We use order records with our innovative system.  We use internal notes
for a variety of things (credit information, problems, contact/claim
info, etc. etc.).  We generally list a brief note followed by the date
and our initials.  We retain our notes for 5 years.

I second Allison.  Be brief but clear.  There is a fine line between
concise and gobbledygook.  We librarians like codes way too much ;-)

Buddy Pennington
Serials Acquisitions Librarian
Miller Nichols Library
University of Missouri - Kansas City
800 E. 51st Street
Kansas City, MO  64110
816-235-1548
816-333-5584 (fax)
penningtonb@umkc.edu

-----Original Message-----
From: SERIALST: Serials in Libraries Discussion Forum
[mailto:SERIALST@LIST.UVM.EDU] On Behalf Of Mays, Allison
Sent: Monday, June 14, 2004 1:09 PM
To: SERIALST@LIST.UVM.EDU
Subject: Re: [SERIALST] Guidelines for notes in Serials order records

I don't use order records for serials in our system (Sirsi); I'm
tracking them in a separate Access database. This way I have total
control and flexibility in whatever notes I want to keep. Just decide
what you want and be consistent. I wouldn't get too worked up about the
order of notes; don't make it too cumbersome for your staff. If you need
to use abbreviations to save space, you might come up with some set ones
like "ret" for retention/retained, and make a cheat sheet. But don't
make them so obscure as to confuse others later on.

I generally retain notes for about 3 years, or as much as space allows.

Allison P. Mays
Acquisitions/Serials Librarian
Millsaps College
1701 N. State Street
Jackson, MS 39210
601-974-1083
maysap@millsaps.edu

-----Original Message-----
From: Patty Gallilee [mailto:plg@SFU.CA]
Sent: Monday, June 14, 2004 12:47 PM
To: SERIALST@LIST.UVM.EDU
Subject: [SERIALST] Guidelines for notes in Serials order records

I was hoping some colleagues in Serial-land could share their guidelines
for notes in Serials order records.

Looking for ideas on:
- order of notes
- order of parts of a note (date, info, initials, etc.)
- standard notes
- retention of notes
- explanation of how to make notes simple but understandable
- etc.

Thanks,

------------------------------------------------------------------------
------------
Patty Gallilee
Serials Supervisor
W.A.C. Bennett Library
Simon Fraser University                         Email: plg@sfu.ca
8888 University Drive                           Voice: 604/291-3916
Burnaby, BC  CANADA
V5A 1S6