bound volumes: CREATE ITEM AND BARCODE. For an example, see: British Columbia Law Reports). Separate parts with a line break; Separate notes within each part with a semi colon.


  • Add "Shelving Notes" for law staff in field 852, subfield |x
  • Delete field 583 if notes are outdated (i.e. notes pre merge with main)

Reserves: TBD 11/22

  • Current edition on Reserve: Item has a temporary location of law-res 171; item policy = 2 hour reserve
  • Post migration cleanup: If second law-res holdings location was created:


Never affix barcodes or labels to SCUA material.


DUMMY ACQUISITIONS RECORDS (DAR's) are created for order and payment purposes only. Both the bibliographic and holdings records are suppressed. (Note: In Alma a holdings record for DAR's is not necessary as inventory is associated to the DAR POL at the item level.)

Separate bibliographic, holdings, and item records are created for items received on DAR's. The item is linked to the DAR via the POL field in the item record.

Items received on DAR's include monographic Series, MEMBERSHIPS, COMBINED SUBSCRIPTIONS, All publications, etc. DAR's may have a purchase type of one time; continuous or standing order.


1. Search for item title and/or DAR in Alma repository. (Mono series: Watch for volumes added  (A/V) to a title already catalogued AND part of a monograph series. e.g. Eneados.) View POL.

2. Determine POL type.

  • One time
  • Continuous
  • Standing Order

3. As necessary: Quick cataloguing: Resources > Create Inventory > Add Physical Item. BARCODE and link item to POL. Flag and send to cataloguing

4. As necessary: Flag and route to Metadata (Flag to be updated: No more A/R; POL, no. PO noted on slip?)

5. Questions:

  • How to connect quick catalogue item to DAR? via POL in item
  • How to add 561/other gift notes?: Via MDE > Editing Actions > Add Field (F8). Field will sort upon Save. > Release Record
  • For follow up/TBD: When to create a technical order and associate with DAR


Never affix barcodes or labels to SCUA material.

1. In DAR: Ensure 561 Provenance note is present*

2. Flag material for SC. Note POL on flag

3. Route to appropriate shelf in Metadata

Metadata: Refer also to the Metadata Special Collections - Purchases section

1. Add 561 note to each individual bib record received on the DAR

2. Add the POL number to each individual item record received on the DAR

A normalization rule has been added to the Metadata Editor (MDE): UVic Add 561 Purchased Note for SC. Note that field 561 notes are not added to material purchased for arc locations.

To add this note to a bibliographic record:

  • Open the bib record in the MDE
  • Under Editing Actions > "Enhance the Record" > UVic Add 561 Purchased Note for SC
  • Update the 561 field with relevant information for item in hand > SAVE

See Metadata Unit > Libraries and Locations > Special Collections and University Archives > Field 561 - Gifts, Purchased or Transferred Note


Series (POL Type = Print Book Standing order) - all formats - ordered on a DUMMY ACQUISITIONS RECORD (DAR).

Each title within the series is catalogued separately. (May or may not be classed together.) POL's are associated at the item level (not the holdings level). Both the bibliographic and holdings records are suppressed.

Receive > Receive New Material > Continuous Tab>

Search for title here first.  Items with a POL type of Standing Order are not received via "Receive New Material". If search of continuous titles tab brings up DAR record, route item to supervisor to review/update POL type as necessary. If not:

In the persistent search bar: Search for the title of the item in hand to confirm item is not an A/V, then:

1. In the persistent bar: Search for DAR via series title, PO, or POL or other

2. Click "Orders"  to view orders > Open POL Details. Review and confirm.

3. Copy POL number

4. Go to "Add Physical Item" via Quick Cataloguing (Resources > Create Inventory > Add Physical Item)

  • Choose Holdings Type > New
  • Citation Type > Book
  • Click "Choose" button

5. FIll-in Quick Cataloguing form:

Resource Information:

  • Title: Fill in this mandatory field (Transcribe from title page)
  • Suppress from Discovery: UNTICK (if ticked)

 Item information:

  • Location: Fill in this mandatory field: select from drop down. If item has a SCUA location: DO NOT ADD BARCODE; if not:
  • Barcode: Affix barcode to item and scan in

6. Select "Items". Click ellipses > Edit > Physical Item Editor (Notice some fields autopopulate). Fill in the following fields:

  • PO Line: enter POL number
  • Material type: update as appropriate (e.g. Book to Compact Disc)
  • Receiving date:
  • Process type: Technical Services
  • Copy ID
  • Click SAVE button


7. Search for DAR > Click "Orders"  to view POL > Open POL Details; or Hover over "Physical Standing Order" to confirm:

  • Barcode
  • Availability = Received
  • All items are associated with the POL

8. *Flag (with green slip) and route to appropriate shelf in Metadata

9. Cataloguer will collect material from mono series shelf, find brief bibliographic "Quick Cataloging" record and update bibliographic, holdings and item records, etc. as appropriate



Discoverable in Primo? YES

*Is a green Acq PO Fund slip still necessary? No, but insert for now. No need to fill out




Can't find an item in the repository? See the Unsolicited Folder on the W-drive (LTEC > Serials)

Unsolicited serial material we've decided to retain will have a record in the repository. The Method of Acquisition in holdings field 008 is coded  g= Gift

Gifts and Deposit material with open holdings:

Current receipt will be reflected via open holdings in the summarized holdings statement as well as the coding in field 008: "Receipt, acquisition or access status" = 4 Currently received. Process and route material as appropriate.

Gifts and Deposit material with closed holdings:

Closed holdings will be reflected in the summarized holdings statement as well as the coding in field 008:  "Receipt, acquisition or access status" = 5 Not currently received. This material should only be added if it has been flagged by the GIK coordinator and placed on the appropriate "Add to holdings" shelf. A serials cataloguer will then update the holdings and bibliographic record as necessary before routing the material to its appropriate location.

Gifts for SCUA locations: Gifts with open holdings located in SCUA: DO NOT MARK OR STAMP. Fill in PROCESSING FORM 1 and place on appropriate shelf for pick up by SCUA staff.

Gifts with an arc location, open holdings and received via the GIK coordinator(e.g. The Martlet and The Ring): Processed at point of receipt by the GIK coordinator and placed on the appropriate shelf for pick up by SCUA staff.

Missing issues of serials coded as gifts and located in SCUA are claimed by SCUA staff as appropriate.


In the holdings record:

  • Field 008, Method of acquisition is recorded as g- Gift
  • Current receipt is noted via the open holdings in the summarized holding statement and the "Receipt, acquisition, or access status" 4 = Currently received. Current receipt of each issue is no longer recorded
  • Close holdings and update field 008 when issues are no longer received


In the holdings record:

  • Field 008, Method of acquisition is recorded as d - Deposit
  • Current receipt is noted via the open holdings in the summarized holding statement and the "Receipt, acquisition, or access status" 4 = Currently received. Current receipt of each issue is no longer recorded
  • Close holdings and update field 008 when issues are no longer received
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