Cataloging Functions
Dealing with new items from vendors
When a shipment of materials arrives from a vendor:
Check the titles against the shipping list to make sure they match
Check the barcode numbers on the materials. Make sure they contain your school number and the appropriate vendor number
Using the Item Search and Display wizard, change the index to Item ID and scan a few books to make sure the records are in the catalog and that the title displayed matches the title of the book in hand
Since all items are added to the catalog with the type BOOK and location STACKS, you will need to use the Global Edit wizard to edit your item records
After sorting the items into stacks by location:
For AV materials, the item type, item category 1, and home location must be edited
For Books, the home location must be edited to reflect the correct location. Additionally, you may wish to use item category 3 to indicate genre
Keep in mind that Type is not meant to describe the item, it just tells the system who can check out the item and for what length of time
Some problems with vendor records may include:
Records are not yet in the catalog
Title in hand does not match the title in the catalog
If problems occur wit vendor records, contact Carrie Bresnehen at MPC
Weeding items from the collection
Once you have selected items to weed:
Use the global edit wizard to change the home location to DISCARD
Make sure to click reset or close the global edit wizard to prevent accidental discarding of items
Do not discard items that are checked out. Items must be discharged before discarding
Adding items to the catalog
Searching by ISBN
To begin searching, click the arrows in the Item information group to expand the window. Next click on Call Number and Item Maintenance. When adding items to the catalog, the fastest way to search for records is by ISBN. This should be the default setting for the Call Number and Item Maintenance wizard. Make sure the cursor is in the search field and scan the ISBN. This is generally printed on the back cover of the book or dust jacket.* WorkFlows should find the record and automatically open it to the editing window.** At this point, you need to check to see if you are on the "tree." If you are, your library will be at the top of the list and your existing barcode will be highlighted. If you are not, another library will be at the top and their existing barcode will be highlighted.
If you are not on the tree, you will need to add a call number for your library
If you are on the tree, make sure your barcode or library name is highlighted on the tree
*Sometimes the barcode on the back has the ISBN number printed above it, but when scanned it displays different numbers as seen in the image to the right.
Always double check and compare what was scanned with the printed ISBN either on the cover or on the title page verso.
**Sometimes there are multiple records with the same ISBN. An explanation of how to choose the correct record can be found in the What to do when... section
Call number and item maintenance wizard (searching by ISBN).webmUsing the Call Number and Item Maintenance wizard video
This video will describe the tabs in the Call Number and Item Maintenance Wizard, and show how to search by ISBN.
--Most books have an ISBN printed on the back of the book which can easily be scanned. If there is not an ISBN on the back to scan, you will need to locate the ISBN on the back of the title page and type it in the search field.
(Total time 2:44)
Adding a Call Number
Use this button when:
Your library is not on the record (doesn’t appear in the tree) and you need to add your materials
You plan to have two copies shelved in two different locations. For example; one copy is shelved in fiction with a F BEA call number, but a second copy will be shelved on a paperback rack with a call number PB F BEA. This is considered another call number not a second copy.
Directions
Click the Add Call Number button at the bottom of the screen
A pop-up window will ask if you want to create a call number for your library.* Click OK
Change the home location, and add a price, then put the cursor in the Item ID box and scan the barcode you have put on your book. The record auto saves when the barcode is scanned
Click the Return to Search button to search for another record
*If the pop-up window displays a name other than your library, contact Library Technology
Adding a Call Number video
Adding a call number.webmAdding an Item
Use this button when:
you are already on the record (are on the tree) and you plan to add a second copy that will have the same call number.
Directions
Click the Add Item button at the bottom of the screen
Change the home location, and add a price, then put the cursor in the Item ID box and scan the barcode you have put on your book. The record auto saves when the barcode is scanned
Click the Return to Search button to search for another record
Adding an Item video
Adding an item.webmWhat to do when...
More than one return on ISBN search.webmMultiple records for the same ISBN
Some ISBNs may return multiple listings. This video addresses what to do when this occurs.
ISBNs are generally accurate matches, but you still need to look at the record to know for sure. The record below is an example of the same ISBN used for multiple publication years. At this point, you need to look at the bibliographic information in the record to see which one matches the item in hand.
(Video 1 total time 2:10)
No matching record in the catalog.webmISBN is not found in the catalog
Some ISBNs are not found in the catalog. This video addresses what to do when this occurs.
(Video 2 total time 0:43)