Summary: Information concerning the creation, requirements, and elements of item records in the Sierra database software client.
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 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
This section is in progress and shouldn't be considered final!
| Codes | Meanings | Public display |
|---|---|---|
Legacy policies?
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
- An item record will be attached to each bibliographic record (with the exception of some Serials Solutions electronic journal records).
- A barcode will be placed in an item record even if the location is non-circulating (with the exception of Special Collection and Turfgrass Beard materials).
- When a copy or volume of a title is withdrawn, the item record will be deleted.
- Dummy items were created during the migration to the III system. If a barcode is added to a dummy item, the d code in the Imessage field representing "dummy" should be removed.