Acquisitions Department

BIBLIOGRAPHIC SEARCHING PROCEDURES

Data required on Searching Forms:

1. Title:
1. Record as full a title as is needed to distinguish the item;
2. When checking the title on the request card against OCLC cataloging copy, be sure to use OCLC's 245 field;
3. Do record the initial articles in the title but disregard them in searching the card or online catalogs; (English or foreign languages; see online catalog stoplist for exceptions to this policy);
4. Try not to abbreviate the first few words of the title; when practical it is even preferable to spell out some numerals which are initial words of titles, e.g. Twentieth rather than 20th.
5. When foreign titles begin with numerals, translate the numeral to its foreign equivalent, e.g. 14 [i.e. quatorze] grobe Euuden; this procedure is vital for searching in card catalogs; automated systems, however, are searched directly under the numerals;
6. When ordering multiple volumes or single volumes of a multi-volume set, include the volume numbers at the end of the title (before any listing of editors); use Arabic numbers and if practical specify each volume, e.g. Vols. 1, 2, & 3;
7. For long titles use ellipsis (...) to indicate the omission of words; use the standard three dots, not hyphens; do not use other punctuation before the ellipsis; e.g. Electron microscopy and analysis; proceedings...vols. 1-3/ed. by M. J. Goringe.
8. When the title of a forthcoming publication varies in the publisher's advertisement, BIP, and CIP cataloging copy, choose the title on the advertisement;
9. Uniform titles are used in two circumstances:
1. As the main entry for sacred scriptures, creeds, liturgical works, and anonymous classics, e.g. Bible, Mother Goose, Beowulf, Gawain and the Grene Knight; these will appear in OCLC's 130 field and should be recorded on the request card as an "author" or "main entry;"
2. As a cataloging technique to bring together all editions of musical, legal or liturgical works and translations, e.g. [Sonatas, piano trio, D.28, B-flat major]; these are found in OCLC's 240 field and are not considered the title proper; always use the title in the 245 field on the request card.
2. Author:
1. Study carefully the cataloging rules, current and former, for form of entry headings for persons and corporate bodies;
2. Correct the main entry of the item being searched to agree precisely with the form of the same entry in the online catalog, even down to hyphens and periods. If the main entry is not in the catalog, correct the item being searched to agree with any LC cataloging copy which is located; do not correct the main entry to agree with non-LC copy;
3. Often it is very difficult to tell if the personal or corporate name being searched is the same as one previously established in the card catalog; use experience and knowledge to make judgments, and record on verso of request card any variations or questions.
3. Classification number:
   Record classification number and location precisely as given in online catalog for:
   1. Duplicates, added copies, or added volumes;
   2. Different editions: if there are several different editions, choose one and indicate the differences in the imprint;
   3. For literary authors with established classification numbers in PB-PZ, it is only necessary to record the main class, subclass, divisions and subdivisions—not cutter numbers.

4. Publisher and address:
1. Publisher's name is given first; for large publishers it is sufficient to list only the basic name, e.g. Wiley, rather than John Wiley and Sons;
2. For small publishers give the full name, e.g. Thomas Horton and Daughters;
3. Use only standard abbreviations in the publisher's name, e.g. Univ. = University; Pr. = Press; Assn. = Association;
4. When necessary for clarity, spell out even familiar initials, e.g. World Health Organization, rather than W.H.O. [Remember that orders do not always go directly to publishers, but often to wholesalers who might not be familiar with abbreviations];
5. For obscure publishers, small associations, individuals, or government agencies, print address following the name, separating lines of the address with diagonal lines; try to print small enough to get it all on the front of the request card;
6. If the publisher has offices in the U. S. and abroad and the title is only available through the foreign office, be sure to indicate that, e.g. Macmillan, London.
7. If the advertisement states that the firm does not sell through wholesalers, add after publisher's name on the request card, "direct orders only;"
8. If the requests were prepared from a sale or out-of-print catalog, the request card should have the publisher's name first (if it can be determined), followed by the dealer's name and address (if a small or obscure dealer) in parenthesis, e.g. Viking (Scholar's Bookshelf); additionally, requests from OP dealers should have the catalog number and item number clearly shown on the face of the request card, e.g. Cat.F,#12;
9. Publisher's most often print and distribute their own material, but they may make many different types of arrangements with other firms to help them with any part of the process. When the distributor differs from the publisher, always show the publisher's name first, followed by the distributor's name in parenthesis:
   1. Several small museums may ask the Light Impressions Company to sell their exhibit catalogs, e.g. New Mexico Museum of Art (Light Impressions);
   2. Several university presses may go together and issue a sale catalog with one of the presses agreeing to accept the orders for all, e.g. Univ. of Tenn. Pr. (Univ. of Kty. Pr.)
   3. Several foreign publishers may go together and open a U. S. office, e.g. Nijhoff (Kluwer Academic); Nijhoff is in the Netherlands where several Dutch publishers are cooperating to operate a Boston office.
10. Where no publisher is known according to the cataloging copy, use s.l., s.n. (sine loco, sine nomini; Latin for "no place, no publisher's name); formerly used n.p., n.p. (no place, no publisher);
11. Where no publisher is known prior to the order, or where you cannot make a reasonable guess as to who it will be (as with requests from some OP catalogs) show only the distributor in parenthesis;
12. On requests for serials, be careful for the shelf list may show only the original publisher, but the current volume may be published by a different firm; use only the current publisher on the face of the request card.
5. Edition:
1. Record on the request card any edition other than the first;
2. Use ordinal numbers in Arabic form, e.g. 2nd;
3. Use standard abbreviations for other types of editions, e.0..g. rev. = revised, enl. = enlarged, augm. = augmented; see "bibliographic abbreviations" in the Information Manual;
4. Use this blank to indicate whether hardback (hbk) or paperback (pbk) is being purchased; use the Decision Rule chart in the Information Manual for guidance on choosing between the two;
5. Unless a rare book is being ordered, do not indicate printings;
6. The Spanish book publishers call printings "editions;" do not be misled by this into purchasing what may appear to be new editions but in reality are "duplicates."
6. Format:
1. Record here the format of material being ordered other than books, e.g. microfiche, videocassette; a list of the preferred format designations is posted by the departmental microcomputer;
2. Do not use "generic" terms, be specific, e.g. use "microfiche" rather than "microformat," use "audiocassette" rather than "sound recording;"
3. Use "loose-leaf" to describe items to be received in binders or notebooks; N.B. if in the searching process it is discovered that binders must be ordered separately, please call that fact to the attention of the Order Librarian.
7. Publication date:
1. Always express in Arabic numerals, not Roman numerals;
2. Order of preference for date on request cards:
   1. Publication date (most always coincides with copyright date, but not necessarily;
   2. Copyright date;
   3. Printing date (N.B. BIP often shows printing date which creates doubt about whether something is a new edition or not);
3. Reprints should show both dates, latest first preferably, e.g. 1986/c1921.
4. For serial orders show the publication dates of the volumes being order only (the shelf list and OCLC cataloging copy will always show the beginning publication date of volume one, but do not put that on the request card except when volume one is actually being ordered;
5. For multi-volume sets, record the range of years from the earliest to latest of volumes being ordered, e.g. 1982-86 [not necessary to repeat century unless dates are in two different centuries, e.g. 1887-1902]; and
6. For current year publications, after the year add a "/" and a three letter abbreviation of the month of publication if available.
8. Series:
1. Record the series title as it is used in the online catalog unless it is too long and cumbersome;
2. Always include volume or part numbers in the terms given in the item, using a semi-colon between the series name and the numbers, e.g. ; v. 131, 145, 152.
3. Record any subseries only if space is available or it is essential for identification.
4. Record subseries only if it has great importance;
9. International Standard Book and Serial Numbers (ISBN, ISSN):
1. ISBN:
1. Always contains ten digits, divided into four sections:
1. 1st: language; e.g. O = English; 3 = Germany; 84 = Spanish;
2. 2nd: publisher's identifier; large firms have smaller numbers and smaller firms have larger numbers;
3. 3rd: book number; unique to particular title, edition, and format;
4. 4th: computer check digit (see libdesk for algorithm for checking accuracy of ISBNs).
2. If you know the language and publisher portions of the ISBN, you can find the name of the publisher by using the International ISBN Publisher's Directory (Z278.I57 1991/92 Acq.);
3. Use hyphens between parts of the ISBN;
4. Appears in OCLC's 020 field; if that field contains a subfield z, it indicates an invalid ISBN;
5. When conflicting ISBNs or multiple ISBNs for a title are found and it cannot be determined which is legitimate, omit the ISBN or line through it on the request card; ISBNs are useful only when they eliminate confusion, not when they create it;
6. Publishers of multi-volume sets will often assign one ISBN to the set and individual ISBNs to the individual volumes; when purchasing the whole set it is preferable to use the set ISBN; if, however, only part of the volumes of a set are being purchased, it is never proper to use the set ISBN; in the event that ISBNs for the individual volumes could not be found, it would be preferable to omit the ISBN entirely rather than risk using the wrong one.
7. Publishers will frequently print in their catalogs only the book and check digit portions of the ISBN ; in this event, look in the catalog (usually verso of title page) where the publisher cites his ISBN prefix; if it is not found in the catalog, look in BIP's publisher directory;
8. One of the largest publishers, Wiley, uses in their catalogs the last digit of their publisher identifier plus the book number and check digit, e.g. 0-12345-6 (for the Halstead Division), 1-12345-6 (for the Wiley Division); the Searcher must supply the 0-47 portion of the prefix;
9. When the catalog of a trade publisher shows both ISBN and a stock number, use only the ISBN; when an O.P. dealer shows both ISBN and an item number, use only the item number.
2. ISSN:
1. An eight-digit number, separated by a hyphen after the first four digits;
2. Used in Acquisitions primarily for serials which are not ordered every year;
3. Finding an ISSN should remind a Searcher to recheck the online catalog, order/in process file, and OCLC for a possible serial record.
10. Number of volumes:
1. Specify the number of physical units to be received, not the identifying volumes numbers, e.g. an order for volumes 2, 3, and 4 of a title should specify "3v."; the actual identifying volume numbers are to be incorporated in the title.
2. Publishers may assign volume numbers as they choose, binding two separate volumes in one cover (described as 2v. in 1) or binding one volume in two or more parts (described as 1v. in 2); for the purpose of placing an order the publisher's designation should be used; the catalogers may later change the publisher's designation to whatever term is appropriate for a multi-part item, e.g. parts, pamphlets, pieces, cases, portfolios, reels, or sheets;
11. Number of copies:
1. The policy of the library is not to buy multiple copies, with the following exceptions:
1. Reference works (which may need to be duplicated in several departments and branches);
2. Occasions when the requester believes circumstances warrant multiple copies and attaches to the request card a memo of justification; and
3. Occasions when the department head believes that the past record of circulations warrant an additional copy.
2. When in doubt about whether multiple copies should be purchased, ask the department head to make a decision;
3. For multi-part works, use "1 ea."
12. Prices:
1. The "list price" that is recorded on the request card (and later the purchase order) is very important for several reasons:
1. It is used to record requests submitted by the various departments; prices of the requests are totaled at the end of each month, from which a report is sent to the library coordinators advising them of the dollar value of the requests submitted and the allocation balance; if the total dollar value of requests submitted is insufficient to meet one of the three deadlines established each year, the department will lose the use of a portion of its funds;
2. It is used as the official figure on the library purchase order. Accountants and auditors consider this an "official" figure on the amount of money the library has obligated itself to pay out for material ordered. The total amount "obligated" cannot exceed the amount in the budget for the fiscal year; a daily record is maintained on the amount which has been obligated for each department;
3. It is used by the vendors as a benchmark for the cost of books that may be shipped without prior consultation with the Acquisitions Department; each purchase order has a message on it advising vendors not to ship to us any item which costs more than $10 above the price cited on the P.O.; if the list price is under-estimated, then it causes the vendors to have to write or telephone the department before shipment—thereby increasing the cost of supplying material slowing down the receipt of the material.
2. The goal is to record on the request card the most "realistic" price possible—not overpriced, not underpriced. Many orders are supplied at a discount off the list price, but many others are supplied at a much higher cost than our estimate; striving for a "realistic" price will allow these two extremes to balance out each other.
3. When the BIP/Supplement arrives in April of each year, it must be consulted for the following six months because price change is one of the criteria for listing in the supplement;
4. Use the sale price when the sale is still in effect (or even afterward in the case of remainder dealers).
5. Do not use the member price unless the library is a member of the organization; the Periodicals Department must be consulted in each instance;
6. Use the pre-publication price only up until the stated publication date;
7. For multi-volume works or multiple copies, use the total price and indicate that by using a capital "T."
8. For foreign works, use the foreign currency converters found on the internet.
9. Show U. S. dollars in exact amounts (without rounding);
10. When no price is available, estimate the price:
1. Humanities, social sciences: $25.00
2. Scientific, technical, medical $45.00
13. Fund Code:
1. Four letter alphabetic codes have been established for each agency on campus which has been allocated a portion of the library material budget to use for non-periodical material; when this fund code is used alone it is assumed that it represents a proposed expenditure from budget sub-account 8511, which is designated for monographs, audio-visuals, computer software, etc. (not periodicals, not microforms); a list of these fund codes may be found in the Information Manual.
2. There are occasions when a second fund code may appear on request cards and purchase orders. When one fund code is paying for the item but it is to benefit another agency, the fund code for the benefiting agency is placed in parenthesis after the fund code being charged; e.g. LMCC (ENGL);
3. Material purchased on the budget sub-account 8550, which is designated for microforms, is not actually charged to specific departmental allocations, but the fund code is added in parenthesis following the 8550 designation, e.g. 8550 (ARTT).
14. Catalog for:
    The Catalog Department assigns locations of material based on the fund code. This space is used only when material is to be cataloged for an agency other than the one specified by the fund code; see the list of "Fund Codes and Library Coordinators" for the official designations;
15. Library of Congress Card Number (LCCN):
    When the LCCN is found at an early stage in the search process (in a publisher's catalog or BIP) it should be recorded here as it might be useful at some later point; while it is useful, it is not essential that it be noted on the request card or purchase order.
16. Catalog and item numbers:
    There is no specific place on the request card where this data is to be recorded, but the purchase order form provides a position for it. It is essential to record both catalog and item numbers for any material listed in a sale or out-of-print catalog. If the request card is crowded with information, please circle the catalog and item number to call it to the attention of the Clerical Assistant, e.g. Cat 14B, #2339.
17. OCLC:
    Record number of any cataloging copy retrieved from the OCLC system; precede number with a "+" for a Library of Congress record, a "-" for a record contributed by a member library.
18. Searcher (Sr):
    Date search completed and initials of searcher.
19. Revisor (Rv):
    Date revised and initials of revisor.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218