Acquisitions Department

BIBLIOGRAPHIC SEARCHING PROCEDURES

Nonstandard Searching Patterns:
(vary according to the nature of material requested)

1. Recent publication dates:
1. Check online catalog first.
2. Complete standard searching procedure.
2. Out-of-print material from a dealer catalog: handle as quickly as possible.
1. Check cards against the dealer catalog to verify correctness and completeness of data, adding to cards the dealer catalog number, item and/or page number.
2. Then standard searching procedure, omitting the usual verification of order data.
3. Stamp "rush-order" in red.
4. Place cards and any dealer catalogs on desk of the Department Head.
3. Rush orders:
1. Standard searching procedure; handle quickly; do not engage in unnecessarily long searches for availability or cataloging copy.
2. Stamp "rush" in red and place cards on desk of the Department Head.
4. U. S. government documents: route to the Acquisitions Assistant:
1. Check against Documents Collection for duplication.
2. Check in the Monthly Catalog or Publications Reference File (PRF) on microfiche for Superintendent of Documents stock number, price, and format.
3. Search for cataloging copy only for items requested by agencies other than the Government Documents Collection.
4. Department Head is responsible for seeing that orders are prepaid and directed to the proper governmental source.
5. National Technical Information Service publications: route to the Acquisitions Assistant.
1. Check against Documents Collection for duplication.
2. Check Government Reports Index to obtain order number.
3. Complete standard searching procedure.
6. Music scores:
1. Check online catalog for composer and title.
2. Check for cataloging copy on OCLC or if necessary, National Union catalog of Music and Phonorecords and Music Library Association Catalog of Cards Printed for Music. Establish actual title rather than uniform title (note any reference to uniform title), following standard searching procedure to ensure accuracy and completeness of data.
3. Place in file of "searched" cards.
7. Recordings (compact discs, audiocassettes, or 33 1/3 discs): titles held by the Music Library for the last two categories are not all included in the online catalog; therefore, the Music Librarian is responsible for checking for duplicates before submitting orders.
1. Check online catalog.
2. Follow procedures under II.C.3.f.(3)& (4) [Nonstandard Searching Patterns, Music Scores]
8. Audio-Visual materials:
1. Check online catalog for title and releasing agent or producer; for audio material look under composer or compiler).
2. For visual materials (films, filmstrips, slides, transparencies) search for cataloging copy in OCLC using the qualifier "med," following standard searching procedure to ensure completeness of data.
3. For audio materials (phonodiscs or cassettes), search for cataloging copy in OCLC using the qualifier "rec", following standard searching procedure to ensure accuracy and completeness of data.
4. Place in file of "searched" cards.
9. Microformat material:
1. Check holdings in microform and online catalogs, checking carefully to see if material is already owned by library in another format.
2. Check for availability in publisher's catalogs or Guide to Microforms in Print (Z1033.M5.G8 Per. Dept.)
3. Check for cataloging copy on OCLC, first by using qualifier "mf;" if not successful, omit the microformat qualifier and try to get cataloging copy for the print edition.
10. Maps because the cataloging entries for maps vary greatly, the standard order of searching is reversed:
1. Search for cataloging copy on OCLC. Unless the entry is obviously non-governmental, search first under U.S. followed by name of department or the name of state followed by name of department (e.g., Tennessee Geological Survey); then the compiler or cartographer.
2. If necessary, verify order information (from a publisher's catalog or ad, or a government publication).
3. Check online catalog (under the corrected entries).
4. Place in file of "searched" cards. In the case of maps on hand, carefully attach form to the map.
11. Theses and dissertations:
1. Locate the order number in Dissertation Abstracts (last 3 years on CD-ROM, older in book format), Dissertation Abstracts International, or Comprehensive Dissertation Index.
2. Then standard searching procedure.
12. Titles in a series:
1. Complete standard searching procedure, plus check in the catalog and order/in process file under series title.
2. If series is classified under a "unit number", record the call number on the face of the form.
13. Reprints:
1. Check online catalog.
2. Verify order information (recording both dates, e.g., 1924/1974).
3. If reprint date is available check for cataloging copy for the reprint first; if unable to locate, search for copy for earlier edition, noting copy as "diff. ed".
4. Place in file of "searched" card.
14. Pamphlets: requests for the Vertical File are limited to $3.00 or less. The Reference Librarian in charge of Vertical File orders is responsible for designating a source of supply before submitting requests to the Acquisitions Department. Bibliographic searching is unnecessary as pamphlets are not cataloged.
15. Added copies for branch libraries:
1. Check online catalog to verify call no., OCLC no., and bibliographic data.
2. Check shelf list or Marcfilist in the online catalog noting number of copies in each library agency.
3. If material can be added to the existing cataloging record, stamp in red "added copy".
4. Complete standard searching procedure.
5. Obtain or verify order information according to standard searching procedure.
6. Mark request card "add" if exact duplicate.
7. Place in file of "searched" cards.
8. As appropriate, the Department Head may evaluate main library holdings for transfer rather than ordering another copy.
9. After any necessary checking, Department Head stamps "add."
16. Added volumes or editions of serials with open entry:
1. Initial and date request cards.
2. Check online catalogs to eliminate duplicates and to verify call number and bibliographic data.
3. Check shelf list, noting previous volumes or editions owned.
4. Obtain or verify order information according to standard searching procedure.
5. Mark request card "add" if it agrees with catalog description.
17. New editions of works already in library:
1. Check online catalogs (recording call number of most recent previous edition on face of request card with the date of the earlier edition in parentheses if it is not part of the call number).
2. Then complete standard searching procedure.
18. Works which appear to be out of print:
1. Re-check the appropriate "books in print" to be certain the publisher's output is included. If BIP does not list the publisher then:
1. Check file of publishers' catalogs.
2. Check Cumulative Book Index (CBI) for English language books.
2. If an American title appears to be OP, check to see if a British edition is available, and vice versa.
3. If a hardbound work appears to be OP, check Paperbound Books in Print to see if a paper edition is available.
4. Check the title in University Microfilms' Books on Demand, (on microfiche), Guide to Reprints, and Announced Reprints, citing order number if located.
5. If unable to locate in any of the above sources pencil "OP?" on face of request card, complete the standard searching procedure, and place in the "duplicate" tray. If appropriate, the Department Head will write a letter to attempt to determine availability.

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