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Required fields in monograph item records

• Copy number
• Itype
  • system supplied at creation, unless a unique circulation rule is needed
• Location
• Status
• Agency code
  • system supplied
• Volume field
  • if title is a multi-volume work

Required fields in serial item records

• Copy number
• Icode1
  • if the title has limited circulation for a period of years)
• Itype
  • system supplied
• Location
• Status
• Agency code
  • system supplied
• Volume field
  • unless an unbound issue of the title

Variable fields found in item records

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 a 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. 

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Item record fields

Item records contain both fixed fields which expect certain codes, and variable fields where text strings of any kind may be entered.

Fixed fields

Field (& tag)	Function	Codes/content	Required for monograph item records? (i.e., cataloger or processor must enter manually)	Required for serial item records? (i.e., cataloger or processor must enter manually)
Copy #	displays copy numbering in OPAC	2, 3, etc.	if not copy 1	if issue is not copy 1
Icode1	used in some older serial records to record publication year; no longer in use for new items		system supplied at creation, defaults to 0	system supplied at creation, defaults to 0
Icode2	suppression or special status	blank = available s = suppressed d = delete e = electronic f = Faculty Books m = missing pages x = repair to text v = ROVI local (objectionable content) w = withdrawn-supp	defaults to blank	defaults to blank
Itype	defines different circulation rules and loan periods	see codes below also see Innovative documentation: Item Types Table	defaults to 0 Normal; change if item requires different status  example: SPC items are always Itype 199	defaults to 0 Normal; change if item requires different status  example: SPC items are always Itype 199
Location	displays sublocation in OPAC	see Location chart
Status	displays availability in OPAC	see codes below	defaults to - Available; change if item requires different status  example: SPC items are always Status o	defaults to - Available; change if item requires different status  example: SPC items are always Status o
Imessage	prompts a pop-up message when the piece is being checked in or out and needs review must be used in conjunction with supervisor note (m) or problem note (e) (see below), or a message will not display when a piece is checked in, the popup message will signal the piece to be placed on the CatReview shelf for CatMan	- No message p = Problem d = Dummy (created from III migration to NOTIS & no piece matched to the record – remove “d” when barcoding) f = On the fly (record created during check-out) x = Cat review l – Lost & Paid r = Needs repair a = Disk in pocket	defaults to - No Message	defaults to - No Message
Agency code	identifies the library that owns the item	001 = MSU 002 = Law Library 003 = Library of Michigan	system supplied at creation	system supplied at creation

Variable fields

Field (& tag)	Function	Codes/content	Required for monograph item records? (i.e., cataloger or processor must enter manually)	Required for serial item records? (i.e., cataloger or processor must enter manually)
Volume field (v)	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	alphanumeric string generated automatically by Sierra	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 see Call numbers for more details	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 (f)	does not display publicly; allows staff to enter notes, reminders, etc.
Supervisor note (m)	appears as pop-up note at check-in or out providing instructions for Patron Services staff, usually for notifying when pieces have attached supplements, number of supplements, or where to send an item when returned use with Imessage code p (or no pop-up message will be generated)
Problem note (e)	can be used to have a piece returned to a specific staff member after circulation

use with Imessage code p (or no pop-up message will be generated)	example: Please return to Autumn F. in CMS for re-classification
Workstat (w)	identifies the cataloger, their unit, the type of material, and the type of cataloging performed	see Workstats formatting
945	contains information from the previous library catalog

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Itype field codes

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Status field codes

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.

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Legacy policies?

• 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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Step 2

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• Substep b
• Substep c

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Step 3

• Substep a
• Substep b
• Substep c

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• Substep a
• Substep b
• Substep c

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