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Preservation Department | Binding Unit | Conservation Unit | Statistics/Goals | About the Department

Creating Item records within the Smathers Library system: A condensed procedure

Most items records for loose issues that have arrived are generated automatically by the 853X predictive pattern in the Holdings record. For item records that have to be created manually (loose issues with no predictive pattern or volumes to be bound), please use the Condensed procedure below or the Full procedure.

1. Open a new Item Form by clicking the 'Duplicate' button of an item record already created with the same sublibrary and collection. Only use the 'Add' button when there are no other issues present.

2. Link the Item to the Holdings record ( if not already) and click the 'refresh' button.

3. ON TAB 1: Confirm sublibrary and collection are correct for the piece in hand.

4. Click the 'Refresh' button, which will fill in the call number and shelving scheme fields.

5. Enum Level 1(A) should be filled in with the highest level enumeration data (usually but not always volume) found on the piece. If enumeration information is not present, add year of publication in (A).

6. Enum Level 2(B) should be filled in with the second highest level enumeration data (usually but not always number) found on the piece. Please note that if binding a complete volume, (B) shall remain empty.

7. The Description field contains text used to describe the piece on both the tech and public portions of Aleph. Using the language of the piece, transcribe the enumeration and chronology of the piece, using the following formatting conventions.

a. Enumeration data goes first, with highest level first, then second level second, with the appropriate captions (v., no., Bd., pt., t., etc.). If binding complete volume, there is no need to add second level.
b . Chronology data goes last, all inside parantheses, with highest level (year) first and then, if needed, second highest level. (2004: Jan.-June)
c . Add colons (:) between levels of enueration and chronology and use spaces as needed to increase readability.

8. Verify that Material type is correct (ISSUE is loose and ISSBD is bound)

9. Verify that Item Status is correct, based on polices and procedures for your particular sublibrary and collection.

10. Verify that Item Process Status is correct, based on polices and procedures for your particular sublibrary and collection.

11. If piece is a loose issue, confirm that first box of 85X type/Linking no. contains a '3'. If not, add it.

12. ON TAB 2: Place any information about missing issues in the Web OPAC note area.

13. ON TAB 3: If arrival date is empty, click today.

14. ON TAB 4: A and B will already be set. Add year to I and if needed to identify piece, second level chronology to J.

15. If binding a volume, go back to TAB 1 and scan in piggyback barcode assigned to piece. Click 'Update' button if your scanner does not do this automatically.

NOTE: Complete volumes going to the bindery do not generally need a (B) or a (J).

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