Item Record

General Information

Creating and Editing Item Records

Modifying Item Records for Transfer

General Information

Create item records for all containers, including temporary containers identified by letter and containing printed material, though these containers are not counted in the physical description.  Reading room and LSF circulation are managed via barcodes and statistical category restrictions in item records.

Creating and Editing Item Records

Verify the following fields supplied from the Bibliographic and MFHD records; these fields may be corrected by editing the Bibliographic or MFHD record:

Field Supplied from
Title Bib 245 $a
Location Mfhd 852 $b
Call # Mfhd 852 $h and $i
Perm Loc Mfhd 852 $b (displays as Detailed Holdings/Locations in the OPAC)

Verify default, or edit manually:

Temp Loc         blank                        

Verify default:

Temp Type      blank

Verify fields set in preferences; these may be changed in preferences, or edited manually:

Item Type        nocirc

Enter using scanner:

Barcode

Enum

Enter manually, using the following standard terms.

Multiple containers: include a sequential container number.

Single container: use the appropriate term without a container number.

Do not use abbreviations.

Box

  • single manuscript box, custom box, or portfolio

Box [#]

  • numbered manuscript box, custom box, or portfolio

Box [#] (Oversize)

  •  oversize manuscript box, custom box, or portfolio. 14 x 18” is the largest size that we can shelve on standard shelves. Any box larger than 14 x 18” is designated oversize, with (Oversize) following the container number.

[#] (Art)

  • material with location listed in Artstore database, including framed storage, object bins, and stationary glass shelving

[#] (Broadside)

[#] (Broadside oversize)

  • broadside folder stored in super broadside drawers

[#] (Cold storage)

  •  material with location listed in Coldstorage database

(File)

  • single items or small collections housed in one folder, assigned an MSS FILE or WA MSS S-[#] [cutter #] call number

(File oversize)

  • single items or small collections housed in one oversize folder, assigned an MSS FILE (Oversize) call number

[#] (Record album storage)

[#] (Roll)

Examples:

Multiple containers:

Box 1

Box 2

Box 3 (Oversize)

4 (Broadside)

Single container:

Box

Box (Oversize)

(Broadside)

Item statistics

Enter manually.

Required for containers that have donor restrictions, are restricted fragile, or closed collections; generates a restricted notice in Aeon.  Restrictions must also be noted in 506 fields.

Open the “item statistical categories” window by clicking on the middle icon in the lower left corner of the item record.  The icon is identified by roll over text “edit item statistics.” 

Highlight a category in the “statistical categories list” and click the blue up arrow to add it to “statistical categories.”

Repeat for any additional categories.  A restricted notice will display in Aeon for each category added; multiple categories display in a system-supplied order.

When all categories have been entered, click OK.

Optionally, use File>Pick and Scan to update statistical categories for a large number of item records. 

Use the following categories:

  • RestrictedSpecColl (donor-imposed restriction)

Aeon display: Restricted material. This item may not be requested. For further information consult the appropriate curator or Access Services.

  • RestrictedFragileSpecColl (restricted fragile)

Aeon display: Restricted fragile material. This item may not be requested. Reference copies may be available: consult Access Services. For further information consult the appropriate curator.

  • InProcessSpecColl (in-process closed collection)

Aeon display: In process material.  This item may not be requested.  This collection is closed to readers temporarily, and will reopen when processing is complete.  For more information, please consult the Closed Collections Schedule on the Beinecke Web site.

  • RestrictedCurApprSpecColl (restricted unless approved by curator)

Aeon display: Restricted material. This item may not be requested except with curator approval. For further information consult the appropriate curator or Access Services.

  • ColdStorageBrbl (restricted cold storage)

Aeon display: Restricted fragile material in cold storage. This item may not be requested. Reference copies may be available: consult Access Services. For further information consult the appropriate curator.

Item status

Verify default: not charged.

During transfer to LSF, transfer staff may add an “in transit” status, resulting in the following OPAC display:

“[container #] In Transit [date in transit code was set]”

To restore default, open the “item status” window by clicking on the left icon in the lower left corner of the item record.  The icon is identified by roll over text “edit item status.” 

Highlight “in transit” in the “status” list; click the red down arrow to delete it; and click OK.

Deleting “in transit” status also deletes its OPAC display.

Optionally, use File>Pick and Scan to update status for a large number of item records.

Do not edit any other fields.

Copying records

  • To create multiple item records attached to a single MFHD record, either create each item record individually or use Record>Make a Copy.
  • When copying item records:
    • Edit the container number in each Enum field.
    • Edit restrictions in item statistics as necessary.
  • All copied records will remain open until closed by the cataloger. Records can be closed individually or all records can be closed by choosing File>Close All.

Relinking item records to a different MFHD:

  • Open item record.
  • Select Record/Relink to a different holding.
  • Enter the record id number of the new MFHD. 

Modifying Item Records for Transfer

Optionally, use File>Pick and Scan to update a large number of item records. 

Closed collections: delete in-process 506.

New collection, LSF shelving

Manuscript Unit staff, when identifying and logging materials for transfer:

  • Create or edit final MFHD, with appropriate TS location code in 852 ‡b (see list of codes).
  • Create or edit item records, with TS location code in Perm Loc.
  • Closed collections: delete in-process 506.

LSF staff, after transfer:

  • Change 852 ‡b  and item Perm Loc to LSF location code.
  • Change Item type to lsfr.

Containers added to a collection shelved at LSF

Manuscript Unit staff, when identifying and logging materials for transfer:

  • Maintain existing MFHD 852 ‡b lsf code
  • Create new item records with lsf code, with item type nocirc

BRBL shelving

Manuscript Unit staff, when identifying and logging materials for transfer:

  • Create or edit final MFHD, with appropriate BRBL location code in 852 ‡b (see list of codes)
  • Create or edit item records, with BRBL location code in Perm Loc.

Transfer staff, when queuing for transfer:

  • For less than 30 containers: add each container to Aeon TS queue, alerting Access Services that containers are located at 344 pending transfer.