Summary: Information concerning the creation, requirements, and elements of item records in the Sierra database software client.Anchor top top
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Page in progress! Information not finalized. |
General info
Item records are a proprietary part of the III Sierra ILS client. Like order and checkin records, item records are attached to bibliographic records.
Item records facilitate circulation of materials and other inventory control functions. Information in item records generates display of some information in the public catalog, including an item's status, its location, its copy or volume number, etc.
In general, any bibliographic record should have at least one item record attached. Multi-part works receive one item record for each circulating physical piece.
Item record fields
| Field (& tag) | Function | Codes/content | Required in monograph item records? | Required in serial item records? |
|---|---|---|---|---|
| Copy # | displays copy numbering in OPAC | 2, 3, etc. |
if not copy 1 |
if issue is not copy 1 |
| Icode1 | system supplied at creation, defaults to 0 |
if title has limited circulation for a period of years | ||
| Icode2 | suppression or special status | blank = available s = suppressed | ||
| Itype | loan period | see codes below | system supplied at creation, unless a unique circulation rule is needed | system supplied at creation |
| Location | displays sublocation in OPAC |  | | |
| Status | displays availability in OPAC | see codes below | | |
| Agency code | system supplied at creation | system supplied at creation | ||
| Volume field | displays volume numbering in OPAC | v.1, b.3, etc. | if title is a multi-volume work | unless an unbound issue of the title |
| Barcode (b) | contains barcode number generated by Sierra and labeled onto physical piece; facilitates circulation |
entered by CatMan staff |
entered by CatMan staff | |
| Call number (c) | if item call number differs from c-tagged call number in bib record | formulate normally, with MARC subfield coding | if item call number differs from c-tagged call number in bib record | if item call number differs from c-tagged call number in bib record |
| Staff note (n) | does not display publicly; allows staff to enter notes, reminders, etc. |  | | |
| Supervisor note (f) | ||||
| Problem note | often used with a code in the Imessage field to have a piece returned to a specific staff member after circulation | |||
| Workstat (w) | identifies the cataloger and type of material | |||
| 945 | contains information from the previous library catalog |
| Note |
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Note that some other item record fields or codes not listed here are often used by Course Reserves, Inter-Library Services, Binding Prep, Patron Services, and Preservation/Conservation. |
Itype codes/meanings & displays
| ITypes | Circulation time period | Catalog display | MeLCat display |
|---|---|---|---|
| 0 | Normal | Check shelf | Available |
| 1** | 1 hour | Check shelf | Not requestable |
| 2** | 2 hour | Check shelf | Not requestable |
| 3 | 3 day | Check shelf | Not requestable |
| 4** | 4 hour no overnight | Check shelf | Not requestable |
| 7 | 7 day | Check shelf | Available |
| 10** | 1 hour no overnight | Check shelf | Not requestable |
| 20** | 2 hour no overnight | Check shelf | Not requestable |
| 24** | 24 hour | Check shelf | Not requestable |
| 72** | 72 hour | Check shelf | Not requestable |
| 99 | NonCirc periodical | Check shelf | Lib use only |
| 168** | 168 hour | ||
| 198 | MeLCat nonrequestable 7 & 14 day loans | Check shelf | Not requestable |
| 199 | NonCirc material | Library use only | Unavailable |
Status codes
| Codes | Meanings | Public display | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| - | AVAILABLE | |||||||||||
| m | Inserted when Steve, in response to a patron search request, places a hold on an item that is not checked out and answers "Yes" to the question about making it missing. M is a "special" status that creates a system-generated missing list that Patron Services uses for searching. | LOST: TRY ILL | ||||||||||
| n | Checked out to a patron and long enough overdue that a replacement bill has been sent to the patron. Patron has been billed but has not yet paid for the item. | BILLED | ||||||||||
| z | The system enters Z when Patron Services uses the "claim return" function to flag the record for searching. It also inserts a SUPERVISOR note in the item and patron fields. Items with this code are actively being searched. | RETDBKSEARCH | ||||||||||
| t | Moving from one library location to another. This "special" status will disappear when the item is checked in at its owning location. (We need to run some lists and excise old ones that didn't get cleared.) | IN TRANSIT | ||||||||||
| s | A system-defined status that we don't currently use. Its special Innovative "qualities" probably make it impossible for us to use for purposes other than III intended. | ON SEARCH | ||||||||||
| l | Used by staff in library locations for which Patron Services does not do searches:
Indicates item is lost or that staff in that location are searching for the item because it has been requested by a patron. Essentially, these are the same as status M, but we use different status codes to keep track of which are Steve's searches and which are being done by someone else. | LOST: TRY ILL | ||||||||||
| $ | Lost and paid for by patron; bibliographers will be notified via the Lost and paid procedures worked out among the branches, Patron Services, CatMan, and Collection Management/Bib Support. | LOST & PAID | ||||||||||
| w | Wet books being freeze-dried in the Main Library Preservation Freezer. | REQUEST ILL | ||||||||||
| ! | On the hold shelf at Main Patron Services, Library of Michigan, Fine Arts, a branch, or the Law School, awaiting patron pickup. | ON HOLDSHELF | ||||||||||
| d | Gov docs microforms "shelved" in file drawers. | CHECK DRAWER | ||||||||||
| % | MELCAT RET'D | |||||||||||
| c | These are in the "Collection renewal" process but we shouldn't get requests for status C items because the OPAC indicates that the patron should request an ILL. | REQUEST ILL | ||||||||||
| r | In Bind Prep or Conservation awaiting repair; if a patron requests one of these, do a Search request. Steve will work with Nora and/or Lisa to find it and rush the repair so the patron may have the item quickly. If that is not possible, Steve will refer the patron to ILL. | ASK AT PATRON SERVICES: R | ||||||||||
| e | Used in item records for electronic resources to provide the OPAC status display of "electronic." The location also indicates "electronic resource." | ELECTRONIC | ||||||||||
| u | LM code? | ON DISPLAY | ||||||||||
| b | Bind Prep – items with missing pages, awaiting the arrival of replacement pages on ILL; when the pages are received, the pages will be tipped in or the volume will be rebound. | ASK AT PATRON SERVICES: B | ||||||||||
| @ | On loan through MelCat. | OFF CAMPUS | # | MELCAT RECVD | _ | MELCAT RE-REQ | & | REQUESTED | ( | MELCAT PAGED | ) | MELCAT CANCL'D |
| f | Used for Law School items that are non-circulating to all categories of borrowers except Law School faculty. | ON-SITE USE | ||||||||||
| g | LM code? | NEW BK SHELF | x | |||||||||
| RESTRICTED USE | h | h | LM Technical Services | LM TECH SERV | ||||||||
| p | LM code? | ON TEMP LOAN | ||||||||||
| a | LM code | LM RECOVERY | ||||||||||
| + | MEL RENEW PEND | o | LIB USE ONLY | |||||||||
| jRESTRICTED USE | REQUEST ILL |
MelCat status codes
The following appear only in virtual MelCat item records, so they are seen only through patron records and in the InnReach module.
| Codes | Public display | |
|---|---|---|
| ( | MelCat Paged | |
| & | MelCat Loan Requested | |
| @ | On MelCat Loan | |
| # | MelCat Received | |
| % | MelCat Returned | |
| ) | MelCat Cancelled | |
| _ (underscore) | MelCat Re-requested | |
| + | MelCat Renewal Pending | |
| = | MelCat Renewal Denied |
Legacy policies?
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This section is in progress and shouldn't be considered final! |
- Inventory field (INVDA) will be updated when apiece is sent to the Main New Book shelves.
- All new item records for branch libraries will be placed “in-transit” before the piece leaves Catalog Maintenance.
- Sublocations in the location field will be filled in by the branch library receiving the piece except for the following locations: Main Library Reference and the Gerald M Kline Digital and Multimedia Center.
- Records for electronic titles will have an item record. Item records for Serials Solutions titles will be suppressed from display.
- 4/24/07
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