Creating and Editing Item Records
Modifying Item Records for Transfer
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.
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
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
Box [#]
Box [#] (Oversize)
[#] (Art)
[#] (Broadside)
[#] (Broadside oversize)
[#] (Cold storage)
(File)
(File oversize)
[#] (Record album storage)
[#] (Roll)
Examples:
Multiple containers:
Box 1
Box 2
Box 3 (Oversize)
4 (Broadside)
Single container:
Box
Box (Oversize)
(Broadside)
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:
Aeon display: Restricted material. This item may not be requested. For further information consult the appropriate curator or Access Services.
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.
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.
Aeon display: Restricted material. This item may not be requested except with curator approval. For further information consult the appropriate curator or Access Services.
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.
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
Relinking item records to a different MFHD:
Optionally, use File>Pick and Scan to update a large number of item records.
Closed collections: delete in-process 506.
Manuscript Unit staff, when identifying and logging materials for transfer:
LSF staff, after transfer:
Manuscript Unit staff, when identifying and logging materials for transfer:
Manuscript Unit staff, when identifying and logging materials for transfer:
Transfer staff, when queuing for transfer: