Collections Services: Acquisitions

Verification

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Verification is the process of searching Voyager to make sure KSU libraries does not already own the item that is being ordered. The following are guidelines for searching different types of materials.

Books without series information on the order sheet
1. Do a simple title search AND and ISBN search in the Cataloging module.
2. If a record comes up with either one of these searches, check the bib record to see if the title, author, publisher and publication date match exactly.

NOTE: If you find an order that looks like a duplicate, make sure to check the order sheet to see if the bibliographer indicated that he/she was ordering either a 2nd copy for another location or a replacement copy for a damaged item. Also pay attention to publication dates, as we may own an older edition of a title or an earlier printing of the same publication.

For example:

• Different edition: We ordering 5th edition of a book and we have the 3rd, and 4th editions already. This would NOT be a duplicate.
• Different printing: We are ordering Pride and Prejudice by Jane Austen with an introduction by William Trevor., Oxford University Press, c1999. We already own the following printings of that title:
• Richard Bentley & Son - c1875, Folio Society – c1957 (Introd. by Richard Church. Wood-engravings by Joan Hassall.
• University of London P – c1967 (edited with a critical commentary by G. C. Rosser.)
• Printed for the members of the Limited editions club at the Merrymount press – c1940 (with preface by Frank Swinnerton and illustrations by Helen Sewell.)

Note that all these books have the same “content”. The exception to this is of course who did the preface, introduction or critical commentary. The fact that those exist, make this a different book. The bibliographer would have to decide if the difference warrants purchasing another copy. If you have any questions, ask the bibliographer.

Books with series information on the order sheet (checking for Standing Orders (STOs))
1. Follow the guidelines set up for Books without series information on the order sheet.
2. Do a series search to see if KSUL has a serial record for the series on voyager.
(See example below for conducting a search for a serial record through the Acquisitions process.)

(Doing a title search brings up both the series record AND the individual monograph records KSUL has in the system for that series. This additional information can be useful to Acquisitions staff.)

3. If there is NOT a serial record for the series on Voyager, KSUL does NOT have a standing order for the series.
4. If there IS a serial record for the series on Voyager, check for two things:

• a. Check the holdings record to see if KSUL owns the series number that you are trying to order or if that series # is already on order. (i.e. you want to order v.52 of the series Cambridge Studies in Romanticism. As you can see, KSUL already has it on order.)
• b. Check to see if KSUL has a standing order for the series.
• i. Bring the series bibliographic record up in the cataloging module.
• ii. Click on Record, View Line Items in Acquisitions. (NOTE: The Acquisitions module must be open for this function to work.)
• iii. If a note pops up that says “This title does not appear on any purchase order”, then KSUL does NOT have a STO for that series.



• iv. If a purchase order or multiple purchase orders pop up, check the fund code(s). If KSUL has a standing order for the series, the purchase order will have a Continuations fund code, such as FY2003 CONTINUATIONS. (i.e. as you can see, the series East European Monographs is a standing order.) NOTE: Return any duplicate order sheets back to the bibliographer.

KSUL does NOT have a standing order for the series if the fund code is a monograph fund code, such as FY2003 MONOGRAPHS.
However, from this screen you cannot tell if the order was a regular monographic order OR an order that came through on our Blackwell approval plan. If you see the following fund codes appear when you go to View Line Item in Acquisitions, you will need to highlight a line item, click on details, and on the screen that comes up, click on Copies/Funds to know whether the books we have received in that series came on our approval plan or through a firm order. (i.e. as you can see the series Advances in psychology research has been arriving on our BNA approval plan, thus we would NOT want to order a volume firm without first calling BNA to make sure it will not be treated on our approval plan in the future.)

Non-print items (VHS, DVDs, CD-ROMs) and music scores

Just a note of caution on these types of materials. Sometimes the order information does not match the title that the cataloger will use to catalog the piece, i.e. order sheet has the title listed as “Night in Tunisia”, which ends up being one song on a Cd-rom with the actual title of “Selection of Miles Davis”. Pay special attention to the order sheet to see if it lists the music publisher number, seen in this example as DCD-809 (DCD-809-1--DCD-809-2). Sometimes it is useful to search OCLC to see if you can locate a matching record and then to go back to Voyager and search for the title that appears on OCLC. (See guidelines for searching non-print items – training document being developed by Merry Bower.)