Brief Order Records for CDL Acquisitions

See Best Practices for Decision Pages and Tags for groups

Legend: not started IN PROGRESS STALLED decided

Status	Decided
Description	CDL Acquisitions needs the ability to create brief bibs in the network zone in order to create orders for consortial resources to account for various scenarios.
Decision summary	CDL Acquisitions will create a brief bibliographic record for ordering when appropriate.
Owning group	CDLNZ-PT
Approver	CDLNZ-PT, Resource Management OST
Consulted	Resource Management OST
Informed	Acquisitions OST, E-Resources OST
Decision-making process	CDLNZ-PT will provide sample record for Resource Management to review and approve.
Target decision date	Feb 14, 2023
Date decided	Mar 29, 2023

Background

Excluding a few exceptions, Resource Management requires all NZ bibliographic records to include OCLC numbers. It is common practice at the institutional zone level to create brief bib records for use in ordering. However, they are not shared with the network zone per policy. Because CDL Acquisitions works exclusively in the network zone, any brief bib records they create for orders must be in the network zone. Requiring CDL Acquisitions to wait for full bibliographic records or network zone inventory could frequently delay creating orders in Alma. The lack of timely order records would impact CDL Shared Collections' financial reports to campuses.

Recommendation

When necessary, CDL Acquisitions will create a brief suppressed bibliographic record for ordering.

Ordering off Network Zone Inventory will likely occur when:

A matching collection already exists in the Community Zone
There is a 1:1 relationship between the electronic collection and order
There is an easy grouping of e-inventory with an order

Possible scenarios for ordering off a brief bib include:

E-Inventory in the CZ is insufficient or unavailable at the time of order
E-Inventory requires review or augmentation
No inventory is purchased, for example Aeon
Order includes many different collections, particularly when lumped into one payment by the vendor or by the recharge process.
Other misc scenarios as proscribed by CDL workflow

Process

When creating a brief order bib, CDL Acquisitions will use a brief record template prefaced by CDL ACQ. The 035 field will be left blank. 590 fields would include:

“This record is for CDL Acquisitions use only with no OCLC# and suppressed. NO IZ editing. Do NOT use for cataloging.”
“Use this record for both NZ and IZ POLs” .

Any all-caps fields will be replaced with relevant information. After all required information has been entered, a norm rule will be run that would remove any unedited all-caps fields. Each record will be suppressed from discovery and set to “Don’t Publish” to Worldcat.

Template:

Example Record:

Impact

Stakeholder group	Impact

Stakeholder group	Impact
Resource Management	The network zone will include some brief bibliographic records that do not have OCLC numbers. These will be viewable in Alma but not Primo VE.
CDL Shared Collections staff	Allowing the creation of brief bib records will support CDL Acquisitions workflows when creating order records.

Related Decision

Local bibliographic data (5XX-9XX) - RM-CMOS has set aside MARC fields 927-929 for CDL Acquisitions' use.

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Notes
CDLNZ-PT	01/31/2023	CDLNZ Review draft decision page and send to Resource Management OST for review.
Resource Management	02/09/2023	Provide feedback to CDLNZ
CDLNZ-PT	02/21/2023	Incorporate feedback and finalize decision.
Resource Management	02/28/2023	Request feedback on updated page.
CDLNZ-PT	03/01/2023	Inform Acq and e-Resource OST
CDLNZ-PT	6/21/2023	Added related RM-CMOS decision page.