Re: What to do with cancelled order records

[Pat Palmieri <palmierp@xxxxxxxxxx>]

Hi,
I have been applying a code of 'd' for delete in the 06 field to collect
any order records we want to delete as we find them. This includes
monograph records for things you describe and standing orders that have
been completed.  We also include purchase orders that have been filled with
payments or titles that are discontinued (two years from last payment). Any
canceled monographs must be coded 'd' in the status field which
disencumbers the amount. When I do my budget deleting annualy, I gather the
'd' records in a file appended to the major file and the bib and order are
deleted together. If there are other records attached, the bib will not be
deleted. The periodicals and standing order assistants help me with this.
They add the code, a note on the order record indicating why the deletion
and the date. We archive to dat tape so if I need to retrieve it for
reference, I can do so. The cataloging department adds the purchase order
number to the bib record in the 590 field so that we know what purchase
order it came from.
 The record cannot be replaced into the system, but the information could
be, if necessary, manually reconstructed on a new po.
It is the simplest way I have found to do it. Hope this is of help.
Pat
~~~~~~~~~~
At 03:52 PM 1/26/00 -0800, you wrote:
>Have asked Innovative staff, but also wouldn't mind input from this smart,
helpful group.  
>
>We have BIB records with no items attached and only cancelled orders.  The
selector gives up.  Can we delete the order records so we can delete the Bibs?
>
>We have BIB records where items were received but rejected and sent back.
Never want them.  No other items attached to these BIBs.  Can we delete the
order records so we can delete bibs?
>
>Does fund accounting keep us from being able to do this?  Yes, I know we
can suppress the BIBs.  Selectors just don't want them in the catalog at all.
>
>Thanks for any suggestions and opinions.
>
>
>
>Cheryl Armstrong
>Systems Manager
>Hayward Public Library
>(510)881-7936 CherylArmstrong@xxxxxxxxxx
>
>
~~~~~~~~~~~~~~~~~~~		~~~~~~~~~~~~~~~~~~
Patricia Palmieri		E-mail :
Acquisitions Assistant		palmierp@xxxxxxxxxx
Skillman Library		Phone  : 610-330-5601
Lafayette College		Fax    : 610-252-0370
Easton, PA 18042-1797