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Manual for Bibliographic Search IntroductionPurpose of SearchBibliographic searching is done for various reasons:
Types of Search
Searching may receive requests from many sources: Departmental requestors (i.e. French or German Departments); Bibliographers/Selectors; and staff members or students. Requests come in various forms also: Faculty request cards, Dealers booklists, catalogs, bibliographies, blurbs, which have been marked by a faculty member or Library person, Form selections/Notification slips. These may get pre-searched by Collection Development staff. These ALL should be reviewed by the appropriate Bibliographer/Selector for appropriateness for the collection/authorizations and the fund, location, selector, and bibliographer designated. Once the authorizations are complete and indicated, requests are sent to the Searching and Ordering staff in Acquisitions. Collection Development procedures for how to submit orders to the Ordering & Receiving Unit can be found at http://lib.ucr.edu/cdd/tools/?content=gettingstarted, http://lib.ucr.edu/cdd/tools/docs/gettingstarted.doc, and http://lib.ucr.edu/depts/acquisitions/monoselectororders.php. Basic Searching ManualSymbols used by Searching Unit+ = found Search ALL POSSIBLE ENTRIES in Scotty indicated on the ad or in OCLC (authors, editors, titles, subtitles, series, variant formats of title, etc.). If an entry is found in OCLC not previously searched in Scotty, go back to Scotty and search that entry. When indicating search on ad, indicate a '+' or '0' superscript above the entry searched. Please note, CDD searchers sometimes indicate +/- which they have defined as found a different edition than indicated on ad. This symbol is NOT used by Searching Unit. Price: Prices are written in the currency found in the ad. Prices can be found using the ad, BIP, GOBI, B&T Link, Book House Order database, any other vendor database searched, or can be estimated by the searcher. While some effort should be made to get a valid indication of cost, it should be remembered that all prices are considered estimates until actually paid. Do not spend too much time searching for a price if initial search locations produced none. If a price is estimated by the searcher, use $.01. (i.e. $35.01). See the price estimating guidelines for determining estimated price if not found elsewhere. Serial = This library has cataloged the series as a serial, or this library would, beyond any doubt, catalog the series as a serial. (Those already cataloged as serials will have a call number indicated) Serial/Anal = This is a volume of an analyzed serial. (The order will be set up under the title and author, and will have a call number indicated in the Note field.) REVIEW FOR SERIAL CATALOGING = This series should be reviewed when it is received to decide whether we shall catalog it as a serial. VARIANT = OCLC copy was found for a similar edition and the record has been modified to fit the edition being ordered. This should be placed in the Identity field to notify the cataloger that some fields in the bib record may not match and to search OCLC again for better copy. Added Volume = The item being ordered is an additional volume of a multi-volume monograph that we already own. Orders should be attached to the same bibliographic record as previous volumes. Added ed. = The item being requested is a different edition of something that we already own. Indicate the call number and how the edition requested varies from the one being requested on the ad in case troubleshooting needs to be done on the search later. Added copy = The Libraries are ordering, for the same location, another copy of something we already own. The orders should be attached to the same bibliographic record as previous copies. Added location = The Libraries are ordering another copy of something we already own, but it is for a different location. Orders should be attached to the same bibliographic record as previous copies. HAVE = The Libraries own the exact item being requested in the same location for which it is being requested. This should be written LARGE across the ad so it is easy for anyone to notice why we are not ordering the item. HAVE IN PROCESS = Item being requested has been received in the library and is intended for the same location as request, but cataloging has not been completed. Order number is written on the ad and short notes about how it was received (i.e. approval, firm order, etc.). This should be written LARGE across the ad so it is easy for anyone to notice why we are not ordering the item. HAVE ON ORDER = There is an order in the catalog for the item being requested and it is for the same location. The Order number is written on the ad and short notes about when & how it was ordered (i.e. firm order, form, etc.) This should be written LARGE across the ad so it is easy for anyone to notice why we are not ordering the item. HAVE ORIG. = The item requested is a reprint of something previously published which the Libraries already own. Write this small near the reprint information and include the call number and edition details of the item we own. This should be sent back to Subject Specialist in separate group from other Haves to allow the Selector to evaluate whether item is still needed or if our coverage is sufficient. PrioritiesRUSH: Materials marked RUSH will be searched and ordered as soon as possible. These are also handled rush in the Receiving Unit in Acquisitions and in Cataloging. RUSHes are usually material urgently needed by a professor or for a class. Priority mailing costs increase the cost of the book. If materials are not marked RUSH, they will be processed within the guidelines outlined below. RUSH ORDER: Materials designated as RUSH ORDER will be searched and ordered as soon as possible. Collection Development will designate these items. There is no special priority after receipt. These are typically orders from sale catalogs. FIRST PRIORITY: Order is processed immediately after all RUSH and RUSH ORDER materials and before regular orders. First priority materials are also handled as priority in the Cataloging Department. These orders are usually Reference Collection titles and titles for which someone wants to be notified as soon as it is cataloged. Materials not in any of the above three categories will be handled in the regular course of processing as time permits. Basic SearchingRead the COMPLETE ad. Clues are sometimes given about publication dates, pricing, discounts, previous publication of material, inclusion in sets, etc. that could indicate more detailed searching is necessary. Take particular note of titles with years or volume numbers (i.e. Yearbook 1985) as this could indicate a series or set rather than individual title. Look for indications about previous editions or reprints. Search ALL POSSIBLE ENTRIES in Scotty/Millennium (using Staff mode) indicated on the ad or in OCLC (authors, editors, titles, subtitles, series as titles, variant formats of title). If an entry is found in OCLC not previously searched in Scotty, go back to Scotty and search that entry before inputting. It is especially important to search series entries as titles to determine if we have a standing order or subscription for the series, and for possible processing requirements for the item once received. Please note: Diacritical marks stand for additional letters: ä files as ae, ü files as ue, ö files as oe; disregard ¨ in Spanish and Chinese. Ø in Scandinavian files as oe; å is aa. In current electronic catalogs, most systems ignore the additional letters and search only for the first letter (ä searches as a instead of ae). However, it is important to search using both spellings since we may have older entries or other library cataloging entries imported into our system. Search OCLC by Author, Title, Author/Title, or Keyword. DO NOT search by ISBN unless as a last resort. If a record is found using ISBN, search again using the entries found in the OCLC record to verify the best record available is found. Records for multi-volume sets, or Cloth vs. Paperback, don't always include all possible ISBN's for a given bibliographic entity. If UCR owns other volumes in a multi-volume set, or the Cloth vs paperback of the same edition, attach the order to the existing bibliographic record rather than import another bibliographic record. (Exception to this is EATON in which each printing/edition gets a separate bibliographic record.) Series SearchSearch all Series as a title. If an authority record is found, note how we treat the series, (monograph, serial), and if the series is traced, how we write the series. If treated as a serial, note whether it is analyzed or not. Check the other entries (if any) in the catalog for the series to see how other items were cataloged. Is there a Standing Order already in the catalog for the series? (If so, view checkin record/card & other entries to verify volume requested has been received and indicate HAVE S/O including standing order record number, and give paperwork to serials unit staff for claiming if necessary.) If treated as a serial, do we have a subscription? (If so, view checkin record to verify volume requested has been received and indicate as a HAVE SERIAL SUB including subscription order number, and give paperwork to serials unit staff for claiming if necessary.) If no subscription, do we already have requested volume (view checkin record/card)? If we do not already have requested volume, is the serial analyzed? If NOT analyzed, order should be attached to serial bib record with serial one-time order coding. If it IS analyzed, order should be placed on bib record for the individual author/title with call number notations in the Note field of the record. Verification of availabilityCheck the Publisher, date of publication, Country of publication. Is the publisher a mainstream publisher, a small hard to find publisher, self published? If the item is within 2-3 years old and from a mainstream publisher, or if the ad is a current vendor catalog offering the item for sale, detailed availability searching is not necessary; assume it is available and proceed to vendor selection. If the item is older, a search of BIP, GOBI, B&T Link, Book House Order Database, or other vendor database could be done. If not found in any current vendor database, a search of OP Web Dealers can be done to determine availability on the OP Market. Some small publishers do not list in the regular sources; a Google search for the publisher sometimes locates the publisher's website where availability/ordering information can be found. Vendor SelectionVendor selection is based on place of publication, age of material, type of material, available discounts, Priority, and information included in the ad. We have some basic guidelines for vendor selection which are outlined below, but final vendor determination sometimes doesn't fit into any clear-cut rule, so a judgment call by the searcher may be needed. Consult your supervisor if you have any questions. Due to the large discount offered by our primary approval vendor, any U.S. in-print book from mainstream publishers within 2 years of publication should be ordered form Yankee Book Peddler. If your searching indicates Yankee offers a 0% discount for a particular title or publisher, check Baker & Taylor Link for availability. If Baker & Taylor has a current title in stock which Yankee offers no discount, order from Baker & Taylor, if not in stock, order from Midwest or Book House. Items 3+ years old, in-print in the U.S. can be ordered from Book House or Midwest Library Services. Items published outside of the U.S. should be ordered from one of our foreign vendors depending on the country of publication. Foreign titles stay in print much longer than U.S. titles, so detailed BIP searching is not required unless you have a belief that the item is out of print. Send the order to the appropriate vendor and they will determine its availability for us. Several vendors you may use are: Germany & Netherlands - Harrassowitz Out of print items require a search of the OP Web Dealers. Alibris is our primary source due to ease of invoicing/payment. We can also order from ABE with a credit card if necessary, or you can e-mail the ABE vendor directly and ask to be invoiced by the vendor rather than ordering through ABE. Amazon & Amazon Market Place vendors are an option, but should only be used as a last resort due to their business practices in regard to tracking an order from order to placement to payment. Form Selections/Notification Slips should be ordered from the vendor who sent the slip, unless there is some strong reason to do otherwise (i.e. Yankee offers 0% discount and B&T has it in stock. Please note that for firm orders, we would order these from Book House or Midwest, but for Notification slips, order these from Yankee despite the lack of discount.) Music Scores can be ordered from Front, Music CDs from H&B recordings (hbccd). DVDs can be ordered from Baker & Taylor Media (batvm), DVD Planet, Book House Media (bkhsm), Ambassador media (absv) (although as a last resort), FACETS, or from another source you might locate. Many video publishers must be ordered direct (FirstRun/Icarus Films, Women Make Movies) Eaton Material is a special case. We do not want paperbacks bound if they are ordered for the Eaton Collection. Most of our vendors are set up to automatically bind paperback books for us. Eaton material should be ordered from our Baker & Taylor Science Fiction account (batsf), or from our Book House Science Fiction account (bkhsf). We can also go direct to the publisher for some titles or from Amazon as a last resort. RUSH titles SHOULD NOT be ordered from Yankee. If an item is required quickly, Book House is a good source. If it is especially urgent, check of Baker & Taylor's website, if the title is in stock at Baker & Taylor, you can order it via their website using our Rush account (batr). If Baker & Taylor does not have it in stock, order Rushes from Book House. Notable PurchasesItems which cost more than $500 can not be ordered without prior approval from the Chief Collection Development Officer. This authorization should be submitted on a Notable Purchase Slip which includes the title, the price, and signature of the Chief Collection Development officer. It may also be signed by the requesting selector or bibliographer. If an order is received costing $500 or more and no notable purchase slip is included, hold the order and contact the selector or Chief Collection Development Officer and obtain one before ordering. Notable purchase slips may also be used for items under $500 if the item is notable for other reasons. The Bibliographer or Selector will determine this. Any order with a notable purchase slip attached should be coded in Scotty/Millennium with Order Type = 1. After ordering, make a copy of the Notable purchase slip to be kept with our records in the ordering file; and a copy of the ad to be sent back to CDD with the Original completed Notable Purchase slip. Fund codesThe fund to be used for each title is determined by the Subject Specialist/selector. Each subject specialist is authorized to use specific funds only. Only that subject specialist may use that fund. If a request comes through indicating a fund not authorized by the appropriate subject specialist, the appropriate Subject Specialist should be contacted to correct the fund to their own, or to gain authorization to use a fund chosen by someone else. A few funds are general in nature, like "media". These funds have a specific Subject Specialist authorized to spend the fund, but may have a secondary Subject Specialist who made the initial request for purchase. In this case, put both Subject Specialists in the record in two separate Selector fields (first one in the record should be the one authorized to use the fund in question.) Fund "extensions" are determined by the type of order: a = approval order (transmission orders or Notification Slips ONLY for YBP or Lindsay & Croft) See more detailed information about funds on the Bibliographic Searching and Collection Development websites: http://lib.ucr.edu/depts/acquisitions/bibsearch.php, http://lib.ucr.edu/depts/acquisitions/fund%20codes%20by%20discipline.pdf, and http://lib.ucr.edu/cdd/tools/?content=main (http://lib.ucr.edu/cdd/tools/cddlogon will let you log onto the CDD tools website using your Centaur username and password. RequestorsDo not forget to note the REQUESTOR in the order record. DO NOT record the Bibliographer or Selector as the Requestor unless that person has requested to be Notified about the item. E.g., if we get an ad initialed by KC (Kuei Chiu), and if it bears some message such as, "Please order all these juicy titles, love, carlos," the requestor is Carlos, Not KC. (NOTE: Do not bother to try to figure out what the requestor's last name is if unclear; if you only have the initials, use them, or as in the example above, use the first name if the last name has not been provided.) Ordering/Coding of recordsMore detailed procedures are available online for inputting/record coding and for specific special circumstances. See the procedures manual at http://lib.ucr.edu/depts/acquisitions/proced.php and the Bibliographic Searching web pages at http://lib.ucr.edu/depts/acquisitions/bibsearch.php. DefinitionsSeries: A number of separate works issued in succession, usually related to one another in subject or otherwise, normally by the same publisher and in uniform style, with a collective title which generally appears at the head of the title page, on the page before the title, or on the cover. A series may be either a Serial or a Monograph Series. Serial: A publication issued in successive parts, usually at regular intervals, bearing numerical or chronological definitions, and, as a rule, intended to be continued indefinitely. Serials include periodicals, newspapers, annuals (reports, yearbooks, etc.) and memoirs, proceedings, and transactions of societies, and some numbered monographic series. Monograph: A treatise on a particular subject and generally considered bibliographically independent from other works. Monographic Series: A series of monographs with a collective title, usually issued serially by a university or a society. A monographic series treated as individual monographs is generally linked by a broad rather than a narrow subject field. Publishers series: A series of publications whose only link may be the collective title assigned by the publisher. They may cover a narrow or broad subject field but their only real relationship is that they were published by the same publisher. Basic Filing RulesAlthough we no longer file cards in the Card Catalog, it is still useful to understand the rules for filing. The current electronic catalogs still follow many of these rules. Also, other libraries may create entries using older rules which may be the only method to locate a difficult item.
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