Serials Client – Holdings Control
Holdings Control
The item record is the basis for circulation and serials control. In this guide we will focus on monograph items.
Items must be linked to a bibliographic record that must be created in advance. The normal workflow for monographs is for a bibliographic record to be created during the acquisitions process. Normally, the library will create item records for the material that is expected. These items can be created automatically by the system as part of the acquisitions process. These items will have default information that is derived from the order and from external tables. Such items can be updated from the acquisitions client, which has some of the item update functions. Usually when item arrive, they are passed from the acquisitions department to the cataloging department. In the cataloging department the bibliographic record is updated. Items will also be updated – the final location, including the call number will be assigned, a barcode inserted and a label printed.
This guide will focus on the functionality of the items control client.
Accessing the Items Control Client
The items control client can be started by clicking on Start\Programs\Aleph 500\Items or by clicking on the items icon (books with pencil) from the ALEPH tool bar.
Normally you will want to work with a specific record. You can open the items client for a specific record by PUSHing to it from the navigation map from any other client. It is also possible to call up the items of a record by entering the bibliographic system number, the barcode or by using the mini-search function which lets search by a number of access points.
Item Client Display
When you open the items client for a specific bibliographic record the system will display the Navigation window that includes brief bibliographic information and buttons for pushing the record to other clients.
The system will also display the list of items linked to the bibliographic record (-if there are any).
Adding a New Item
In order to add a new item, click on the NEW button. The system will display the item record form. The form has 3 tabs with the following fields:
1st Tab
Sequence number. Sequential key of the record. This number is entered by the system.
Barcode. Enter the item barcode in this field. If an item is not entered it will be automatically created by the system taking the ADM system number and the item sequence. This barcode can be overridden.
Sub-library. Select the sub-library from the pull down menu. Mandatory.
Collection. Select the collection from the pull down menu. This field is not mandatory and is used to indicate additional location information.
Call number type. This indicates the type of call number. This field is based on the first indicator of the USMARC Holding format 852 field:
Call number. Clicking on the arrow will display a form for entering the call number in the format of the USMARC holdings 852 field.
Clicking on the browse option will display an index of call number. In version 12.2 this is an Oracle index and includes the 852 sub-fields. In 12.3 this will be an ALEPH index.
The call number generated from this form will include the 852 sub-fields.
Second call number type & second call number. These fields are used by libraries that store most of their collections in closed stacks. Typically in such libraries, all items will receive a call number in the stacks and an additional one if the item is held in an open shelf collection.
Volume & Part. These fields are used for entering volume information for multi-volume monographs.
Description. A field to describe volume information in textual form.
Material type. This field indicate the type of material. Mandatory. The types normally defined are:
The library may add additional type. This can be done in tab25 (UTIL G-1-25) in the library tables. However – do not change the code ISSUE as this is used by the system to indicate items created for serials in serials control.
Item status. This status defines the loan status of the item. Select the item status from the pull down menu. Note that the system will display only statuses that are defined for the sub-library. This means that the sub-library must be entered before this field. Mandatory.
Item processing status. This status indicates if the item is being processed and is not available for normal circulation. Typically an item on order will have the status “On order” which will then be changed to “Cataloging” or “In process” when the item arrives and is sent to the cataloging department. Once the item is one the shelf – the processing status should be removed. In 12,3 we will be adding additional services for efficient update of the processing status.
Typical processing statuses are:
2nd Tab
OPAC Note. This is a free-text note that displays in the OPAC. 100 characters.
Circ. Note. This is a free-text note that displays when an item is check-in or checkout. 100 characters.
Internal Note. This is a free-text note that will display only in the item record. 100 characters.
Order number. If the item is created in acquisitions the order number will be inserted automatically.
Inventory number & inventory date. These are optional fields that can be used if necessary.
Price. If the item is created in acquisitions the system will enter the estimated price of the item.
Statistic. Free field that can be used for entering statistical data.
Open date & update date. These dates are entered automatically by the system.
3rd Tab
These fields are for serial items. Normally they are entered automatically by the system.
Updating, Viewing, Duplicating and Deleting Items
To update an item click on the MODIFY button.
To view and item click on the VIEW button
To delete an item click on the DELETE button
To duplicate an item click on the DUPLICATE button
Printing Labels
Item labels can be printed for a specific item by highlighting it in the items list and clicking on the ‘Label’ button.
Labels for a group of items can be printed by invoking the ‘Print Item Labels’ option from the File menu. The system will display a window into which several barcodes can be read.
Click on ‘Print’ to print the labels.
Labels can be printed using a form - item-copy-label-nn (in the form_eng directory). Form formats 20 and greater (item-copy-label-20) use a special table for the structuring of the label – tab_label.eng.
The format of the form used in defined in the items clients print.ini file.
Note that if the form has the “EDIT” specification, the system will display the file for editing before printing it.
Item History
The system has a log that keeps track of changes to the item records. In order to display this log click on “Item History”, which will display the log for the highlighted item in the items list, or “All Items History “ which displays the log for all items.
The following options are available:
View. Click on View to view the original item (before the change).
Restore. Click on Restore to undo the change.
Remove. Click on Remove to delete the history transaction.
Global Changes
The ‘Global Changes’ function eatables you to select a group of items and update them in one action. When you click on ‘Global Changes’, the system displays the following window:
In the top section of the window you enter the parameters for selecting the group of items to be updated. In the lower section you enter the changes you wish to make. Fields that are left blank will disregarded.
Change/Restore Item Information
There is another way to change many item records – by reading it item barcodes. In the Circulation client there are two options – ‘Change Item Information’ and ‘Restore Item Information’ available from the Item menu. This service is very useful for temporarily moving items from one collection to another (e.g. to reserve).
Clicking on ‘Change Item Information’ displays the following window:
After entering the fields that you want changed, the system displays another window for reading in the barcodes of the items to be changed.
If the ‘Permanent change’ option was not selected, the change to item information will be temporary. Clicking on the ‘Restore Item Information’ option, and reading in the barcodes can restore the original information. The system stores the original information in a special field (Z30) in the ADM record.
Analytic Links – ITM links
ALEPH has a special type of link that enables you to link a bibliographic record to items that belong to another record. Refer to the cataloging training guide for other types of links. This link is entered in the bibliographic record to which should be linked to an item belonging to another record.
The structure of the field:
$aITM
$bsystem number of linked ADM record
$lADM library
$i issue – used for link to ISSUE type items
$ppart
$vvolume
$yyear – used only for a link to an item of type ISSUE
Example:
Record 1:
SYS809
245$aAnnals of the Chemical Society
The items of the record belong to ADM system number 780
Record 2:
SYS1002
245$aChemistry and the medical world
LKR$aITM
$b780
$lUSM50
$y1998
$v38
$i3
The second record is in issue 3 of volume 38 of the Annals of the Chemical Society. The first record manages all items.
The Holding Record
In addition to the item, libraries may create HOLding records using the USMARC Holdings format to enter holding related information. A holding record is not required by ALEPH. If it is necessary to export holding information, the system can create a holding record on the fly – as long as there is sufficient information in the item records.
The above means that holding records will almost always be created for serial records in order to enter summary holding information. This information cannot be stored in the item records (although in the future we may be able to derive it from the individual items).
Creating Holding Records
Holding records can be created in cataloging, using the normal cataloging editing functions. In order to catalog the holding record of a bibliographic record, click on the ‘Load HOL record from server’ option from the File menu.
The system will display a window with the linked HOL record of the bibliographic record – if there are any.
In order to create a new holding record, click on the ‘Add Record’ button. The system will open a window in which you enter the sub-library and collection for which the holdings record is created. This information is used to create the OWNer field of the holding record.
In version 12.2 the OWNer field is used in order to identify the holding record and is also used for password authorization.
Once the ‘OK’ button is clicked the system will display the holding record in the cataloging form.
Items and Holding Records
In version 12.2 there is no explicit link between the items and the holdings records. Such a link will be added in 12.3 to enable the system to automatically update the holding record from the items (and the items from the holding record). However, it is possible to automatically (or semi-automatically) create the holding record on the basis of the item record.
In order to do this click on the ‘Retrieve HOL’ option from the list of items. The system will display a list of the linked holdings records (these are holding records that are linked to the bibliographic record).
Click on the ‘Create New’ button to create a new holding record based on information in the highlighted item.
After creating the holding record it is possible to display it by clicking on ‘View’ or edit it by clicking on ‘Edit’. Clicking on ‘Edit’ will PUSH the record to the cataloging client.
The system will create the holding record based on information from the item record and library-specific defaults.
Serials Training (12.2 ) for McGill University – Holdings Control Training / Copyright 1999 byEx Libris (USA), Inc. and Ex Libris (UK) Ltd. / Page 1 of 13