In order to migrate only current, accurate information, it is necessary to close ALL orders and subscriptions for titles that are no longer received. Review your periodicals (S orders) open orders report (
xx_fye_serials) and claim reports (
xx_scl). It is helpful to have a list of your active subscriptions to assist in reviewing these reports.
A library seeking clarification about this project should contact Nancy Macomber prior to April 18, 2019. (This was agreed on at the Acquisitions Committee meeting.)
The project itself should be completed before fiscal year end, i.e., July 1, 2019.
No longer subscribe but the title still appears on the open order report.
Action: Close the order (set the order status to CLS, VC or LC), close the subscription (enter an appropriate To Date), and delete items for any expected issues that have not been received. Changing a subscription end date to ‘today’ will set it to expire.
Order is closed but the title still shows up on serials claim reports
Action: Be sure the subscription is closed and all remaining items for expected issues deleted. Changing a subscription end date to ‘today’ will set it to expire. Leaving it open will result in Alma creating a new open order during migration.
Subscription has been canceled and the older volumes remain in the collection but the record is suppressed. When the subscription was canceled, all items were deleted. Records without items are automatically suppressed.
Action: Add an item. This will unsuppress the record so that it will display in the catalog.
Order for the online version is on a print record.
Action: Get a record for the electronic format and move the order to it from the print record. We must separate print holdings from electronic holdings, and part of the purpose is to separate the orders.
Order has not been encumbered. This causes problems when entering invoices because the budget must be entered manually.
Action: Highlight the appropriate order, if more than one, and click on Encumber, type in an active budget code and the encumbrance amount (can be .01) and press enter or Add Budget.
Orders and subscriptions are not linked. Sometimes subscriptions have been created on records with no orders and then the orders added at a later time. We have learned that during migration the LSP will create an additional order if the subscription and order are not linked.
Action: To link a subscription to an order, go into the Subscription List, enter the vendor code, open the Order no. dropdown and click on the order number, and click on Update.
Issues that will never be received show up on claim reports.
Action: Enter the volume information in the summary holdings indicating the missing issue(s) and delete the items for the arrived and not arrived issues.