Barcodes
Introduction | General procedures |
Accompanying material | Multiparts and serials |
Bound-withs | Workflow
Introduction
Barcodes are used to assign unique identifiers to library holdings. Because a barcode is assigned to a discrete physical item, barcodes can be used to track the location of separately-circulating components, such as a volume within a multi-part monograph. Most information in an item record is derived automatically from the associated bibliographic and holdings records. The only information entered manually is the scanned barcode, and in some cases keyed descriptive informations. It may be necessary to change preferences in the cataloging module for item records to reflect BRBL practice.
General procedures
The Beinecke will use the following item record fields:
- Title, Location, and Call #
- Derived from the MFHD
- Barcode
- Number from barcode label
- Manually scanned or keyed in
- Perm Loc
- Determines location display in Orbis
- Derived from MFHD for new records
- Item Type
- Determines type of circulation
- Derived from code set in cataloging module options/preferences/item defaults/item type (set to nocirc)
- Enum and chron
- Can be used for descriptive information, such as volume or serial numbering (Enum), serial date (Chron), or to describe contents of item (e.g., A-Az or suppl. (Chron))
- Enter manually, by keying text
- Copy
- Indicates the copy number
- (Set to 1)
- Change to 2 for copy 2, 3 for copy 3, etc.
- Pieces
- Indicates number of physical pieces associated with a barcode
- Default is 1
- Do not change
After the MFHD has been saved, click on New Items to creat one item record for each singly-bound physical unit.
Scan into the barcode field the barcode number from the label on the BLIPS, Gaylord or box. Type information into the Enum and Chron fields, and update Pieces as needed. Save the item record. Repeat if needed for additional volumes, etc., on the same MFHD.
Accompanying material
If the accompanying material is to be housed with the main object (e.g., a map or CD in the pocket of a book, a prospectus housed in a Gaylord with the book it describes), update the number of pieces as appropriate.
If the accompanying material is housed separately and treated as a supplement in the MFHD, do not treat it as an additional piece in the item record for the main unit. Instead, create a second item record for the accompanying material, and enter suppl. in the Chron field of that item record.
| 852 |
8 |
0 |
‡a beingen ‡h 2005 ‡i 799 +suppl. |
For more information on material accompanying an item see Accompanying material.
Workflow
New acquisitions (except serials)
- Acquisitions Assistants (AA) will input barcode into ACQ record (only for first vol. if multi-vol.).
- AA will affix "double-back" barcode to BLIPS or blue flag for multi-volume works.
- Rare Book Team staff (RBT) will create item record(s).
- RBT will charge item(s) to RBT-SML or RBT West Wing.
- Printed Acquisitions staff (PA) staff will charge item(s) to Cataloged Returns.
- PA will affix barcodes to call tags, boxes, Gaylords, folders, etc. as part of shelf preparation.
- PA will discharge item(s) before sending to Access Services.
Backlog material without barcodes sent to RBT
- PA staff will affix barcodes before sending material to RBT (on Gaylords, boxes or folders, etc. if present, if not then affix to BLIPS).
- RBT will create item records.
- RBT will charge item(s) to RBT-SML or RBT West Wing.
- PA staff will charge item(s) to Cataloged Returns.
- PA will affix barcodes to call tags, boxes, Gaylords, folders, etc. as part of shelf preparation.
- PA will discharge item(s) before sending to Access Services.
Backlog material without barcodes cataloged in BRBL
- RBT will create item records.
- RBT will affix barcode to BLIPS, blue flag(s) or appropriate housing (Gaylord, box, folder, etc.).
- RBT will charge item(s) to RBT-SML or RBT West Wing.
- PA will charge item(s) to Cataloged Returns.
- PA will affix barcodes to call tags, boxes, Gaylords, folders, etc. as part of shelf preparation.
- PA will discharge item(s) before sending to Access Services.
Material already cataloged and in Beinecke stacks but needed by RBT
- RBT will create item records.
- RBT will affix barcode to blue flag(s) or appropriate housing (Gaylord, box, folder, etc.).
- RBT will charge item(s) to RBT-SML or RBT West Wing.
- PA will charge item(s) to Cataloged Returns.
- PA will affix barcodes to call tags, boxes, Gaylords, folders, etc. as part of shelf preparation.
- PA will discharge item(s) before sending to Access Services.
Serials cataloged in BRBL
- RBT will create item records.
- RBT will affix barcode to BLIPS, blue flag(s) or appropriate housing (Gaylord, box, folder, etc.).
- RBT will charge item(s) to RBT West Wing.
- PA/RBT will affix barcodes to call tags, boxes, Gaylords, folders, etc. as part of shelf preparation.
- PA will discharge item(s) before sending to Access Services.
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