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Multiple copy records updated w/new EBSCO sub-account information & check in notes

In an effort to alleviate the problem we've had with multiple copy subscriptions being changed by publishers from two 1 year subscriptions to one 2 year subscription we asked Ebsco to set up three different sub-accounts with slightly different addresses under Wilson Library account number CG2916500. The sub-accounts are designated by a two letter Subscriber Code coming at the end of the account number so for example the main account is under CG2916500SR. The idea behind this is that by providing slightly different addresses the publishers won't match up and combine our multiple copy subscriptions.

We also wanted to make sure that if only one issue is received on a multi-copy subscription it is checked in on the same order each time so lapses are easier to catch so we established a hierarchy to decide which locations would be checked in first, second and if necessary, third. The location checked in first was assigned to the main account, CG2916500SR, those checked in second were assigned to account CG2916500TA and those checked in third were assigned account CG2916500EA. I have updated the Vendor Reference and Vendor Note fields of these orders to reflect the correct accounts. I have also added the following notes to the Check-in Note field in the Subscription Record:

CHECK IN FIRST [for the order under the main account CG2916500SR--or otherwise checked in first]
CHECK IN SECOND [used only for middle copy of three copy subscriptions]
CHECK IN LAST [used for second copy of 2 copy subscriptions or third copy of 3 copy subscriptions]

There were a few anomalies such as issues for the order on the main account not being checked in at all, so the note in the Check-in Note field trumps the account number in terms of processing.

The additional addresses and sub-account codes that Ebsco set up for us are as follows:

Alternative Address 1
Technical Services Subscriber code: TA
UNIV OF MINN LIBRARIES
309 19TH AVE S
MINNEAPOLIS MN 55455

Alternative Address 2
Elec Print Serials Sect Subscriber code: EA
UNIV OF MINN LIBRARIES
309 19TH AVE S
MINNEAPOLIS MN 55455

Alternative Address 3
EPSS Serials Acq Subscriber code: EB
UNIV OF MINN LIBRARIES
309 19TH AVE S
MINNEAPOLIS MN 55455


We did not have any four copy subscriptions so the sub-account under Subscriber Code EB was not used.

The hierarchy of locations that we used to establish the sub-account under which orders were assigned was as follows:

Wilson Library
Walter Library
Magrath Library
Branch Libraries (St.Paul branches, Journalism, Architecture, etc.)
Andersen Horticultural Library
Wilson Library binding copies