Item record creation requests (Daily Circ.)

Summary: 

Patron Services item record creations

When a book is checked out from Patron Services and no item record is found in the library catalog, Patron Services makes a printout with the book's title, call no. and barcode along with the patron's information. These pieces of information are what Catalog Maintenance uses to create an item record for the book so that it can be properly checked out. Pick up these forms and the green laminated sheet entitled "These are items that need to be created..." from the black stacking files above the drop box in Patron Services. The file is labeled "Item Creations".

Work to be done in Sierra:

1. Search for a catalog record from the printout from Circ. using the call number. If nothing is found try any other means you can (author, title, etc.) from the information on the printout.
2. If a record is found, check for a dummy item record for the copy you have in hand. Instead of using this dummy item, create a new item record and use it for the piece checked out.
   • Add a barcode field and enter the barcode from the printout.
   • Add a "WORK STATS" field to the item record and insert the following information: Work Stats code (including your initials), a dash, the date, a dash, and the worker ID number from the daily circ sheet preceded by #, a space, and the substitution phrase "Created from down form". (EX: catdailycirlme-3/26/15-#63 %dn). The "%dn" will insert the substitution phrase for you. If no worker # is available on the form, just skip that part..
   • Once the new item is created, the dummy item should be deleted from the record.
3. If a record is found but there is no dummy item for the piece you have in hand, create the item record you need with all the pertinent fields.
   • Add a barcode field and add the barcode from the printout.
   • Add a "WORK STATS" field to the record and insert an Work Stats code (including your initials), a dash, the date, a dash, and the worker ID number from the daily circ sheet preceded by #, a space, and the substitution phrase "Created from down form". (EX: catdailycirlme-3/26/15-#63 %dn). The "%dn" will insert the substitution phrase for you.
4. If you do not find a record in the catalog that seems to fit with the printout you have in hand, you must create a temporary record.
   • From the main search screen in staff mode, click on the "New" icon at the top of the page.
   • In the "Add New Record" window, highlight the "book: Book" template and [Select].
   • You will be prompted to fill in the necessary fields. If you are lacking information for some of the fields just leave them blank and continue. When prompted for a "NOTE" field on the bib record, insert the statement TEMPORARY CHECKOUT RECORD. This note may be inserted with a permanent substitution phrase (type, %U or, %u). Your new bib record will appear when you have finished.
   • Select "Summary" from the icons at top of page.
   • Change the View box from "All" to "Item".
   • Click on the [Attach New Item] button.
   • You should be at the "New Item Options" button. The [Single Item] option should be marked already. Just click on the [OK] button at bottom of screen.
   • In the "Select Template" window for New Item, scroll thru the list to find "itm: Item Template" and highlight the line, then click on the [Select] button.
   • Fill in the fields you are prompted for, if needed for your item.
   • On the item record you will be prompted for a WORK STATS field. Insert a Work Stats code (including your initials), a dash, the date, a dash, and the worker ID number from the daily circ sheet proceeded by #, a space, and the substitution phrase "Created from down form". (EX: catdaily-3/26/15-#63 %dn). The "%dn" will insert the substitution phrase for you. Place a "p" in the IMESSAGE field so it is automatically tagged for cat/circ review when returned from the patron.
   • If the item you have created is for a Gov. Docs. title with a non-LC call number, you must change the call number field from an 090 to an 099.
5. When all items have been created for the daily circ. sheets, return the sheets to Patron Services. Place on the Circ. Supervisor's desk with the green laminated sheet on top.

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Vincent Voice Library CD item records creation

Occasionally, ILS will get an Illiad request for a voice recording. Digital Media Center will make up a CD and write a call number of some sort on the CD itself. The CD will come to CatMan from ILS for creation of an item record with a barcode for checkout purposes.

Search for the record by the call number written on the CD. This may be a DB#, VVL#, M#, R-#....Search for the call number in the "e" Other (non-LC call number) index field. You will need to search the DB# as Voice# (Ex.: Insterad of searching the number DB16785, search "Voice[space]###").  If your search pulls up two records chose the record with the Voice call number.

Once the record is found, create a new item with : ICODE2 = s (suppressed), always chose item record with location = vo, vol. field = DB### (CD-Copy).  Do not use or delete the existing blank (or dummy) item record.

Examples of volume fields:

• DB16785 (CD-Copy)
• VVL-01-0001, there will be a 3 digit # following the VVL-01-0001, use that as the volume field, followed by (CD-COPY) : 059 (CD-Copy)

Insert the barcode from a pre-barcoded case and transfer the CD to that case and SAVE that item.

There is also a TN# on the printout received from ILL. That number is a transaction number and is not inserted anywhere in the item record. The TN number is used to locate the paper request from ILL if the record is not found in Sierra.

If the number on the disc does not found in a call number search, go to ILS to find the request paperwork. Search for ILL paperwork by the call number on the disc you are creating the record for. From the OCLC/Sky# or title on ILS sheet search the catalog again. If you can't locate a record by OCLC/SKY# or title, you will need to create a temporary check out record.

Temporary check out record.

• Bib and item location vo
• author
• title
• item record: ICODE2 = s (suppressed), location = vo, vol. field = DB### (CD-Copy)

If you find the record from the title or OCLC/Sky# on the ILL sheet. The call number may need to be inserted if after pulling the ILL sheet you find that the correct call number is not in the record. 

• From the item record, insert "c" call number field; change the 090 to 099, and then proceed with entering the call number. Examples:  c 099 Voice 4485.  Then go back to barcoding the case.

Returned CD's

These CD's are eventually returned to CatMan to have the barcode deleted. 

• Search for the record using the barcode number.
• Delete the item record from the record. 
• There should be one item record remaining on the record, which means that the dummy item record is left on the record if that is the only other item record.
• Return the case and CD to the DMC cabinet with a note that the CD has been returned and that the barcode on the case has been deleted.

• Substep a

• Substep b
• Substep c

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