Item records
Summary: Information concerning the creation, requirements, and elements of item records in the Sierra database software client.
This procedure is archived and no longer valid following the June 2022 system migration from Sierra to FOLIO. It has been retained for historic value only. It is not updated or reviewed.
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.
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delete e = electronic f = Faculty Books m = missing pages x = repair to text v = ROVI local (objectionable content) w = withdrawn-supp |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 | 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 f = On the fly 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 | | |
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 field codes
| 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 | 21 days | Check shelf | Not requestable |
| 4** | 4 hour no overnight | Check shelf | Not requestable |
| 7 | 14 days | 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 field codes
| Codes | Meanings | Public display |
|---|---|---|
| - | AVAILABLE | |
| o | LIB USE ONLY | |
| 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 |
| 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 |
| d | Gov docs microforms "shelved" in file drawers. | CHECK DRAWER |
| e | Used in item records for electronic resources to provide the OPAC status display of "electronic." The location also indicates "electronic resource." | ELECTRONIC |
| f | Used for Law School items that are non-circulating to all categories of borrowers except Law School faculty. | ON-SITE USE |
| j | REQUEST ILL | |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| w | Wet books being freeze-dried in the Main Library Preservation Freezer. | REQUEST ILL |
| 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 |
| @ | On loan through MelCat. | OFF CAMPUS |
| $ | 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 |
| ! | On the hold shelf at Main Patron Services, Library of Michigan, Fine Arts, a branch, or the Law School, awaiting patron pickup. | ON HOLDSHELF |
| a | LM code | LM RECOVERY |
| g | LM code? | NEW BK SHELF |
| h | LM Technical Services | LM TECH SERV |
| p | LM code? | ON TEMP LOAN |
| u | LM code? | ON DISPLAY |
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 | Meanings |
|---|---|
| ( | 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?
This section contains migrated information that is likely outdated!
- 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.