Journal Back Issue Orders
(Last Revised 9/20/2011 by CF)
Approved recommendations from the R2IT Report,
Phase 1, 2007:
Ordering Guidelines
Unless there are specific notes on the citation about where to order, Monograph Acquisitions will follow this process::
- Absolute Back Order Service – we can see immediately if the back issue is in stock on their website and they are reliable. They charge $10/issue.
- Periodicals Service Company – we can see immediately if the back issue is in stock, but we have to submit the a request via the web for a price quote for individual issues. (Try them; change ACQ Method to NO MAIL)
- USBE – we can’t see availability on web; order placed via website. They charge $20/issue.
- Publisher – this is usually last option since most no longer keep stock older than 3 years and many refer us to Periodicals Service Company (PSC) when they get a back issue order from us. PSC does provide a publisher list on their website.
-Absolute, Periodicals, and USBE claim cycles are 30,30,30.
-All other vendors will be set using our US (60,60,60) vs. foreign (90,60,60) claim cycles.
Activity on all open orders will be reported in the Order Log. Monograph Acquisitions will report cancellations only, via email to the appropriate subject specialist.
If we are unable to acquire a back issue after trying the 4 sources mentioned above, we will cancel the order and send notification of cancellation to the appropriate subject specialist or to the SERACQ staff person who placed the backissue order.
Ordering Procedures:
1. Serials Acquisitions staff send back issue orders to Monograph Acquisitions in the form of a screen-print of the Aleph-created item list which has enumeration and chronology for the missing issue, processing notes, and item processing status. Also required is the publisher’s name, an estimated price, fund to be charged, and subject specialist’s signature; Charlene will sign off on REPL orders. If you have it, the URL is useful; publisher’s address is not necessary, unless it’s an obscure publisher and you think it would be helpful.
Example of Aleph screen to print and notate for ordering:
2. In the majority of cases, Monograph Acquisitions will attach this new back order to the existing bibliographic record for the standing order of the same title. (If there is no standing order to attach to, Monograph Acquisitions will create an order for the back issue.)
All tabs on the order form should have the required fields filled in, as with all monograph orders. Information specific to journal back issue orders: TAB 2:
Material Type = BI
Library Note = 1. List the specific volume/number(s) being ordered;
2. Also type any cataloging instructions which may have been noted on the citation by either the selector or the Serials Acquisitions staff person for Serials Cataloging.
TAB 3:
Vendor Note = List the specific volume/number(s) being ordered:
TAB 4:
Monograph Acquisitions staff completes the order by clicking on the “Send” button back on the “Order List” screen.
3. Monograph Acquisitions will note the PO number in the Internal note section (Tab 2) of the Aleph-created ITEM for the same back issue by changing from “Functional” to “Overview”, then clicking on “Items” in the Navigation Window, and then selecting the appropriate item for the back issue being ordered.
RECEIVING PROCEDURES
Journal backissues should not be barcoded or stamped. Instead, stamp a 1”x1½” label with the MIT Libraries Stamp, the <Date> Stamp, and the stamp for the appropriate library. Place the label in the lower right corner of the front cover.
Once receipt is noted in Aleph, place the item on the shelf for the appropriate library in the 14E-210 mail distribution space.