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:
|I-Type Number||Type of Material|
|Two (2)||Periodical (bound)|
|Eleven (11)||Audio CD|
|Fifty (50)||DVD Movie|
|Fifty-two (52)||Multimedia DVD|
|ICODE2 Code||ICODE2 Code Spelled Out||ICODE2 Meaning|
When this code is chosen, it means that it was decided to process the item in a particular way.
|g||Gift||When this code is chosen, it means the item was a donated item (gift-in-kind from donor).|
When this code is chosen, it suppresses the item record from the public catalog and the record is used for staff purposes only.
Item records with an ICODE2 of "s" mean they are "skeleton" item records.
|8||Processing Withdrawal||See withdrawing procedures.|
|9||Pending Withdrawal||See withdrawing procedures.|
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.
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.
2. 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.
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:
This helps separate the series call number from the volume information with color-coding in the location groupings in the public display:
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)"
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.
This will open the "New Item Options" box. From here you can decide to add a single item or multiple items.
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.
If you need to add a bibliographic record to an item record, complete the following procedure.
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.
Create an item record for each incomplete volume using the 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.
Some exceptions may apply; discuss with serials supervisor(s).
NOTE Field will contain type & supplier (Date/Initials) volume:issue
NOTE Field will contain needed information or instruction
Lacking issues will be monitored and searched for on the Backserv list.
Example of 1xAdd Shelf Item Record Notes:
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.