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George A. Smathers Libraries > Collection Management Department > CM Support > Manual

Adding New Fields to a Simple ALEPH Record

If there is an edition statement (i.e. revised, 2nd, etc.), series title, additional author, or other information that needs to be added to the record, a new field must be created before the record is saved to the server. To add a new field:

• Place your cursor on the number preceding the one you are going to enter. For example, if you are entering a 250 line, place your cursor on the 245.
• Go to the Edit menu, select "New field (choose from list)" or hit the "F5" key. Then, select the appropriate field. **If you already know the number for the field you wish to create, hit the "F6" key and type in the number for the field.

Commonly used fields are:

• 020 ISBN: If more than one volume is being ordered on one record, type the ISBN for the second volume and type "vol. 2" in parentheses next to the ISBN.
  
  Example:2070117030 (vol. 2)
  
  The 020 ISBN line may also be used to enter an ISBN-13 if provided. Type the 13 digit ISBN and type "ISBN-13" in parentheses next to it.
  
  Example: 978075701689 (ISBN-13)
  
• 246 Varying Title: Type in the alternate title of the item (for example, the original title of a translated work)
  
• 250 Edition: Type in the edition statement (revised, reprint, 2nd, etc.)
  Example: 2nd ed. or rev. ed.
  
  **The 250 line may also be used to indicate the type of material being ordered is different than a Monograph, such as Thesis, Dissertation, Musical Score, Map, etc.
  
• 440 Series/Ad.Tit.: Enter the series title followed by a semi-colon (if the series is numbered). If the number of the volume in the series is provided, it is added on the subfield. Change the letter from “n” to “b” and type “vol.” or “no.” and the number followed by a period.
  Examples: vol. 17. or no. 20.
  
• 599 Not in Table: A "599" field is created if additional information is needed. Go to the Edit menu, select "New field (user-defined)" or hit the "F6" key. A new field will appear (Not in Table). Type "599" in the blank field. Hit the "Tab" key and type "a" in the next blank. Type any additional instructions (publisher, ordering, or location information).
  
• 700 A.E. Pers. Name: Enter additional author, translator, or editor here. **If there is more than one additional author/editor, a maximum of 2 additional names should be entered. Create a new "700" field for each additional name.