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(When you click this icon, it will ask you to logon if you have just opened OCLC. Go ahead and click "OK".)
The easiest way to browse is to use the parameter "Title Whole Phrase" because if OCLC doesn't have the title in its system, it will show all of the titles that are alphabetically before and after your search term. If you have a rather rare item, sometimes doing a corp. name/publisher/personal name search will yield results in case the record's title has not been cataloged properly.
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Let's say that the copy that I am accessioning of That Certain Something has a date of 1960. We can sort the results by date and then easily narrow from there by examining the individual records to see which best matches the item in hand. Oftentimes, if one of the results matches when you have, and it also has a letter D in the column labeled " L, " then then it is the best/most detailed record in OCLC ("D" indicates that the record was contributed by the Library of Congress/DLC). Just make sure that the record is cataloged in English (eng) under the column CatL (you can also check this in the 040 field, where it will say $b eng).
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Once you have located the corresponding record in OCLC, hit F5 to export record into Alma. When the pop-up displays that the record as successfully been exported, highlight and copy the MMS ID#.Go Go back to Alma, and in the persistent search bar, under the terms All Titles and MMS ID, paste the MMS ID number, hit enter, and then you will see the record has been exported into Alma.
You can also import records in Alma using the sidebar link under Resources > Search Resources. Make sure you're in the HVD + OCLC + LOC (Pre-order searching) tab and type or paste the OCLC number into the System Number search box. The record should come up under the WorldCat (OCLC) tab of results and you can use the Import button to bring it into Alma. You can then begin the ordering process directly from the metadata editor.
Creating Purchase Order Lines (PO-Lines) and Order Records
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Once the record has been located and/or imported into Alma, you will need to create an order record for the item. You can do this using the "Order " link in the expanded options menu from your search results list or the Order/shopping cart button in the metadata editor (if you have the record open).
Clicking "order" This will take you to a page titled PO Line Owner and Type. The only changes you will make will be for Purchase type which will almost always either be Print Book - One Time or Print Journal - One Time.
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You will then be taken to the Purchase Order Line Details page. Under If you have not already set up a Gift template, there are several things that you'll need to edit. Firs, under the summary tab, you must first edit the item's location...
After clicking edit, you will be taken to another page where you will edit only two fields regarding location. First, from the the Item policy drop-down, select In-library use (62)...
Next, scroll down a bit to the Location Information heading, and from the Permanent location field, select Schlesinger Library: In-library use only (GEN).
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Next, click the save button which is located in the top right corner. A confirmation pop-up will inform you that the item will be moved to new holdings, etc. Click confirm.
Now you will edit Vendor Information as one of the two underlined options..This will take you back to the Summary tab of the main Purchase Order Line page. You need to add a Material supplier, which will be either XGIFT/XGIFT (for a regular gift item) or XSCHMS/XSCHMS (for published materials removed from a manuscript collection).
If the item included a simple, narrow slip of paper with the word gift at the top of the slip, you will choose/enter "XGIFT/XGIFT".
If the item came from the manuscript collection, the slip of paper will be wider and include more instructions than the gift insert. It will say something like "Records/papers of ____________." These indicate that the item is a gift from a Schlesinger manuscript collection, thus the material supplier code will be XSCHMS/XSCHMS.
The pricing heading should look as follows. After you enter 0.00 in the list price field, make sure you click outside the box in order for it to stick...
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Next is the PO Line details. You are only responsible for a few fields here. These apply to both XGIFT and XSCHMS items.
- Acquisition method: Choose Gift.
- Material type: Recommended: Book (Sometimes you may be For monographs (Print Book - One Time), use Book. If accessioning a serial , so in that case, you would choose issue)(Print Journal - One Time), use Issue.
- Reporting code is mostly : Monographs should use the code Rare Books^Special Collections (7021) unless, again, you are accessioning a serial for which you would choose and serials should use Serials^Special Collections (7023).
- Check the box that says Manual packaging.
This is what it should all look like for a rare book...
Adding the Donor Provenance Note
Finally, on the main menuNotes tab, you will need to add a note indicating the donor name. There are a series of tabs in the menu, and you will want to click on the NOTE tab.
Just like in the above image, click the + sign Click the Add Note link to add note and simply write "Gift of _________" if item was a gift. If it was from the XSCHMS, note what the slip requires, such as "Received with the papers of Angela Y. Davis." Click save and return to the Summary tab.
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Nothing else needs to be entered, so now, at the top of the screen, click the Order Now button. DO NOT click "save Save and continue" or "save".Once you click order, another confirmation pop-up will say something like, "You are about to send this order: POL-55555" etc. It will have an alert telling you that a reporting code is missing, and sometimes it may say something about an item already existing in the library. Don't worry about those warnings.Continue or Save.
Receiving the Item
Finally, Once the item is "ordered," you will receive the item which means that tells Alma is noting that Schlesinger has the item on site. In From the AQUISITIONS sidebar menu, under the heading RECEIVING AND INVOICING, click RECEIVEnavigate to Acquisitions > Receive. The page will should look like this...:
IMPORTANT: make sure to have Keep in Department checked, and next to that, from the drop-down, always have it select Cataloging (in-house).
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Finally, check the box on the left side , next to the item you are accessioning and click receive Receive.
Congrats. You have successfully created an order record.
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In the search bar, find the item that you just accessioned. Once you locate the item, click on the title, and you will be taken to a the MARC bib record. Print this out (Ctrl + P). In the top left corner of the print out, write either CC (copy-catalog) or OC (original catalog). Fold in half and place behind the t.p. verso with the curator's slip.
After printing the bib record, click "Edit" to bring the record into the metadata editor.
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In the menu bar, you will see a little box with a magnifying glass over it called "View Related Data." Click Click on this and then select "View Inventory" to to view holdings (you can also use the shortcut Ctrl + I).
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