Using the Duplicate method to
create Item Records for newly bound volumes
Please use the Duplicate Method when none or only a small portion of the loose issues to be bound have been 'arrived' into the Aleph system. This is the method taught in the Bind 101 class and in the Bind 101 booklet. In this method, you are taking a previously created item record, making a copy of it (using the duplicate button) and then modifying it slightly to reflect the piece in hand.
NOTE: Please use the Bind/Changes method when most or all of the loose issues have been ‘arrived’ into the Aleph system. Using this method, all the item forms created for the loose issues during the arrival process will be ‘collapsed’ into one item form.
- Search for the title you are binding using whatever method works best for you. However you find the title, you will need to end up in the Items Module (Green book with pink pencil) with the Item List for that title in the active (front) window. In the example below, we have searched for the title "Journal of Mind and Behavior." (NOTIS #ABY7377 and Aleph Bib #349623 )
NOTE: In this example, we are binding an entire volume. When binding portions of a volume, additional information will be placed in other parts of the item record. Samples of what to put where during this situation will be forthcoming.
2.Within the Item List, search for an item record that contains information that is close, either enumeration or chronology wise, to the the item record you are creating. For example, if you are binding the volume published in 2001, then select the 2000 volume. Or, if you are binding v.47, use v.46 as your model. In our example, we are binding v.24 in its entirety, so v.23 is highlighted in our screen shot below.
NOTE: If the title is being received by more than one location, please be very careful that you select an item record that has the same sublibrary and collection as the piece you are binding.
3. Click the duplicate button, which is the 3rd button from the top on the Item List. An exact copy of the item record you selected is displayed. Below, we see the information from v. 23 as it was transferred over from NOTIS.
4. First, click the refresh button to bring in the call number. Then, begin to edit the fields in Tab 1 of the Item Record to reflect the piece being bound, following the procedures outlined in the Bind 101 booklet. These include removing any caption information from Enum. Level 1 (A) and changing the 23 to 24 in both Line A and the description line. Also, you will need to change the year in the description line.
5. Ignore Tab 2. Click on Tab 3 and update the arrival date to reflect the day you are creating the item record.
6. Click to Tab 4 next. As noted in Bind 101, the information from Line A and Line B from Tab 1 will be automatically displayed in Tab 4 on Lines A and B. You will need to go to Line I and manually update the publication year of the piece in hand. Below, we see that Line A contains the 24 from Tab 1 and Line I has been manually updated to display the publication year of 2003. Again, remember that we are binding the entire volume in this example. If we were binding a portion of the volume, Lines B and J would also be filled out.
7. Click back to Tab 1 and add the piggyback barcode number that you are using on the piece to the barcode field at the top using your scanner or adding it by hand. Many of the barcode scanners used will include the enter step, saving the changes to the server at this time. If this is NOT how your barcode scanner works, please go ahead and click the update button.
8. Once the changes to the modified Item Form have been saved, the new item form displays in the Item List. v.24 is highlighted in our screen shot below.
NOTE: If a portion of the loose issues being bound into the volume have been arrived, carefully delete them. If ALL the loose issues have been arrived, you should be using the Bind/Changes method of item record creation and not the Duplicate method.
9. Next, loan the piece to the appropriate psuedo patron and update the holdings as noted in your Bind 101 booklet.
10. YEAH!!! You did it. Congratulations.
Any questions?? Please call either Cathy Martyniak or Robert Parker at the Preservation Department, 392-6962.