Embedded Files
Checking for a Bib Record
Checking for a Bib Record
Do an All Titles > Keywords search for the book's ISBN in the Network Zone.
If we already own the item, jump down to the Adding Additional Copies instructions.
Do not choose Electronic or Community Zone records.
If there's a matching bibliographic record for the item in the Network Zone, click the Order button on that record and jump down to the Creating the PO Line instructions.
If no matching record exists in the NZ:
In OCLC Connexion, enter the book's ISBN into the search box.
If you can't find a record, bring the book to Jodi.
In the list that comes up:
Make sure the publication year matches your item.
In the CatL (Cataloging Language) column/designation, choose eng for English.
Look for Library of Congress records, designated by a D in the L column (long list) or DLC in the description (short list).
If you can't find a DLC record, aim for a record with a large number of holdings. (Be aware, though -- some of the records with large holdings may be for electronic resources.)
Double click the list item you've selected to open up the record, and make sure that the description matches your item.
When you've found a workable record, click the Export button (boxed E with a right arrow) to send the record to the Network Zone. Don't close the confirmation screen in Connexion until you've located the record in the NZ.
Re-search the NZ for the ISBN and confirm the MMS Id matches the confirmation message in Connexion.
Click the Order button on that record.
Creating a PO Line
Creating a PO Line
In the PO Line Owner and Type screen, select the following from the pull-down menus:
PO line type: Physical - One Time
PO line owner: Rolfing Memorial Library
Load from template: Donation - Print Book
Assign inventory manually: Unchecked
Click the Create PO line button.
In the PO Line information screen, make sure the following options are correct (most are preset in the template; you'll just need to add the liaison's name):
Acquisition method: Gift
Manual packaging: Unchecked
Material supplier: Gift
List price: 0.00
1st reporting code: [Liaison's name]
Since you already have the item in hand, you'll go ahead and receive the item while you're creating the POL.
In the Ordered Items box, click the action menu (three dot button) and select Edit.
In the Physical Item Editor screen, add the following information:
Copy ID: 1
Material type: Book
Item policy: Book (unless you're putting it in a collection with a special item policy, then choose that policy)
Is magnetic: No
Receiving date: [Today's Date]
Pieces: 1 (unless the item contains multiple pieces -- maps, CDs, etc.)
Permanent location: [Collection you're adding the item to]
If you change the permanent location in the item record, you'll get an additional confirmation screen about the holdings when you go to save. Click OK.
Adhere a barcode to the item and scan it into the Barcode field. (Do this last, because it will save and close out the editor.)
Click Save and Continue on the PO Line. You'll get a Save and Continue Confirmation popup screen that "The ordered resource already exists." This is because you just received the item you're "ordering." It's ok -- click the Save and Continue button.
Catalog & process the item like normal.
Adding Additional Copies
Adding Additional Copies
If you add additional copies in the same location using the Acquisitions module, Alma will put multiple copies on the same holding. You'll need to create a new holding and item record manually.
Search All Titles > Keywords using the item's ISBN.
If you see the Institution Zone icon beside a record in the NZ, that means we own at least one copy in our library.
Locate the record in the Institution Zone by clicking the IZ icon beside the title or by selecting the Institution tab.
Click the Physical link at the bottom of the record, then take note of the call number in the expanded fields and click the Holdings link.
Click Add new Holdings at the top of the List of Holdings page.
In the new holdings record, fill in the following information in the 852 field:
First indicator:
0 (zero) for any collection that uses Library of Congress
1 for for any collection that uses Dewey Decimals (Juvenile non-fiction)
8 for any collection that uses an in-house classification system (rest of Children's collections, DVDs, CFC, library of things)
$$b: DEERFIELD (all caps)
$$c: [location code] (all lower case)
$$h: First half of call number (class number and first cutter, if multiple)
$$i: Second half of call number (cutter, year, and volume number if applicable), as well as c.[next available copy number]
If you'd like, you can open the form editor by clicking in the field and pressing Ctrl+F.
If the call number is present in the bibliographic record, you can import the call number into the holding by pressing Alt+U. (If the call number isn't present or is miscoded, nothing will happen. You'll have to add the call number manually.)
Click Save at the top of the screen.
To add an item to your holding, click Add Inventory > Add Item or press Alt+I.
In the Physical Item Editor screen, enter the following information:
Copy ID: [whatever copy number you added to the holding]
Material type: Book
Item policy: Book (unless you're putting it in a collection with a special item policy, then choose that policy)
Is magnetic: No
Receiving date: [today's date]
Pieces: 1
Process type: Technical Services (to put a new item into a process, you'll need to click the Save and Edit button first)
Location Information:
Permanent location: [make sure it matches 852 $$c in the holding]
Item call number type: [choose the same as you set in the 1st indicator of the 852]
Item call number: [the full call number as you'd see it on the spine label, including volume & copy numbers]
Adhere a barcode to the item and scan it into the Barcode field. (Do this last, because it will save and close out the editor.) If you manually entered the barcode number, click Save.
Back in the Metadata Editor, activate the holding by clicking anywhere in the middle panel, then expand the Save menu and click Save and Release Record.
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