Editing Item Records

Table of Contents

• Copy Information
• Call Number Information
• Title Control Information

Edit Item – Copy Information

Item Id: Barcodes

• System supplies an auto assigned barcode or Item ID if one is not scanned. eg. 2173-1001, 1282970-1001
• Wand barcode here when cataloguing is completed
  
• Wanding a barcode is an automatic return and you do not need to hit “Enter”
  

Type

• This is the item type.Eg. On-Order, In-Process, Scott-Book, Law-Book (Circulate), Book (does not circulate), Periodical (for all Serials), Scott-Resv, Law-Resv
• When you have completed the cataloguing leave the item type as “IN-PROCESS” this will will be changed to the final item type when the item is labelled.
• The exception to this is rush cataloguing and items headed for Reserve. In those cases, change the IN-PROCESS to the final item type before you place it on the truck.
  
• Write the final item type on the top of the print out and then place the physical with the print out on the truck.
• Please consult the document:
  Locations and Item Types in Yorkline.
  

Home Location:

• Permanent location of an item. Eg. Scott, Law

Current Location:

• Where the copy is at the moment
• At the time of cataloguing the Home Location and the Current Location is
  normally the same with the exception of items on Reserve. In such cases the Home Location is the permanent location and the Current Location is the temporary location: Eg.
  Home Location: SCOTT
  Current Location: SCOTT-RESV

Item cat1, Item cat2

• Leave blank
  
  
  

Permanent

• Ensure this box is checked off as it indicates the item is part of library’s (York or York-Law) permanent collection. It should be the default.
  
• The box is not checked if item is on loan from another institution, E.g. Brief records created by Circulation and Reserves.

Circulate

• Box should be checked if the item circulates
• Box should not be checked if the item does not circulate
• This information will default to unchecked when item is checked out

Total charges

• No action required
  

Price

• No action required
  
  
  

Shadowed copy

• Box unchecked = Default
• Box checked = this copy will be in the Shadow Catalog and will not display to the public

Example

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Editing Items Table of Contents

Edit Item – Call Number Information

New Call Number:

• System supplies a call no. if one is not input. E.g. XX(2173.1)
• Input call numbers leaving a space between each element of the call number
  
• Exception: Do not leave a space before a decimal when the decimal is part of the class scheme
• Examples: PR 6051 A64 F54 1995 ; Can6 Alb1 Ed96.6 St84 ; FILM 2007 ; DISC.414600 CD ; THESIS 890090 ; HQ 1064 U5 W599 1989 Manual ; HD 6135 D48 1986 ; MAN 001
• A |z will be inserted before volume numbers. E.g. FC 170 I57 1986 V.1. Check to make sure that this happens and if the |z appears in the correct place,
  

Class Scheme:

• LC (Monographs with LC call no.)
• LCPER (Serials with LC call no. or multi-volume monographs)
• TEXT (Monographs with textual, i.e. non-LC, call nos., audio material, visual material)
• TEXTPER (Serials with textual call nos.)
• On OPAC or Sirsi Java client screens volumes will display in descending order.

Shelving Key:

• This is system generated and changes to reflect any change in call no.

Library:

• York or York-Law – this cannot be changed.

Shadowed call numbers

• The default is not shadowed, the box is not checked.The “clickable” area around this box is very sensitive. Please check to ensure that a call number or item has not been shadowed by accident.
  
• All copies linked to this call no. are in the Shadow Catalog and do not display to the public

Example of a Record with the Call Number not yet assigned

Example of a Record with a Call Number assigned

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Edit Item – Title Control Information

Basic Title Information Group

Control number

• Records have the system supplied control number labelled the “Title Control Number” E.g. a2173

Record format

• Records will be one of the following Record format types.
  
• These formats control the MARC template
  

• MARC (Book)
• MANUSCRPT
• MAP
• MRDF (Computer file)
• MUSIC (Scores, music sound recordings, non-music sound recordings)
  
• SERIAL
• VM (Visual materials)

No. of volumes:

• Number of volumes/call numbers linked to this title record – system maintained
  Cannot be changed

Title Creation Group

Created by:

• System supplies the ID of the operator who originally created the record

Date created:

• System supplies the date the record was created.
  Cannot be changed

Date catalogued:

• Updated by cataloguers when record completed and ready for labelling

Title Modification Group

Date modified:

• System retains the last date the record was modified.
  Cannot be changed

Previously modified by:

• System retains the ID of the operator who last modified the record.
  Cannot be changed

Modified by:

• System supplies the the ID of the operator who modified the record

Example of the title control screen

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