SWIFT

Use the instructions below to track materials from one department to another or within a department.

1. MFHD leader and 008--Do not adjust.

2. 852 Field Indicators--Do not adjust.

3. Location
   • Acquisitions staff input the location from the series holdings record, e.g., glx, sho, etc. (If series holdings record has location off,xxx or xxx4off and a tracking record needs to be created always use xxx4off as the location on the tracking record, e.g. leh4off, glx4off, etc.)

   • For all other tracking records, input the location code from the top of the T2 form.

   • For material selected for Offsite, use the appropriate Offsite location code in 852 subfield b (e.g. glx4off, leh4off) and DON'T input Offsite in the 900 field of the holdings record.

     852 0 0 $b glx4off $g In Process $x OSMC
     
     

4. Call Number--Input In Process in subfield g.
   Note: Firm Orders routed from Acquisitions will not have the "$g In Process" note, only the routing location.

5. Non Public Notes
   Notation information in subfield x of 852 field will not display publicly. Overtype existing tracking notation code with the code for the receiving department.
   

   Go to List of Tracking Notation Codes

   Input tracking notation code for processing department or selector shelves in a separate subfield x. In addition, input only priority 1 from the T2 immediately following the tracking notation code.

   Examples:

   $b glx $g In Process $x MPS1
   $b leh $g In Process $x OSMC
   $b ave $g In Process $x FAVE1
   $b msc $g In Process $x SCMC

   If the item is being held for a period of time within a processing department, add the initials of the person holding the book after the tracking notation code and a brief description of the problem

   Examples:

   $b glx $g In Process $x MPS/ads call # shelf
   $b glx $g In Process $x MPS/imb problem
   $b ets $g In Process $x OSMC/mw waiting for repl. CD

6. Payment References
   A Payment reference tracks the purchase order # on which an item was ordered and paid. Payment references are also used when an item is received on standing order or was firm ordered and received on a CLIO record with or without a system link to the purchase order.
   Payment references from NOTIS migrated as non-public notes in the 852 field.
   Example
   $x $1ABD3760

   See also Payment Reference Chart

   In Voyager, Acquisitions or Cataloging staff will input payment references if necessary in a separate 900 field in the MFHD below any 8xx fields.

   Examples:
   A Voyager purchase order payment reference routed from MAS:
   852 0 0 $b leh $x MPS
   900 # # $a $MAS43241
   
   A NOTIS purchase order payment reference in a record tracked from MPS to OSMC:
   852 0 0 $b glx $g In Process $x OSMC
   900 # # $a $AGK3660
   A payment reference in a record tracked from SAS to MPS linking an analytic to a serial MFHD that doesn't have a purchase order:
   852 0 0 $b bus $g In Process $x MPS
   900 # # $a $H1571577

7. Volumes in Multivolume Sets or Serials
   • Catalogers track volume(s) to other cataloging departments by creating an 866 field and recording volume holdings information as usual.
     Example:
     852 0 1 $b glx $g In Process $x MPS
     866 4 1 $a v.1-3
     

   • Acquisitions staff track volumes in a yet to be cataloged monographic sets or serials to cataloging departments in a 900 field. The cataloger receiving the volume(s) deletes the 900 field after adding so that it does not appear as if the material is still awaiting cataloging.
     Example:
     852 0 1 $b glx $x MPS
     900 # # $a v.1, 3-5
     

   • Volumes to be added to an already cataloged monographic set (Bib. Level m in Bib. Leader) or serial (Bib. Level s in Bib. Leader) are also tracked in a 900 field. The 900 field includes the code for the department to which the volume is sent. The cataloger or serial adder receiving the volume(s) deletes the 900 field after the tracked volumes are added to the holdings in the 866 field.
     Example of tracked volumes to be added to a serial:
     852 0 1 $b leh $h QC981.8.C5 $i U17 $x add
     866 4 1 $8 0 $a 2004/2005, 2007
     900 # # $a 2006, 2008-2009 routed to SAS
     

     Example of tracked volumes to be added to a monographic set:

     852 0 1 $b glx $h PS3552.R623 $i A17 1996
     866 4 1 $8 0 $a v.1-3
     866 4 1 $8 0 $x 2004
     900 # # $a v.4 routed to MPS
     

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