Creating item records ‘on the fly’

Bibliographic match not found

Searching

A book without a barcode cannot be charged until an item record has been created for it. The first step is to search the database for a matching bibliographic record, to which the item record would be added. Journals are normally searched by title, and for books the normal search sequence is:

  1. Call number
  2. Title
  3. Author

If a bibliographic match is not found, a new bib/holdings/item record must be created.

Add Bib/item

  1. Select Add/Bib Item form the Item menu.

This window displays:

  1. On the Bib tab, make sure the appropriate template is displayed: book, journal,

other.

These instructions are for creating a book record.

  1. Fill in the appropriate fields:

Date: year of publication. Replace default date with the book’s date of publication.

Author (Notis 910 field)

Title (Note that the word Title is highlighted. Title info must be entered.) (Notis 924 field)

Place (Notis 926 field)

Publisher (Notis 926 field)

DO NOT CLICK ON OK AT THIS POINT! GO TO THE NEXT TAB.

  1. Next click on the Holdings tab:

  1. Fill in the appropriate fields:

Location Click on the drop down menu to choose the location

Call Number Type: Click on the drop down menu to choose call number type – Library of Congress or Other.

Call Number: type in call number, put a space between each call number line.

Enumeration: If the book is part of a set, fill in the enumeration field with the volume number.

DO NOT CLICK ON OK AT THIS POINT! GO TO THE NEXT TAB.

  1. Click on the Item tab:

  1. Fill in the appropriate fields:

Item type: choose item type from drop done list. Select Circ as the item type for books; select jourcirc as the item type for journals .

Item barcode: scan in the barcode number or type in the barcode number and press Enter.

It is now safe to click on OK!

OPTIONS:

Start from the Item tab and work back to Bib? Want to avoid clicking on OK until the record is finished.

Use a template without the language and place fields?

IMPORTANT:

Thanks to recon there should be very few books without bib records.

Should we not do these at the desk? Instead take the time to investigate and email patron when the book is ready?