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Scope:

Contact: Bethany Greene

Unit: Continuing Resource Acquisitions

Date last reviewed: 06/25/17

Date of next review:

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Cancellations and Cessations Workflow
Last Updated: June 25, 2017

Below is the typical Continuing Resource Acquisitions Department workflow for cancelled and ceased orders. In some cases, Serials & Retention Management staff also participate in this workflow since SRM staff complete cataloging of new databases. Many of the steps may not occur in the order in which they are listed below due to the context around each individual order.

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1. Subscription Coordinator updates Recurring Payment Tracker, if necessary.
2. Order Creator updates the order record status in Aleph as appropriate.
   1. CLS for cessations
   2. LC/VC for cancellations
3. Order Creator adds a note to the order record in Aleph as appropriate.
   1. Add information provided in the Notes & effective date/last volume fields of the card to the Lib Note field in Aleph.
4. Order Creator adds Access Updater and Database Cataloger to card and moves card to Awaiting Access Change list.
5. Access Updater updates access in Serials Solutions.
   1. Make sure the title represents the subscribed resource.
   2. Click 'Edit' for the holding in Serials Solutions.  Select 'Not Tracked' from the drop-down menu for 'Status'. Anchor_GoBack_GoBack
6. Access Updater requests EZProxy update, if necessary.
   1. Send request to the Metadata & Discovery Strategy Department to have the database removed from the EZproxy Sever Status list, if necessary.
7. Access Updater adds the title to the CRAD FY Changes spreadsheet for the appropriate fiscal year.
   1. Using the title description information in Trello, fill in new data under each column in the appropriate FY changes spreadsheet tab. Use the Cancelled tab for cancellations. Use the Ceased tab for cessations.
8. In the Aleph cataloging module, the Database Cataloger:
   1. adds Status field SUPPRESSED in the bibliographic record.
   2. removes the DUKIR holdings from the bibliographic record.
9. In OCLC Connexion, the Database Cataloger:
   1. deletes Duke's holdings from the catalog record.
10. Access Updater notifies LIB-Collections of change after all access and cataloging updates are complete
11. Access Updater moves the card to the Acquired list for the appropriate fiscal year.