StaffGuide: Receiving & Processing

Abbreviations and I-types for Item Records

A listing of acceptable Item Record Abbreviations:Item Abbreviations

When creating an item record you will be asked to choose an I-Type. I-Types identify what type of material a particular item is. As a library, we have many possible I-types:


For serials, the most common I-types you encounter will be:

Commonly Used I-Types
I-Type Number Type of Material
One (1)

Unbound Periodical

Two (2) Periodical (bound)
Six (6) Microfilm
Seven (7) Microfiche
Nine (9) Maps
Eleven (11) Audio CD
Twenty-three (23) CD-ROM
Thirty-six (36) Continuations
Fifty (50) DVD Movie
Fifty-two (52)  Multimedia DVD



ICODE2 Code ICODE2 Code Spelled Out ICODE2 Meaning
d Decided

When this code is chosen, it means that it was decided to process the item in a particular way.

  • Example: Aperture - This is a bound title but handled in a particular way. At time of check in, the Receiving Specialist will barcode the unbound issue. Then in the future, the original barcode on the unbound periodical issue is either removed or crossed out by Preservation, and a new barcode is placed on the back of the bound volume once it comes back from the bindery. El Croquis is treated in this manner as well.
g Gift When this code is chosen, it means the item was a donated item (gift-in-kind from donor).
n Suppress

When this code is chosen, it suppresses the item record from the public catalog and the record is used for staff purposes only.

  • Multimedia Services, branches, and other locations sometimes use skeleton item records for unbound periodical statistics in order to count how many times an unbound periodical returns back to the front desk then the issue is reshelved.
  • Receiving Specialist use suppressed item records to keep track of subscription overlaps.
  • Receiving Specialist use suppressed item records to keep track of serial donations that are being processed. These item records will be deleted once items/title are cataloged, bound/boxed/barcoded, and new item records are created.
  • Receiving Specialist use suppressed item records for spine label printing purposes if we have to print out unique spine labels for items. For example, The Idle Class and Fayetteville policies and procedures.
s Skeleton Record

Item records with an ICODE2 of "s" mean they are "skeleton" item records.

  • Often used for new titles until actual check in or item records are attached to the bibliographic record. If no other item and/or check in record is attached to the bibliographic record, then a "skeleton" item record is used to help display the location and call number of the title in the public catalog.
  • It is rare for skeleton item records to have barcodes but if they do it could be "dummy" barcodes or barcodes on envelopes or boxes that temporarily house loose items until better housing is created for the items in the future.
8 Processing Withdrawal See withdrawing procedures.
9 Pending Withdrawal See withdrawing procedures.


Status Codes in the Catalog

Preservation Item Record Status Codes:

If you send items to Preservation or leave them on their white incoming shelves, please update the record status with the “p” item record status code. Preservation will update the code depending on what type of work needs to be done.

Here are the item record status codes Preservation staff use and what each code means:

p = preservation. These items were sent to Preservation staff and are awaiting to be worked on by Preservation staff. The items are being repaired, boxed or otherwise being handled in Preservation.
e = bind prep. These items are being handled by Preservation staff but are being prepared to be sent to an off-site bindery.
f = to bind. These items are not in the Library; being worked on by an off-site bindery, not accessible for ILL or patron use.
b = in process. Preservation staff have completed their work on these items with this particular status and the items are being routed to their particular shelf or other location.
t = in transit. Preservation staff have completed their work on these items with this particular status and the items are being routed to LINX.

Creating Items Records during Check In

If you see a record note that reads something like "Count / Item 1" you will be making an item record. This usually happens automatically through a prompt box when you check in the item. Follow these steps: 

1. Write down the information in the record note (copying & pasting into word is recommended). This will tell you the iCode, status, if you need to barcode the item, and any additional pieces of info that should be added to the item record. You will need this information when you check in the item.

Count 1 Record Note2. Check in the item as usual.

3. A box will pop up to enter information about the item. For most item records, you will use the "binding" template. Then, use the information you have gathered for the various prompts.

Serial Check-In Item Creation

4. Enter all information and save.

HEADS UP: For some titles, primarily the Government Documents serials we process, you will need to ensure that the basic call number information and the volume information are separated into their respective fields for clarity, as the two fields display their text color-coded in OneSearch. You will often need to move the year from the call number field to the volume field:

Moving year from call number field to volume field

This helps separate the series call number from the volume information with color-coding in the location groupings in the public display:

Call number display in location groupings

5. Go to item summary and move the item to the correct order within the summary. Items are always listed in chronological order (newest to oldest) within location groupings. The newly created item will at first be at the bottom. For titles with lots of item records, you can click anywhere on the item record listings and then hit Ctrl+End to go to the bottom of the list. Ctrl+Home will take you back to the top. Always select "preserve sort" from the Edit menu after re-ordering your items, then verify in the public display that the sorting was done correctly (view > public display).

NOTE: When sorting/reviewing the item record listings, you will occasionally run into an item without a barcode that normally should have one. Generally, these items should be investigated and barcoded as time allows. If you are unable to locate the item after searching the stacks, sorting area, or other possible places the item may be, add a note in the item record saying "content services: item not found at this time. (date/initials)"

Creating Item Records from the Item Summary

Single Item Record Creation in Sierra (See below for how to add multiple item records): 


Before starting, make sure you know what needs to be in the item records.First you will need to gather information about the item (I Type, Location). A good way to do this is by looking at the item records that have already been added.Most of the time you will need to know what to put in the following fixed fields: I Type, ICODE2, Location, Status, and (if applicable.Only if the item is going to STORC/STORM): Sticky Status=5.

Getting started: 

  1. Open Public Display before creating item records.
    1. Go to "View" on the left hand side of the screen.
    2. Choose "Public Display"
  2. You want to view the item record summary.
    1. Click on the “Attach New Item” button.

Attach new item

This will open the "New Item Options" box. From here you can decide to add a single item or multiple items.

New Item Options

Adding a single item: 

  • Select Single Item from the "New Item Option" box and click OK.
  • This will open up the New item template.
    • Select Template: 
      • Use this template for non-LINX items: "bind: Binding" 
      • Use this template for donations going to LINX: "linxgift: Gift to Linx"
        • Remember that you must change the I TYPE to a serials I TYPE (1, 2, 36, etc.) if you use the linxgift item template.
        • Serial item records never use 0=Monographs. 

New Item Template

  • Copy #: 1.
    • However, if you are creating an item record for an additional copy, please use the appropriate copy number.
      • For example, if we already have a copy of v.1 and we are adding an additional copy of v.1, then the copy number of what you are adding will be "2". Select "Next".
  • Volume field: Fill in the volume field with the correct enumeration, cover date, and abbreviations of the item in hand.Select "Next".
  • Barcode field: Scan the barcode into the barcode field with your barcode scanner.Select "Next".
  • I Type: Fill in the correct I Type (1, 2, or 36), Location, ICODE 2=g (For serials donations only), Status, Sticky Status=5 (If applicable. For items going to STORC/STORM ONLY).
  • Click Save and go back to the item record summary.
    • Move the item to the correct place in the item record summary by using the move button.
    • Items are always listed in chronological order (newest to oldest or v.10, v.9, v.8, etc.) within location groupings.
  • Print off monographic labels for the item. Within the item record, go to Tools-->Print Spine Label or you can use CTRL-L.

Adding multiple items:

  • Select Multiple Items from the "New Item Option" box and fill in all the appropriate information.
  • In the volume caption box type the set of letters to be inserted in front of each item's volume field (e.g., v., pt., no.). Whatever you put into this field will precede any volume or issue numbers of each item.
  • The first volume number is "1" and the last volume number is the number of items you are adding.
  • Add the correct location and number of copies (usually 1).
  • Now click OK.

New Item Options Multiple

  • This will open up the new item template. Fill out all appropriate information just like with a Single Item template.Then save.
  • Modify Group:
    • Next, go back to the item summary. You will now highlight and drag/select the item records you need to add/update fields for in the item records.
    • Then go to Edit-->Modify Group.
    • Make sure that the location is correct, then check I Type, ICODE 2, Status, Sticky Status=5 (Only if the item is going to STORC/STORM), volume field, and scan barcodes.
      • You will double click into the Field box at the top middle of the window to choose what field you want to edit.
    • Remember that even if you fill in the fields, Sierra doesn't auto save your work. It lets you know that the field was "modified" in the status column (to the left of the window).Always click on Save after modifying the fields.
  • After you are done with modifying the fields and scanning the barcodes, proceed to move the items to the correct placement in the item record summary by using the move button. Serial items are always listed in chronological order (newest to oldest or v.10, v.9, v.8 etc.) within location groupings.
  • Print off monographic labels for the items. To print multiple labels, highlight/drag/select the item records in the item summary that you need labels for. Then go to Tools or you can use CTRL-L.

Linking Item Records

Multiple bibliographic records can be linked to a single item record. In some cases, older item records would contain a range of items, with many linked bib records.

Item record example

If you need to add a bibliographic record to an item record, complete the following procedure.

  • When in the item record you wish add a bib record to, select Edit >>Link to additional bib record>>find Bib.

Item Record Linking 2

  • Run a search for the bib record you wish to add (a usual Sierra search: title, keyword, issn, etc). When the record is found, select the Edit Icon>>Use Bibliographic Record.

Item Record Linking 3

  • The linked Bib record should now be applied to your item record. Review the Also linked to Bib record(s): section of the item record to ensure that the bib record has been linked. Click Save.

1xadd Item Records

Serials that are incomplete volumes may be held on the SERIALS 1X ADD SHELF in Content Services.

Create an item record for each incomplete volume using the Item Record Template:  

  • The I-Type will be the type of periodical.Location should be ser=SERIALS.Status a=AT SERIALS, ICODE2=n=SUPPRESS.
  • Be sure to move the newly created item record to the correct placement in the item list.

Item Record Template

Once the suppressed item record has been created, you will need to add the following information:

CALL #   099:        SERIALS 1X ADD                  THIS FIELD IS PART OF THE TEMPLATE

VOLUME:             Field will contain all issues for one (and only one) volume or multiple complete volumes.

  • EX:  v.43 no.4 2010  ;  v.43 no.1,2,3,5 2010  ;  v.43 no.1,5,6 2010  ; 
  • EX:  v.43-48 2000-2005  ;

Some exceptions may apply; discuss with serials supervisor(s).

NOTE                     Field will contain type & supplier (Date/Initials) volume:issue

  • EX: NOTE                     Gift of Juana Young (8/18/10 dab) 43:4  
  • EX: NOTE                     Subs overlap (D/I) v:I;
  • EX: NOTE                     Gift of pub (D/I) v:I;
  • EX: NOTE                     BVOL RECD BSERV (D/I) v:I;
  • EX: NOTE                     REPL RECD ABSOLUTE (D/I) v:i

NOTE                     Field will contain needed information or instruction

  • EX: NOTE                     Hold until no.5, 6 recd (08/24/10rg)
  • EX: NOTE                     Lacking 43:5, 6; added to Backserv/missing issues list (D/I)
  • EX: NOTE                     1X ADD SENT TO CAT (D/I)

Lacking issues will be monitored and searched for on the Backserv list.

Example of 1xAdd Shelf Item Record Notes:

1X Add Item Record Note

Once a complete volume has been acquired, use 1X ADD PROCEDURES.

Note: Slim ARKCO titles that could be damaged while sitting on the 1xADD SHELF should be placed in a folder before being sent to the 1xADD SHELF to aid in their preservation.