Order Record Standards (3/97)

MEMORANDUM

To: DMSC Representatives
From: Carol P. Hawks, Chair, OhioLINK Database Management & Standards Committee
Date: June 16, 1995
Subject: Change to Order Record Standards

As you are probably aware from the DMSC minutes, III has agreed to develop one of the fixed fields in the order record to meet new requirements articulated by the CIRM committee. To accommodate this new coding, the DMSC has devised a mechanism to incorporate the previous PUB TYPE field into the remaining three fixed fields (ACQ TYPE, ORDER TYPE, AND FORMAT). The DMSC/CIRM subcommittee is still working to define the CODE3 (formerly PUB TYPE). When that draft is available, it will be circulated for your comment.

In the interim, we are asking that you proceed to recode your database to reflect the changes to the other three fixed fields which have been redefined to incorporate values from the PUB TYPE field. The following chart will show you where those values should reside now. I have also attached a new version of the standards document.

We recognize the work involved in recoding your databases, but are asking that you implement these new standards for record beginning with the coming fiscal year, July 1, 1995. In order to facilitate this implementation date, we will not collect annual statistics as we did at the end of FY93. (We did not collect these statistics last year either.) In essence, the deadline that you must meet is to have the records for the coming year coded correctly by the end of the coming fiscal year (6-30-96). We will collect some version of the statistics for FY96.

Thank you for your patience as we work through this process. We certainly hope (and will do our part, to be sure) that this will be the last time you are asked to revise these codes. Please feel free to contact me or Anne Flint if you have any questions.

cc: Lead Implementors


PUB TYPE: The PUB TYPE describes the nature of the publication and can in certain cases describe the general content, but not the physical format. In addition to the standard codes listed here, OhioLINK libraries may define numeric codes for local use, with the understanding that they must be mappable to standard codes for OhioLINK reports and statistical analyses.
OLD CODE NEW CODE/FIELD DESCRIPTOR DEFINITION
m ORD TYPE a,n,r monograph A nonserial publication. An item complete in one, or a finite number of, parts.
p ORD TYPE p periodical A serial, usually containing articles or abstracts, published more frequently than annually, including newsletters.
n FORMAT n newspaper A serial usually published daily or weekly on newsprint containg news articles.
l FORMAT l looseleaf A publication updated regularly or irregularly by unbound, insertable pages.
s ORD TYPE t mono serie A group of monographs, related by a series title, that are published indefinitely.
c ORD TYPE s continuatn Any serial that is not a periodical, newspaper, looseleaf, or monographic series, includes annuals and irregulars.
t ORD TYPE t mono set A multivolume monographic publication, for which a finite number of volumes are or will be published. Each volume could stand alone as an independent work.
d ORD TYPE f mono updte Monograph updating service: a series of separate pages, sometimes bundled into booklets, issued serially to supplement or update the content of a previously published work.
o ORD TYPE o collection A group of items acquired as a collection, in one or more formats, such as a collection of typescripts and film posters.
u FORMAT w music score Music represented by staves or other symbols. This definition includes full scores, partial scores, such as piano and vocal scores, and music issued in parts.
a FORMAT p map A scale representation, usually of a part of the earth's surface or of another celestial body.
x ORD TYPE g service Resources, information, or products provided for use but not purchase. For example, Dow Jones Online.
z ORD TYPE z other Used only when none of the above apply. An internal note should be used to provide explanation

OHIOLINK

ORDER RECORD STANDARDS
(REVISED June 16, 1995)

****PURPOSE AND PRINCIPLE****

Coding standards in OhioLINK library order records will produce comparative acquisitions data of value to collection management and acquisitions librarians in OhioLINK libraries. Consistent coding will make possible the generation of comparative paper reports and will create data that will in the future be usable in automated reports and analyses.

Four fixed fields in the order record should be coded consistently among all OhioLINK libraries: ACQ TYPE, ORD TYPE, FORMAT, and CODE3. Currently, CODE3 is designated as PUB TYPE for OhioLINK Libraries. This revised document reflects a change to incorporate the values previously stored in PUB TYPE in the other three fixed fields. PUB TYPE is currently under redefinition. It should be left blank until these new standards are approved and distributed.

To ensure meaningful and consistent statistics OhiolINK libraries must use, with exceptions noted below, only authorized codes in these four fixed fields. If a library needs statistical data on subsets of materials included within a standard code, this scheme provides two options:

1. Use another local code (CODE1 or CODE2) to define specific subsets.
2. In three of the four fields (ORD TYPE, ACQ TYPE, and CODE3) a library may locally define numeric values to distinguish subsets within standard codes. Such local codes must be used carefully and in a way that allows them to map to a standard code for reporting and analysis. A definition and explanation of these codes should accompany any report sent to OhioLINK, since this mapping is not an automatic process.

OHIOLINK

ORDER RECORD STANDARDS
(Revised June 16, 1995)

****FIELD VALUES****

ACQ TYPE: The ACQ TYPE describes the type of purchase or the method of financial transaction. Put simply, it describes how the money is handled. In addition to the standard codes listed here, OhioLINK libraries may define numeric codes for local use, with the understanding that they must be mappable to standard codes for OhioLINK reports and statistical analyses.
CODE DESCRIPTOR DEFINITION
p purchase Payment is made upon receipt of items. Payment for subscriptions is made upon invoice.
g gift No payment. The item is usually solicited and its donor is usually known.
n no charge No payment. The item is usually received unsolicited and its donor is usually not known.
x exchange No payment. Item/title received through exchange program.
r exch purch Payment is usually made upon receipt, but the item/title is purchased for exchange for another item(s).
d depository No Payment. Item/title is received through a depository program at no charge.
t deps acct Payment is made from a deposit account with a publisher or vendor.
b prepaid Payment is made before receipt.
c comes with No payment is make on a record with this code. Payment is made on the primary publication or membership record. Item/title comes with another publication, with a multi-title subscription arrangement, or with a membership.
l lease Payment is for use of the material, not for purchase.
z other Used only when none of the above apply. An internal note should be used to provide explanation.

OHIOLINK

ORDER RECORD STANDARDS (June 16, 1995)

ORD TYPE: The ORD TYPE describes the means of acquisition or the method of ordering without defining the payment practice. In one sense, it provides a more specific description of the ACQ TYPE. In addition to the standard codes listed here, OhioLINK libraries may define numeric codes for local use, with the understanding that they must be mappable to standard codes for OhioLINK reports and statistical analyses.
CODE DESCRIPTOR DEFINITION
r mono unit A firm order for any material except one-time serial orders.
u serial unt A one-time serial order for a back issue(s) or a back run of volumes, or for the simple purchase of a single volume of a serial title.
a approval An item received automatically on an approval or gathering plan.
n appvl slip An order made from an approval vendor notification slip.
s serial
(formerly sub/sto)
An order for any serial publication on subscription, including standing orders, but excluding periodicals.
p periodical A serial, usually containing articles or abstracts, published more frequently than annually, including newsletters.
m membership An order for membership to an organization.
x package A package purchase of all, or a subset, of the publications of an issuing body, such as the IEEE library service.
f mono update Monograph updating service: a series of separate pages, sometimes bundled into booklets, issued serially to supplement or update the content of a previously published work.
g service Resources, information, or products provided for use but not purchase. For example: Dow Jones Online.
t mono series or
mono set
A group of monographs, related by a series title, that are published indefinitely.
A multivolume mongraphic publication, for which a finite number of volumes are or will be published. Each volume could stand alone as an independent work.
o collection A group of items acquired as a collection, in one or more formats, such as a collection of typescripts and film posters.
z other Used only when none of the above apply. An internal note should be used to provide explanation.

OHIOLINK

ORDER RECORD STANDARDS (June 16, 1995)

FORMAT: The FORMAT describes the physical format of the material. Not all possible formats can be accounted for given this field's 32 code limit. Given future need for additional codes resulting from ongoing format development, OhioLINK libraries may NOT define numeric codes for local use.
CODE DESCRIPTOR DEFINITION
u print A printed paper publication.
a manuscript A text in handwriting or typescript not published in book form; for example, letters, diaries, ledgers, minutes, speeches, and legal papers.
e electronic A publication issued by the source and received by the library in electronic format.
m microfilm A length of film bearing a number of microimages in linear array.
q microfiche A sheet of film bearing a number if images in a two-dimensional array.
g audiocass A sound recording on magnetic tape housed in a cassette.
v videocass A video recording on tape housed in a cassette.
r phono rcrd A sound recording on vinyl disc.
d audio cd A sound recording on compact disc.
f film A length of film bearing a sequence of images that create the illusion of movement when projected in rapid succession.
k diskette A microcomputer diskette containing software or data files, for example a 5 1/4" or 3 1/2" diskette.
t mag tape A magnetic computer tape containing software or data files.
c cd-rom Compact disk - read only memory.
s slides Transparent materials on which there are two-dimensional images.
y multimedia Assorted format types packaged as an item.
h other AV Any type of audiovisual material not specified by another code.
i realia Actual objects or replicas in some cases.
b braille A publication for the blind using characters made up of raised dots.
x mix format A multipiece order - e.g., an ORD TYPE membership or service - that includes items in two or more formats.
l looseleaf A publication updated regularly or irregularly by unbound, insertable pages.
p map A scale representation, usually of a part of the earth's surface or of another celestial body.
w score Music represented by staves or other symbols. This definition includes full scores, partial scores, such a piano and vocal scores, and music issued in parts.
n newspaper A serial usually published daily or weekly on newsprint containing news articles.
z other Used only when none of the above apply. An internal note should be used to provide explanation.

ORDER RECORD STANDARDS:
EXAMPLES OF APPLICATION
(June 16, 1995)

This document provides examples of the application of the approved OhioLINK order record standards. For a complete list of the standard values for the fixed fields ACQ TYPE, ORD TYPE, and FORMAT see the document "OhioLINK Order Record Standards (Revised June 16, 1995)." The former field PUB TYPE (CODE3) is being redefined). When a "z" (other) code is used in an example, a suggested INTERNAL NOTE is also provided.

TITLE: The One Minute Manager
DESCRIPTION: firm ordered book
  ACQ TYPE: p (purchase)
  ORD TYPE: r (mono unit)
  FORMAT: u (print)
.
TITLE: Golden Fetters
DESCRIPTION: book ordered from approval slip
  ACQ TYPE: p (purchase)
  ORD TYPE: n (appvl slip)
  FORMAT: u (print)
.
TITLE: Dances With Wolves
DESCRIPTION: video received on approval plan
  ACQ TYPE: p (purchase)
  ORD TYPE: a (approval)
  FORMAT: v (videocass)
.
TITLE: Webster's Dictionary
DESCRIPTION: bought at local book store; prepayment upon purchase required
  ACQ TYPE: b (prepaid)
  ORD TYPE: r (mono unit)
  FORMAT: u (print)
.
TITLE: Inside the Matrix
DESCRIPTION: purchased through publisher's deposit account
  ACQ TYPE: t (depos acct)
  ORD TYPE: r (mono unit)
  FORMAT: u (print)
.
TITLE: Recent Researches in the Music of the Middle Ages
DESCRIPTION: series of scores on standing order; completion of publication is unknown
  ACQ TYPE: p (purchase)
  ORD TYPE: s (serial)
  FORMAT: w (score)
.
TITLE: Gardening, v.2, no.3
DESCRIPTION: replacement periodical issue
  ACQ TYPE: p (purchase)
  ORD TYPE: u (serial unt)
  FORMAT: u (print)
.
TITLE: Page's Ohio Revised Code
DESCRIPTION: consists of separate boud volumes, annual pocket parts, stand alone supplements, and a looseleaf component
  ACQ TYPE: p (purchase)
  ORD TYPE: f (mono update)
  FORMAT: u (print)
.
TITLE: Spectrochimica Acta. Part B: Atomic Spectroscopy
DESCRIPTION: paper journal infrequently accompanied by computer diskette
  ACQ TYPE: p (purchase)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: Perspective of New Music
DESCRIPTION: paper journal frequently accompanied by an audio CD
  ACQ TYPE: p (purchase)
  ORD TYPE: p (periodical)
  FORMAT: y (multimedia)
.
TITLE: National Reporter on Legal Ethics and Professional Responsibility
DESCRIPTION: looseleaf publication with annual microfice copy
  ACQ TYPE: p (purchase)
  ORD TYPE: s (serial)
  FORMAT: l (looseleaf)
.
TITLE: Jury Selection in Civil and Criminal Trials
DESCRIPTION: pocket parts issued serially updating original two volume set
  ACQ TYPE: p (purchase)
  ORD TYPE: f (mono update)
  FORMAT: u (print)
.
TITLE: Current Protocols in Molecular Biology
DESCRIPTION: subscription for quarterly supplements only; bound core volume ordered separately
  ACQ TYPE: p (purchase)
  ORD TYPE: f (mono update)
  FORMAT: u (print)
.
TITLE: PC World
DESCRIPTION: periodical microfilm subscription published annually
  ACQ TYPE: p (purchase)
  ORD TYPE: p (periodical)
  FORMAT: m (microfilm)
  [reformatted periodicals retain the PUB TYPE "periodical" even when the reformatted version is published annually or less frequently]
.
TITLE: American Journal of Gynecologic Health
DESCRIPTION: free subscription from publisher upon submitting a request
  ACQ TYPE: g (gift)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: Civil and Business Law Seminar
DESCRIPTION: monograph given to the library by the Ohio Academy of Trial Lawyers
  ACQ TYPE: g (gift)
  ORD TYPE: r (mono unit)
  FORMAT: u (print)
.
TITLE: Environmental Policy in the European Community
DESCRIPTION: free monograph unknown origin
  ACQ TYPE: n (no charge)
  ORD TYPE: r (mono unit>
  FORMAT: u (print)
.
TITLE: ALCTS Network News
DESCRIPTION: free e-journal available to ALCTS members
  ACQ TYPE: g (gift)
  ORD TYPE: p (periodical)
  FORMAT: e (electronic)
.
TITLE: Online Journal of Current Clinical Trials
DESCRIPTION: leased e-journal
  ACQ TYPE: l (lease)
  ORD TYPE: p (periodical)
  FORMAT: e (electronic)
.
TITLE: GOEREF
DESCRIPTION: leased cd-rom updates received monthly
  ACQ TYPE: l (lease)
  ORD TYPE: p (periodical)
  FORMAT: c (cd-rom)
.
TITLE: Ohio Journal of Science
DESCRIPTION: serial purchased for exchange
  ACQ TYPE: r (exch purch)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: William & Mary Quarterly
DESCRIPTION: serial received on exchange
  ACQ TYPE: x (exchange)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: Methods in Enzymology
DESCRIPTION: monographic series
  ACQ TYPE: p (purchase)
  ORD TYPE: t (mono series)
  FORMAT: u (print)
.
TITLE: Enzyme Recovery
DESCRIPTION: individual title received in a mono series
  ACQ TYPE: c (comes with)
  ORD TYPE: r (mono unit)
  FORMAT: u (print)
.
TITLE: Daily Reporter
DESCRIPTION: daily (Monday-Friday) newspaper
  ACQ TYPE: p (purchase)
  ORD TYPE: p (periodical)
  FORMAT: n (newspaper)
.
TITLE: American Library Directory
DESCRIPTION: published annually
  ACQ TYPE: p (purchase)
  ORD TYPE: s (serial)
  FORMAT: u (print)
.
TITLE: Selected Americana from Sabin's Dictionary
DESCRIPTION: microfiche series of monographs on standing order
  ACQ TYPE: p (purchase)
  ORD TYPE: t (mono Series/set)
  FORMAT: q (microfiche)
.
TITLE: We Shall Overcome
DESCRIPTION: order for v. 4-6 of six volume set
  ACQ TYPE: p (purchase)
  ORD TYPE: t (mono series/set)
  FORMAT: u (print)
.
TITLE: Papers of William Jennings Bryan
DESCRIPTION: open order for set to be completed in eight volumes(/td>
  ACQ TYPE: p (purchase)
  ORD TYPE: t (mono series/set)
  FORMAT: u (print)
.
TITLE: IEEE library service
DESCRIPTION: a package purchase of all IEEE publications in print and microform
  ACQ TYPE: p (purchase)
  ORD TYPE: x (package)
  FORMAT: x (mix format)
.
TITLE: IEEE transactions on Aerospace
DESCRIPTION: jounal obtained through library service
  ACQ TYPE: c (comes with)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: American Oral Historical Society membership
DESCRIPTION: organizational membership
  ACQ TYPE: p (purchase)
  ORD TYPE: m (membership)
  FORMAT: z (other)
  INTERNAL NOTE: membership includes subscription to Journal of Oral History, payment for which is made on this record
.
TITLE: Journal of Oral History
DESCRIPTION: periodical that comes with membership
  ACQ TYPE: c (comes with)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: Information Management Forum
DESCRIPTION: newsletter received as part of subscription to Management Review
  ACQ TYPE: c (comes with)
  ORD TYPE: p (periodical)
  FORMAT: u (print)
.
TITLE: Current Contents on Diskette
DESCRIPTION: diskette version of Current Contents
  ACQ TYPE: p (purchase)
  ORD TYPE: p (periodical)
  FORMAT: k (diskette)
.
TITLE: Dow Jones Online
DESCRIPTION: subscription to online service
  ACQ TYPE: l (lease)
  ORD TYPE: g (service)
  FORMAT: e (electronic)
.
TITLE: Medical Subject Headings
DESCRIPTION: purchased through deposit account
  ACQ TYPE: t (depos acct)
  ORD TYPE: s (serial)
  FORMAT: u (print)
.
TITLE: National League for Nursing publications
DESCRIPTION: a service that includes all monograph and serial print publications in various formats purchased through deposit account
  ACQ TYPE: t (depos acct)
  ORD TYPE: x (package)
  FORMAT: u (print>
  INTERNAL NOTE: service includes all monograph and serial print publications in various formats
.
TITLE: 1990 Census of Population and Housing: Summary Tape File 1A
DESCRIPTION: GPO depository title published on CD-ROM
  ACQ TYPE: d (depository)
  ORD TYPE: s (serial)
  FORMAT: c (cd-rom)
.
TITLE: 1:100,000 scale digital line graph (DGL) Data Hydrography and Transportation: US GeoData, Standard Format: Area 4, Florida
DESCRIPTION: GPO depository map on CD-ROM
  ACQ TYPE: d (depository)
  ORD TYPE: s (serial)
  FORMAT: c (cd-rom) or p (map)
  NOTE: only one format can be recorded on a single record
.
TITLE: Toy collection
DESCRIPTION: cash payment to local collector
  ACQ TYPE: b (prepaid)
  ORD TYPE: c (collection)
  FORMAT: i (realia)
.
TITLE: OCLC membership/services
DESCRIPTION: purchase of OCLC membership/services through OHIONET deposit account
  ACQ TYPE: t (depos acct)
  ORD TYPE: m (membership)
  FORMAT: z (other)
  INTERNAL NOTE: OCLC membership/services through OHIONET deposit account; paid annually in July after completion of OHIONET prepayment estimate worksheet
.
TITLE: DEMCO supplies
DESCRIPTION: purchase of library supplies paid by check
  ACQ TYPE: b (prepaid)
  ORD TYPE: z (other)
  FORMAT: z (other)
  INTERNAL NOTE: general library supplies