ACQNET: ISBNs in electronic orders: summary of responses

Date: Mon, 25 Nov 2002 18:24:09 -0500
From:  Ann-Marie Breaux (YBP) <ABreaux_at_YBP.com>
Subject: ISBNs in electronic orders: summary of responses

Thank you to everyone who responded to my question concerning getting
the
correct ISBN into an electronic order when there are multiple ISBNS on
the
bibliographic record. Here's a quick summary of the responses.

I received a total of 15 responses (so far), 11 on list and 4 off list.

Of the 15, almost all agreed that it is a problem. A couple people noted

that this is a problem not only with electronic orders, but also existed

with printed orders, where the first ISBN is the one that prints. Of the

responses that indicated their ILS, most use Innovative, but there were
also responses from Ex Libris and Sirsi customers.

Here are the solutions that various acquisitions departments are
employing
to indicate the correct ISBN in their electronic order:

1. Resequencing the ISBNs on the bibliographic record: 4 libraries, who
report that the amount of work required ranges from "only a few
keystrokes"
to "really cumbersome."

2. Deleting undesired ISBNs from the bib record, so that only the
desired
ISBN remains on the bib record and transmits: 2 libraries - a variant on

solution 1.

3. Using book vendor databases to order, or to download bib records
from: 2
libraries. When you start with a record from the book vendor's database,

you get around the multiple ISBN problem, since book vendor databases
are
generally set up with only one ISBN per bib record.

4. Letting the wrong ISBN go through, but then adding a note to the
vendor
with the correct ISBN: 2 libraries. This accomplishes the task of
telling the
vendor to use a different ISBN, but also has the effect of causing the
incoming order to be treated manually, rather than being automatically
added.

5. Placing orders for multi-volume sets or other problematic ISBN orders

non-electronically, either by sending a paper order, or by e-mailing
their
customer service rep: 1 library

6. ILS lets them choose the correct ISBN: 1 library has this now, and
another library indicated this is a coming enhancement from their ILS
vendor.

Finally, there was one reply indicating that the problem lies not with
the
ILS vendor software, but with the book vendor's ability to apply a
library's predetermined binding/format preferences to incoming orders
with
multiple ISBNs. I don't know of any EDI software that allows for the
transmission of multiple ISBNs for a particular line item.

A couple libraries mentioned possibly deleting all ISBNs and letting the

orders come with no ISBNs. For those ILS systems that will allow you to
output an electronic order without an ISBN (some won't), then that's
certainly a valid option. Keep in mind though, that doing that would
cause
all of the library's orders to be exceptions, and to have to be keyed
manually.

This ties in with one other point that I heard - that EDI benefits the
book
vendor, but not the customer, who must deal with these types of
workarounds.

I certainly agree that being able to accept electronic orders is more
efficient, and usually more accurate, for the book vendor than having to

key from paper orders. However, at least YBP's customers (and I would
assume the same is true for all book vendors) should see the benefit of
1-3 weeks faster fulfillment time on orders placed electronically, since

you're saving the time of printing, sorting, and mailing paper purchase
orders,
and we're saving the time of having to open the mail, identify the
customer,
add the orders to the queue of orders waiting to be keyed, and then key
them on our end.

Thank you to everyone who responded. I'm keeping all of your comments in

mind as I talk with systems vendors and customers. If you have any
additional comments, please don't hesitate to e-mail me.

All my best,
A-M

Ann-Marie Breaux
Southeastern Regional Manager, Collection Management
& Development Group / System Vendor Liaison
YBP Library Services, a Baker & Taylor Company

phone/fax: (678) 445-5720
vmail: (800) 258-3774 x3504
e-mail: abreaux_at_ybp.com

GA address: 131 Dockside Downs Drive, Woodstock, GA  30189
NH address: 999 Maple Street, Contoocook, NH  03229