CREATING COPY LEVELS.

• If there is no copy level which corresponds to the volume in hand (either in copy number, location or call number), create a new copy level line.
• Verify that the volume has been cataloged (a call number inside the volume). If not, do not create a copy level or item record.
• Use the next available blank copy level.
• Carefully input all required information.
  • Change the 0 to:
    • Use 1 for single volume monographs.
    • Use 2 for incomplete serials.
    • Use 3 for complete multiple volume sets, including serials.
  • Remember that multivolumes of the same copy (c.1's, c.2's etc.) are to be placed on the same copy level; different copy levels are for different copies, not different volumes.
  • Change the A to D (i.e., Dewey) or L (i.e., Library of Congress) , whichever is appropriate to the volume in hand.
  • Type in the location code: main; main,ref; lac; lac,ref; lac,ltd; educ; sci; etc.
  • Add the copy number (using a slash {/}) if other than copy one.
  • In delimiter "b" and "c" fields, add the call number root (i.e, |b 828.9 |c C824p
    • Monographs usually require the entire call number, including dates.
    • Volumes are included in the root call number of monographs IF the volume is individually cataloged by title rather than listed as the contents of a "series" title - check the 245 and 300 fields on the bib screen.
  • There is no rule that copy levels must come in any particular order on the NOTIS screen, but try to maintain copy order as much as possible (within any given location).
  • Use the same input style currently on the record. (i.e, Try not to mix using the delimiter c when other levels use semi-colons.]

CREATING ITEM RECORDS.

• All materials require an item record except some Special Collections materials and all unbound periodicals. These Special Coll and unbound periodicals are designated:
  • For single volume monographs use:(in the first position of the copy level note field): |a um:Brittle Book - Consult Preservation Department.
  • For records with multiple volumes use (in the first position of the copy level note field): |a um:v.3-4pt.2 Brittle - Consult Preservation Department (which is the easiest way to denote the exact holdings).
  • Never erase any information in order to fit in these notes; condense everything as much as possible.
• NOTIS contains two kinds of items, Linked and Unlinked.
  • Linked items are attached to a specific bibliographic record.
  • Unlinked items are "free-floating", implying that there is no corresponding bibliographic record. Unlinked items display that they are unlinked.
• Every volume handled by Brittle Books must have a linked item if possible.
• Item record information never includes the copy number, but always includes enumeration/chronology when applicable (when not included in the root call number on the copy holdings screen).
• When you bring up the specific NOTIS record for the volume in hand, intending to create/verify/correct the appropriate copy level item record, one of three things will occur:
  • An item record is attached and the barcode on it matches the one in the book in hand.
    • There is no problem. No editing needed.
  • An item record is attached to the record, but the barcode on it is NOT in the volume.
    • If the item record attached to the correct copy level has a barcode that is not in the physical volume (and the volume has no barcode in it), insert a barcode in the book and add the number to the item record (in the second item id position).
    • If the item record attached to the correct copy level has a barcode that is not in the physical volume BUT the volume has another barcode in it,
      • If the item in the book is elsewhere on NOTIS (search by item id to determine this) again verify that you have the proper NOTIS record, move the item and delete the non-matching item.
        • Always move unlinked items.
        • Move linked items from duplicate records.
      • If the item in the book is not elsewhere on NOTIS, type in the barcode as if it were a new one.
  • There is no item record.
    • If the volume has a barcode, define the problem.
      • The item is elsewhere and is either ok or needs to be moved.
      • There is no item to correspond to the barcode; add it.
    • If the volume has no barcode, create an item and install a barcode in the volume and on the item record.
  • To create an item record.
    • On the copy holdings screen, type: cit x (x being the number of the line to which your copy should be attached).
    • Type in the enum/chron if appropriate (at least enum is required on all multiple volume sets, but not multiple copies).
      • Never include the copy number on the item; it is noted by the location code on the copy holdings screen.
      • On the Enumeration line, add the volume number (v.1 or v.2 pt.3). Place the date here when multiple volumes have no volume numbering.
      • On the Chronology line add the date published or covered, if there is also an enumeration.
    • On the Item ID line, type in or scan the barcode (no spacing necessary) .

LINKING ITEM RECORDS.

• To link an item you must have:
  • The correct NOTIS bibliographic record.
  • The unlinked item (discharged).
• The procedure: on the copy holdings screen of the bibliographic record, note the copy level you want the item attached to, then:
  • Type: keep x (x being the line number) (and enter).
  • When the screen indicates the information is kept, call up the item to be linked, and type: link (and enter).
  • When the screen indicates "link in progress" either press enter again (if the item is completely correct) or update/change the item as needed and press enter.
    • When linking to a multiple volume record, enter the enum/chron information (usually in the call number of the unlinked item, rather than in the enum/chron).
    • Erase (by using the space bar) the "x" appearing in the Circ or Cat fields.
  • When the link is completed, the item will be attached to the bib record the "keep" note was attached to.
  • If the message says "Link not allowed"
    • Discharge the item and try linking again.
    • If still not allowed, put a note on the volume "link not allowed", and place on linking problems shelf, as well as stating which path the volume was following (bb, grant).

DELETING ITEM RECORDS.

• If the item record is in error (or cannot be linked to a more appropriate record) delete it.
  • With the item on the screen, move the cursor to the A (Active) portion of the item, and replace the A with a "d" (delete) (and enter).
  • Try to not delete items with a large circulation history; move if possible.

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TABLE OF CONTENTS Brittle Books Program Operations and Procedures Manual
REPROGRAPHICS HOME PAGE

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For more information or reference assistance contact theBrittle Books Program at brittle@mail.uflib.ufl.edu.

Last Revised: 1996 December 12