Yale University Library Cataloging Documentation
The Item Record
General Information
Creating Item Records
Modifying Item Records for Material going to LSF
The item record describes the physical piece, including location, barcode number, and item type. Multiple item records representing multiple boxes can be attached to a single holdings record (MFHD) and there is no limit on the number of item records. The purpose of the item record is to track physical pieces, either for circulation or movement to and from the Library Shelving Facility (LSF).
Before an item record is created, the bibliographic and holdings records must be created.
In the cataloging module, retrieve the holdings record. Click on the "New Items" button. An item record appears with some information already entered. The "Title" field has the title taken from the 245 field in the bibliographic record. The "Location" field is from the holdings record (subfield |b of the 852 field.) The "Call #" is also from the holdings record (subfields |h and |i of the 852 field.) The "Perm. Loc." and "Item Type" fields will be system-supplied according to a Voyager profile pre-determined by the department. If information in the holdings record is changed, review the item record to determine if related updates are required.
The cursor will be blinking in the "Barcode" field. Enter the first barcode. (This can be done either by typing in or wanding the barcode.)
The "Enum:" and "Chron:" fields, while traditionally used for serials, can be used for item-specific information, such as box numbers, accession numbers, or any other identification.
(Example: Enum: Box 1 06/15/2004 2004-M-087)
Most repositories do not use any other fields in the item record.
Once the barcode and any other relevant information have been entered, click the "Save to DB" button.
In order to create the next item record, you can copy the first record. With the current item record active, click "Record" from the menu and select "Make a copy" from the drop-down options. You will get a blank item record. Enter the new barcode and remember to change any information entered in the "Enum:" or "Chron:" fields so that it is specific to the item in hand. Click the "Save to DB" button.
Continue to follow the procedure until all the item records are created.
Modifying Item Records for Material Going to the Library Shelving Facility (LSF)
Note: Remember to check with the Manager of the LSF before scheduling any transfers.
Do a title search in the cataloging module for the bibliographic record. (A call number search can also be done but it will not be as efficient since it retrieves many more records.)
Click on the "Get Hldgs" button to retrieve the holdings record for the active bibliographic record.
In the 852 field, change subfield b to a repository-specific LSF location code (Example: lsfmssr or lsfaobr). Click the "Save to DB" button.
Click the "Get Items" button. A window will appear with all the items associated with the holdings record.
Select the items that are being transferred to LSF. For a contiguous run of items, you can use the shift key for highlighting; for non-contiguous items use the control key. Click "OK" to retrieve the records for the selected items.
Check the "Location" field. It should now show a LSF location code since this information was changed in the holdings record (see above).
The "Perm. Loc." field should still have an on-site location code (Example: smlmss).
The "Item Type" should be changed to an LSF item type (Example: lsfr).
Click the "Save to DB" button.
Close the open item record and the next selected record will be displayed. Follow the steps above for this and any other selected item records.
When the item is accessioned by the LSF, the "Perm. Loc." will automatically change to a LSF permanent location code (Example: lsfmssr or lsfaobr).
Note
If the quantity of item records precludes doing manual changes, you can use macros, programming, and/or the Voyager "Pick and Scan" function. Contact a repository or cataloging unit using these methods for additional information.
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