[Wactclc-alma] Acquisitions questions for Thursday zoom call

[Guidry, Wade]

Good questions, CB. We can talk about them tomorrow, and I'm sure get some thoughts on list as well.

Here are some initial thoughts...

As far as when to set OCLC holdings flag, my thought would be to do it whenever you pull the title record from WorldCat, since it's convenient to set the flag at the time you download the record.

You could also use the Connexion / Batch menu to set holdings in batch at the end of each month, from OCLC numbers pulled from Alma analytics.

Re: packaging... auto-packaging will package nightly based on common vendor and order type (ie, single vs continuous). Depending on your order flow, that might a convenient way to do it. Or, if your flow involves, say, ordering a bunch of stuff from Amazon over the course of a couple of days, and you want everything on a single PO / invoice, manual packaging would be better. You can also 'order now' to package a POL immediately, if you want the POL on its own PO / Invoice.

Re: receiving... I would think of receiving and cataloging as two separate workflows. The catalog record should already exist at the time of receiving, even if only in brief form. Any overlaying or catalog updating I wouldn't think of as being associated with receiving, necessarily.

If you mean cataloging items, the holdings / items will get created with the POL (where templates might help?). You can also edit the items during receiving. Also during receiving, you can 'keep in dept', so that the item doesn't go immediately to available, and you can do some processing (labels, for example).

The SUNY Libraries Consortium page on receiving is good synopsis of a basic one time order receiving process: https://slcny.libguides.com/training-acquisitions/receiving and https://slcny.libguides.com/training-acquisitions/receiving-onetime . Also, slides 10 and 11 in this deck are also good:  https://drive.google.com/open?id=1EHmwwru7ZU7VEIN6TlYB3kN0PnqH02dQ

One streamlining tip might be to start with invoicing. Once the items arrive at the library, first do their invoices. From invoice creation, you can go straight to receiving, by selecting 'handle receiving as part of invoicing' during invoice creation. That's a good workflow if the same person is doing both invoicing and receiving




Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<http://www.wactclc.org/>

Schedule a meeting with me<https://calendly.com/wactclcalmaprimo/>
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From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Cara Beth Stevenson
Sent: Wednesday, March 3, 2021 1:33 PM
To: 'wactclc-alma (wactclc-alma at lists.ctc.edu)' <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Acquisitions questions for Thursday zoom call


I'm going through different sets of notes, and my questions are in random order.



At what point in the acquisitions/cataloging process do you tag a title in OCLC for your library holdings?



There was some discussion about keeping or deleting FAST subject headings. Do you routinely delete uncontrolled subject headings or foreign language headings? What about fields not listed in the Alma profile, such as 019, 029,  or 938?



Paula said last week that she leaves unchecked the "assign inventory" box on the PO Line Order page. What is the implication of assigning inventory, or not? (I probably have this somewhere in my jumbled notes ...)



Do you always package manually, or are there times to choose other packaging options? (Something else for which I may find answers in my notes ...)



The process Paula demonstrated was for physical one-time orders. What are the differences for electronic orders?



Right now I am struggling with the receiving workflow, which seems really cumbersome. Is there a way to  streamline the process?    ** I have an order from Amazon that I am in the process of receiving, and I'm also cataloging each book as I go. Grays Harbor is a Dewey library, and I have to edit the call number and assign a cutter term on the holdings record for each title. AAAHHHHH!

   **  Then I still need to set the books for post-receiving processing for spine labels.



Enough from me -- I don't want to take up the whole hour.



Cara Beth Stevenson

(pronouns: she/her/hers)

Library Paraprofessional

John Spellman Library

Grays Harbor College


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