This document was reviewed on July 19th, 2018 by LW, RG and XS.
eBook packages or streaming video collections should use staff processing records
eBook frontfile packages should use a single staff processing record to reflect all years purchased even if there are gaps in content coverage.
eBook backfile packages should use separate staff processing records for each collection purchased
eBook package or streaming video collection staff processing records should be included in e-Matrix
Individual ebooks do not use staff processing records, instead, create brief records or source full records via OCLC or YBP.
Individual ebook firm orders, whether ordered through YBP Gobi or direct from a vendor, should not be included in e-Matrix
If a firm order ebook access is managed through SerSol (check the e-resource hub), title may be ordered direct from vendor or through YBP Gobi. If ordered through YBP Gobi, do not use a bypass account, use subaccount 3010-50 to receive order and invoice from YBP.
If a firm order ebook access is not managed through SerSol (check the e-resource hub), preference is to order the ebook through YBP Gobi with a subaccount that includes EOCR and Metadata Service.
Monographic E-Resource Package and/or eFee Sirsi Staff Processing Bibliographic Records
Record format = SERIAL
Bib_Lvl = s
Ser_Type = | (pipe)
Lang = eng
Source = u
Date 1 = 9999
All other fixed fields are unedited
- Note: It's important to code Record format, Bib_Lvl, and Ser_type as such, allowing staff processing records to be scooped by E-Matrix. All e-monographic packages will be ingested into e-Matrix.
Each package should have its own staff processing bib record. Staff processing records should not reflect deals or include different packages.
Append title with [staff processing record]
Do not enter title in ALL CAPS. (Practice is reserved for YBP EOCR firm records.)
Title should include “ebook” whenever possible
e.g. Springer Engineering 2005-2007 ebook backfile
Title should refer to the vendor package based on how NCSU refers to the collection
Year is omitted from frontfile package names
Note: You may add a 246 field that includes the frontfile package and year if desired.
Year is included in backfile package title (245)
Title should not reflect a “deal” as included packages vary from negotiation to negotiation (deal name can be added as a 246)
Append varying form of title info with [staff processing record]
Record creator should refer to vendor website and emails, entering any alternate package names
Record creator should add any and all variations they can think of for the package, including how the resource is referenced on the invoice
Call number/item record
Call number: = ACQMONO XX(AUTO Item ID # before dash.1)
e.g. ACQMONO XX(275848.1)
Note if more than one call number record is present, the number after the decimal will correspond. e.g. ID = 2758548-2002, then ACQMONO XX(2758548.2)
Class scheme = AUTO
Library = DHHILL
Item ID = AUTO
ebook package maintenance fees
streaming resource packages
streaming resources maintenance fees
dataset resource maintenance fees
Home location = ACQ-S
Staff processing records are shadowed. ACQ-S is a shadowed location. As long as all call number records on the title are in a shadowed location, the title will be shadowed in the catalog and Endeca. If another location is used, the call number and/or bib record should be shadowed.
Basic Purchase Orders
The Monographs Unit uses basic orders for all firm and one-time e-resource purchases, including ebook packages or streaming video collection, not assigned to the LSEBC fund. Firm/One-time orders with an ongoing annual maintenance fee use a dated order with two orderlines (see Dated Orders).
EBK = ebook title or ebook package
STR = streaming media title or package
Enter the SerSol database name into this field
When more than one resource is billed on a single invoice:
Prefer itemizing purchased resources using separate order and invoice lines
If the resources use different fund codes, use separate order and invoice lines
Include orderline notes on ALL orderlines explaining a combined invoice was sent, invoice number and total, what resources are being paid on the invoice, and the amount of each invoice, e.g.
Elsevier sent combined invoice (P22791, $6666) for 2 Major Ref Work EOY purchases: Comprehensive materials processing ($5760) and Encyclopedia of Spectroscopy and Spectrometry, 2nd ed. ($996). CM assigned different fund codes for each title; paid on separate orderlines. (cp 6/23/15)
For historic PO cleanup where separate order and invoices lines were not used:
Create separate orderline notes indicating what resources were purchased on combined invoice, with pricing, if known. Example, two Sage Reference Encyclopedia Collections billed on a single invoice:
Unit price = $15861.00
NOTE: 2014 Encyclopedia Collection: $6994
NOTE: 2015 Encyclopedia Collection: $8867
Dated Purchase Orders (e-Resource package and annual maintenance fees)
The Monograph Unit creates dated orders for e-resource packages assigned to the LSEBC fund and for vendor annual maintenance fees (efee). Firm and one-time e-resource orders do not fall into this category.
E_ACCESS: enter the SerSol database name
Note: This field will serve as the the ebook reconciliation database match point
Annual Maintenance Fees (efee)
Create a dated order with 2 orderlines:
Orderline 1 = payment for content (does not roll)
Orderline 2 = annual maintenance fee (rolls)
Make appropriate orderline notes to indicate content is one-time purchase and annual maintenance fee is ongoing
Add annual maintenance fee to LSEBC fund
eBook Package Receiving
Update received & loaded date to TODAY when the invoice is paid.