Item Records – Everything One Needs to Know – well almost

Training  Barcoder: Has the knowledge/training to search the local database to identify a matching record. If a matching record is found, attaches item/holding record. If a matching record is not found, item is given/sent to a cataloger. This level may not edit bibliographic records.  Required training : Basic understanding of MARC records  Searching and matching in the local database  Creating, editing, and deleting item/holding records in the local database  These classes must be completed within the first three months of training. Once the initial training is done, there are no further ongoing training requirements.

Training  Cataloger: Has the knowledge/training to perform copy or original cataloging in addition to searching for a matching record and attaching an item/holding record. This level may bring records into the local database from OCLC and may edit bibliographic records in the local database in accordance with SHARE cataloging policies. This level may also edit OCLC master records to include upgrading less than full-level records via the OCLC Expert Community functionality. SHARE catalogers are not required to do original cataloging, but may create original records if desired.

Permissions  Barcoding vs. Cataloging Permissions  Circulation permissions that can modify the item record  How to have permissions added for staff

Searching and Matching  We have several different segments already recorded. But here are two that I want to stress.

Bibs not to attach to  Do not attach to  ON ORDER BIBS if your item is a circulating item  ON THE FLY BIBS

ON ORDER BIBS

ON ORDER MARC view

ON THE FLY

ON THE FLY MARC view

Item Records  Allows you to put your library’s own:  Barcode  Call number  Price  Collection  Material/loan/fine code you wish to use  Statistical code  Notes and Blocks  Funding Source or Donor

Item Templates  Allows you to remember what information is used for type of materials  May have as many as you wish  What to call

Change owner give unique name

Call Numbers  Need to be consistent  Used for inventory  Do not recommend to BULK CHANGE call number

Call Numbers  Prefix -- the start of a call number. REF, R, J, DVD are examples. Helps define the type of material or location.  Classification -- Dewey classification number, such as  Cutter -- It is an alphanumeric device to code text so that it can be arranged in alphabetical order.  Suffix -- other identifying information that determines location or type of material. (pb) is an example  Volume  Copy

Volume Field  Do not use for local notes or accession number  Do not use for fiction series information  How to input volume information – or v. 1 vs. V.1 – see the SHARE Cataloging Standards

8.Entering enumeration of periodicals, annuals, multipart sets, etc.

Volume Field  Do not use for local notes or accession number  Do not use for fiction series information  How to input volume information – or v. 1 vs. V.1 – see the SHARE Cataloging Standards  How to know if item needs series information

10. Attaching to set vs individual records for multipart audiovisual material  For multipart audiovisual material (i.e., DVDs and audiobooks), attach your holding to the appropriate set or individual record based on how your library intends to circulate the item. An example is the entire season of a television series that consists of several DVDs in one container. If you will be circulating the container as one piece, attach to the record for the set. If you will be circulating the DVDs separately, attach to the records for the individual DVDs.

Serial vs. Monograph  When to attach to a serial bibliographic record  When to attach to a monograph record  Why the difference

11.Attaching to serial vs monograph records for serials other than periodicals  This policy applies to serials that are published annually or less frequently, such as test books, travel guides, etc.:  --Use a serial bibliographic record for resources that will not circulate in Polaris (i.e., reference material)

11.Attaching to serial vs monograph records for serials other than periodicals  This policy applies to serials that are published annually or less frequently, such as test books, travel guides, etc.:  --Use a serial bibliographic record for resources that will not circulate in Polaris (i.e., reference material)  --Use a monograph bibliographic record for resources that will circulate in Polaris

11.Attaching to serial vs monograph records for serials other than periodicals  This policy applies to serials that are published annually or less frequently, such as test books, travel guides, etc.:  --Use a serial bibliographic record for resources that will not circulate in Polaris (i.e., reference material)  --Use a monograph bibliographic record for resources that will circulate in Polaris  --If the circulation status of a resource changes (i.e., it goes from non- circulating to circulating, or vice versa) ----the item record must be transferred to the appropriate serial or monograph bibliographic record

11.Attaching to serial vs monograph records for serials other than periodicals  This policy applies to serials that are published annually or less frequently, such as test books, travel guides, etc.:  --Use a serial bibliographic record for resources that will not circulate in Polaris (i.e., reference material)  --Use a monograph bibliographic record for resources that will circulate in Polaris  --If the circulation status of a resource changes (i.e., it goes from non- circulating to circulating, or vice versa) ----the item record must be transferred to the appropriate serial or monograph bibliographic record  --If there is a gap of 5 years or more between editions of a serial, use a monograph bibliographic record, even if the resource will not circulate in Polaris

Graphic Novels  Do not attach to a bibliographic record for the set (or series) – each individual volume needs to be on a bibliographic record for that title/volume, such as Absolute Boyfriend, V. 1.  What not to include in the call number  What cutter do you use?

Fiction Series  Fiction series is on the bibliographic record  If you wish to note it on your item record, where to put it  What not to include in the call number

Notes and Blocks  Notes are searchable  Public  Private  Remember when searching to limit to your assigned location

Gifts and Donations  Use of the Donor field  Use of the Fund Source  Searchable, but limit to your assigned branch when searching for this information

Clean Up  How do to find all of your items

Another way to make a Record set

Weeding and Deleting  Difference between withdrawn status and deleting  Delete still shows in lists until purged  Statistics from the Summary Report

Bulk Change  What to bulk change  What not to bulk change  Demo  Difference between Ad hoc bulk change and Record Set bulk change

Simply Reports vs. the Find Tool  Demo