General Information

• General remarks.
  • The online catalog used at the State University System (SUS) Libraries consists of several partitions and access styles.
  • The University of Florida shares NOTIS with the other SUS Libraries; only those records with UF in the upper left are general UF library materials. LL refers to the Law Library and UD refers to the Documents collection. Updating of either LL and UD partition records requires a special user id.
  • The Brittle Books Program makes frequent use of the Technical, Circulation and Public modes of NOTIS, each of which is used for specific activities. There are others not used by Brittle Books and therefore not discussed here.
• About the modes.
  • LUUF is the online public catalog, which displays a brief cataloging record as well as locations, classification, holdings, and circulation status of titles and volumes.
  • LCUF is the online circulation partition, which contains patron records and library chargeouts via barcodes.
  • LTUF is the online technical partition, from which the other partitions are generated. LTUF contains, for each record (title):
    • Bibliographic screen -- the complete cataloging screen including all MARC format fields and tags, identifying specific parts of the cataloging record (author, title, publisher, subjects, etc.)
    • Copy holdings screen -- the screen displaying all locations and classification numbers, as well as indications to order information, holdings information and item records
    • Volume holdings screen -- available when MHLD appears on the copy holdings screen, it lists all actual UF holdings for the title (note: may not be the same as the indication on the bibliographic screen which lists what has been published)
    • Summary screen -- available when ITEM RECORDS appears on the copy holdings screen, listing all items for a particular copy level and indicating status if charged out or lost
    • Item record screen -- available when ITEM RECORDS appears on the copy holdings screen, each item corresponding to a single physical unit of the title and listing current status, charge history, etc.
    • Order record screen -- available when order information appears on the copy holdings screen contains current (and past) order information, check-in status of periodicals and annuals, payment codes, etc.
• NOTIS Logon.
  • Type in nernotis and enter, then select staff option and enter.
  • Use your personal log-on id and password, then enter.
  • Clear screen and type in the NOTIS mode (ltuf, luuf, lcuf) that is needed for the activity to be performed.
• Switching between modes.
  • Switch back and forth to/from the Tecnhical, Circulation and Public modes simply by clearing the screen and typing the different mode at the top of the screen.
  • It may take two or more screen clearings to provide a blank screen.

General search techniques for the Technical Mode

• NOTIS NUMBER SEARCH.
  • Use bibl with unique NOTIS number for the record to get the bibliographical screen of the record, i.e. ltuf bibl xxx0000 (enter)
  • Using hldg or hl with unique NOTIS number will display the copy holdings screen of the record, i.e. ltuf hl xxx0000 (enter)
  • Print entire bibliographic record when needed (MORE at top of screen indicates another page of the bibliographic record) by using "enter" and the print commands for each screen needed
• CALL NUMBER SEARCH.
  • Search the desired database by using the prefix for the type of call number you have in hand:
    • fi cd (dewey) [ also search here for the Latin American titles with country call number designations, without using the alphabetic prefix; if not found here try "co" with the prefix]
    • fi cl (library of congress)
    • fi co (other; ones NOTIS doesn't recognize or are coded incorrectly)
    • fi cs documents (use spaces instead of punctuation)
  • Searching hints.
    • No need to capitalize anything.
    • Do type in the punctuation (unless a "cs" search).
    • Do not include copy numbers, volumes or dates.
    • Space between portions of the call number (not required).
    • The system displays a selection if there is no exact match.
      • Select by typing in the number of your choice then enter.
      • Others in the list may be viewed by using NEXT and PREVIOUS.
    • If the title is a serial, be sure to check date fields to see that your title fits into the date parameter of the record as separate records exist for each title/agency change.
• AUTHOR SEARCH
  • Use fi ja along with the author's name (last first) to find all titles by the respective author: e.g., ltuf fi ja hunter evan
  • Searching hints.
    • Do not include punctuation ( i.e, apostrophes, hyphens,etc.)
    • Do not use an ampersand (&) or other nonalphabetic character, NOTIS won't recognize: e.g., to search "computers & learning" type in computers learning.
    • If you don't find the item in question, try a variant form (especially if a multiple surname is possible) or use the name authority database to determine the correct form.
• TITLE SEARCH
  • Use fi jt along with the distinctive title: e.g., ltuf fi jt devil will drag you under
  • searching hints:
    • Use as many words as necessary to narrow search.
    • Do not abbreviate words.
    • Ignore initial articles (in any language); if not found, try with the article included as the record may be coded incorrectly.
• OCLC NUMBER SEARCH.
  • Use fi no along with the unique OCLC number: ltuf fi no 00000000
  • Searching hints:
    • The OCLC number must always be eight characters long (insert 0's to the front if necessary).
    • If given a list, choose the ones coded UF; not other codes (UD, JX, HC, LL).
    • If there are two UF records with identical OCLC numbers, use the guidelines for choosing from duplicates to select the record.
• 035 FIELD SEARCH.
  • Use fi no and any 035 code you want to search: ltuf fi no presprov.
  • Useful for developing lists and keeping track of particular batches of work.
• BARCODE SEARCH.
  • Use fi it and the barcode number: ltuf fi it 3126200000000.
  • No need to leave spaces in the barcode numbers.
• AUTHORITY RECORDS.
  • Use fi ja plus the name of the author (last first), to view the correct form (of the name) as it exists in the 100 field.
  • Use the correct form indicated by this search when searching NOTIS.
• ITEM RECORDS.
  • From the copy holdings screen:
    • Use fi it x (x being the copy holdings line number) to bring up the first item attached to a copy level.
    • Use summ - x (x = the copy holdings line number) to bring up the list of items attached to a copy level.
      • Choosing any line number from the summary list will bring up that specific item record
      • No changes can be made to the summ list except numbering sequence (order presented).
      • Use PREV or NEXT keys to view other items from the list without returning to the summ screen.
      • Use SAME (instead of enter) to view the same screen after corrections are done.
      • Use BACK (instead of enter) to view the beginning of the summary list without having to return to the copy holdings screen.
• VOLUME HOLDINGS.
  • From the copy holdings screen of the record.
    • Choose the appropriate copy level for the holdings you wish to view.
    • Note if there is a mhld below the NOTE field (and beside the ITEM note if any); if there is no mhld, there is no volume holdings screen.
    • At the top of the screen (beside ltuf) type: dhld x (x = the copy level).
    • The volume holdings will be displayed. Other data may also be present.
• ORDER RECORDS.
  • From the copy holdings screen of the record.
    • Choose the appropriate copy level for the holdings you wish to view.
    • Note if there is an order record attached to the copy level -- it is the XX-000-000 information below the NOTE or MHLD; if there is no order information code attached, there is no order record.
    • At the top of the screen (beside ltuf) type: dor x (x = the last number of the middle group of the order id).
    • Depending on the record type being viewed, the following information will be displayed:
      • MONOGRAPH (book) record.
        • Funding code.
        • Volumes purchased if multiple volume set.
        • Payment record.
      • SERIAL record.
        • Which issues of a periodical have been received.
        • Funding code.
        • Payment record.

Working with COPY LEVELS

• Identifying the correct copy level.
  • Verify the location code for the volume in hand.
    • AFA (Architecture and Fine Arts,
    • BELK (Belknap Collection for the Performing Arts),
    • EDUC (Education Library),
    • JUD (Judaica),
    • LAC (Latin American Collection),
    • MAIN (Smathers Libraries),
    • PRES (Preservation Department),
    • SCI (Marston Science Library)
    • SCI, HSSL (Temp location for some Main titles),
    • SPEC (Special Collections)
    • (Any of these locations may have subcodes attached for limited circulation, reference, periodicals, etc.)
  • Verify the copy number of the volume in hand.
    • "First copies" are "understood" (there is no code on NOTIS for them other than the location code).
    • Other copies (2,3, etc.) are specified by the number after a slash in the location field [i.e. main/4]
  • Verify the call number of the volume in hand.
    • Check for the proper code (L or D).
    • Check the correctness of the call number on the screen (if mistyped, correct it; if the wrong classification scheme, assume you have a different copy in hand).
  • Verify/create item records.

Working with ITEM records.

• Identifying type of ITEM record.
  • Linked items are attached to a specific bibliographic record (and copy level within that record).
  • Unlinked items are not attached to a bibliographic record. It is possible to link them to a bibliographic record, retaining the charge history.
• Problems with ITEM records. There are three possible events when checking an item record for a particular volume.
  • An item record is attached to the copy level and the barcode matches the barcode of the book in hand -- this is the ideal situation.
  • An item record is attached to the copy level and the barcode in it DOES NOT match the barcode of the book in hand.
    • If the item record attached has a barcode that is not in the physical book (and the volume has no barcode in it), insert a barcode in the book and add the number to the item record; replacing the recorded barcode.
  • If the item record has a barcode that is not in the physical book BUT the volume has a barcode in it.
    • If the barcode of the book is elsewhere on NOTIS (search by item id to determine this) again verify that you have the proper NOTIS record and move the item if appropriate.
      • Always move unlinked items if possible.
      • Move linked item records if from a duplicate record (these will be marked for purging from NOTIS).
    • If the barcode 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 record is elsewhere and is either ok or needs to be moved.
      • There is no item record to correspond to the barcode; add it.
    • If the volume has no barcode, create an item record and install a barcode in the volume.

Circulation Mode

• Charging materials.
  • log onto NOTIS, and enter the Circulation Mode, using lcuf.
  • Type char beside the lcuf (and enter).
  • Scan or type in the appropriate patroi id for the batch of books to be charged.
    • BRITTLE - all non-grant volumes.
    • SOLINET - all general collection volumes to be filmed for the Florida History grant.
    • Scan or type in the individual barcode of each volume in the batch of books.
      • If typing in the numbers,
        • Omit the 3 1262 portion of the barcode.
        • Spacing between segments of the barcode is not needed.
      • Do not charge any title if the worksheet is marked as a "hit" (M or R on front sheet) until reviewed for possible replacement.
      • Volumes that prompt the response "y or n"
        • Verify that the subject area is correct.
        • If so, answer yes - it moves the charge from one patron id to another, presumably of the same category.
      • Volumes that will not charge.
        • Reference, Special Collections and Main,Per volumes will not charge; enter a user message (um:) note on the copy holdings screen instead (attach the note to the correct copy level).
          • The um:Brittle Book - Consult Preservation Department note must be the first note in the field.
          • If part of a multi-volume set, specify the volume in the note, i.e., um: v.3 Brittle Book - Consult Preservation Department.
        • Unbound periodicals should not have barcodes or item records.
          • Use the um: note as provided above.
          • Compact information as much as necessary to fit the space.
        • If not a location problem, ascertain the difficulty.
          • Item not created - do so if appropriate.
          • Item incorrectly typed - retry.
          • Other difficulty - fix or ask.
• Discharging materials.
  • Log onto NOTIS, and enter the Circulation Mode, using lcuf.
  • Type in disc beside the lcuf (and enter).
  • Scan or type in the individual barcode of each volume in the batch of books.
    • If typing in the numbers,
      • Omit the 3 1262 portion of the barcode.
      • Spacing between segments of the barcode is not needed.
    • Fill out a flag for any volume that causes a location note to appear (storage, MSL, etc.).
    • Set aside any that say NOTIFY, and flag with request (Cat, Circ, Patron name, etc.).
    • Forward NOTIFY patron volumes to Circulation at the volume location; include a flag with the patron information.
    • Call up items for those saying notify circ or cat.
      • If linked, erase the "x" beside CAT or CIRC by using the space bar.
      • If unlinked, link if possible.

Public Mode

• Log on in the usual manner, select LUUF, and follow the on-screen directions.

Returning From Unfamiliar NOTIS Partitions.

• If you are in a partition of NOTIS that you do not recognize (no matter how you got there) you can usually return to familiar territory.
• Type: vmexit (and enter). This should bring back the NERDC VTAM IS ACTIVE prompt.
• If all else fails, turn off the terminal. This should log you off and permit a new start.

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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: 1997 July 2