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In the Spring and Summer of 2004, all Libraries at the University of Florida switched Library Management Systems from NOTIS to Aleph. During the transition, it was decided that many policies and procedures associated with Technical Services, such as serials arrivals and binding, would be examined and, where appropriate, upgraded to conform to national Library community standards. The procedures for creating item forms for both loose issues and bound volumes were examined and subsequently thoroughly revised.
Below, please find a set of procedures useful when staff are creating, revising or updating item forms for both serials arrivals and binding. Many of these procedures are specific to the Smathers Libraries and may need to be modified/revised for both the Legal Information Center and the Health Science Center Library.
Please note the following:
1. The majority of the loose issues that arrive in the Library will have
their individual item record generated automatically by the 853X predictive
2. The remainder of the loose issues that arrive will not have item forms automatically generated for them by predictive patterns and will need to have their item forms created manually.
3. For multiple issues that are being bound together, the data from the multiple loose item records will have to be collapsed and updated manually.
The procedures listed below will therefore apply to situations 2 and 3 above.
A 'How To' summary of the full blown procedure below can be retrieved here.
Once the title in question has been searched and retireved in whatever Aleph module the serials staff member is using, the vast majority of the time the Duplicate button on the All Items List will be used to manually created any necessary item records. Staff will select an item record similar to the item record they intend to create (close in year or volume) and modify the data already presemt in it rather than using the "add' button , which forces one to start from scratch.
Staff will only use the Add button when they are creating the very first item record ever for that title. The staff member will need to click the drop down arrow in the Hol. Link area at the bottom of the item record to 'link' the item back to the holdings record that governs its operation.
Only click the Modify button when you are revising, updating or changing an item record that was previously created.
Please note that in many of the fields on the four tabs found in an item form, information will be used to identify the loose issue or bound volume. Sometimes, the information will change depending on whether the item form in question pertains to a loose issue or a bound volume.
Starting in Spring and finalized by August of 2004, UF library staff has agreed to begin using the language of the piece for all stages of technical processing for serials, including arrival, holdings captions and spine titles for binding.
Tab 1 contains the following fields.
In the Smathers Library system, the barcode will be system generated if it item form in question pertains to a loose issue or 31262XXXXX ... if issue(s) have been processed for binding or are already bound.
Physical holding location (Branch) of the title in question. This information is drawn from the Holdings record. An MS Excel spreadsheet with sublibrary, collection abbreviations spelled out can be found here. When in a newly created item form, if this field is blank, click the refresh button.
Within the physical location of the branch in question, which collection holds the title? This information is also drawn from the Holdings record. When in a newly created item form, if this field is blank, click the refresh button.
Temporary Location Tick Box:
**During 2004-early 2006, if the title has a temp location of UFSMA, CPER (AKA, the Library East Long Hallway), please uncheck the temp location field when preparing the losse issues for binding. **
The call number is drawn from the Holdings record, 852 | h and | i. When in a newly created item form, if this field is blank, click the refresh button.
Enum Level 1(A), Enum Level 2(B) and Description:The data in these fields is created in one of the following three ways:
a. The majority of the loose issues that arrive in the Library will have these three fields filled in by the 853X predictive patterns.
b. The remainder of the loose issues that arrive will not have item forms automatically generated for them by predictive patterns and will need to have their item forms created manually.
c. For multiple issues that are being bound together, the data must be updated manually
**Information regarding the exact use of fields (A) and (B) are more fully addressed in the section on Tab 4.**
The language entered in the Description field displays to the public via the All Items screen of the Web OPAC and to staff via the Description column of the Item List screen.
Correctly creating and formatting [enumeration, chronology, captions, space or no space, capitalization or no capitalization, when to use slash (/) or dash (-), etc.] the text used in the Description fields is very important. Please see this document for a thorough explanation of the rules governing the data entered into this field.
There are three choices in the material type drop down. They are: Book, Issue, and ISSBD, which stands for Issue, Bound. These codes affect how the item form(s) are sorted when displaying to the public. For serials, Issue indicates a loose issue and ISSBD indicates a bound volume.
Depending on which sublibrary and collection were selected earlier on Tab 1, the choices in Item Status will change. Item Status governs the circulation policy that affect that particular piece.
Item Process Status (IPS):
IPS is a status that temporarily overrides the Item Status. It generally allows tracking of the piece. A more thorough explanation of IPS and a list of the IPS codes can be found here
This filed links the piece back to the particular holdings it 'belongs to'. In the vast majority of cases, this should be set already.
85X Type/Linking Number:
The first, smaller box should have a '3' in it if the piece is loose. This causes the piece to display to the public in the Holdings area IN ADDITION to the in the All Items area of the OPAC.
The second, longer box should have the number of the Holdings record the item record is linked to. If not, click the black drop down arrow and select the correct Holdings number.
Web OPAC Note:
Any data placed here displays to the patron in the right hand most column of the All Items screen of the OPAC. Generally, it should contain information re: missing issues for bound volumes.
Any data placed here will display to circulation staff when the piece is loaned and/or returned. It should contain information such as XXX
Any data placed here will only display when Tab 2 is open. A red check mark will display in the Item List for those items that have an internal note, if the items list header is configured to display the NOTES column.
The text in this field is copied from the field of the same name on Tab 1. If changes need to be made, they can be made in the field on either Tab and the field in both Tabs will be changed.
When using the duplicate method of creating item forms for binding (Full procedure here), this field will need to be filled in with the date the binding processing takes place.
NOTE: Only numerals (Arabic only, such as 1, 2, 3 etc.) go in Tab 4. There should never be ANY text in any of the fields in Tab 4.
Enum Level. 1(A)(Vol.)
This field is where information, taken directly from the piece, is entered about the highest level enumeration of the piece. Many times, but not always, this is the volume of the piece. Rarely, the piece does not contain enumeration and the chronology (dates, such as year, month, day or season) associated with the piece must be used to identify it instead of enumeration. Data from (A) in Tab 4 matches the data in (A) from Tab 1. Change it in one tab and the other is automatically updated as well.
If the loose issue being arrived or volume to be bound contains enumeration AND chronology data, please examine this table for details about filling out (A) and (B).
If the loose issue being arrived or volume to be bound contains chronology data ONLY, please examine this table for details about filling out (A) and (B).
Enum Level. 2(B)
This field is where information, taken directly from the piece, is entered about the second highest level enumeration of the piece. Many times, but not always, this is the number of the piece. Data from (B) in Tab 4 matches the data in (B) from Tab 1. Change it in one tab and the other is automatically updated as well.
Enum Level. 3(C)
This field is where information, taken directly from the piece, is entered about the third highest level enumeration of the piece. If this is present, it may relate to part or section.
Chron Level 1.(I)(Year)
This field is where information, taken directly from the piece, is entered about the highest level chronology of the piece. Many times, but not always, this is the year the piece was published. Rarely, the piece will not contain enumeration and the chronology (dates, such as year, month, day or season) associated with the piece will be used to identify it instead of enumeration. In this case, the year data should be entered in field (A) AND field (I) to ease sorting issues.
Chron Level 2.(J)
This field is where information, taken directly from the piece, is entered about the second highest level chronology of the piece. Many times, but not always, this is the month or season the piece was published. Do not use the words January, February, March, etc., rather use the associated number codes. This will allow Aleph to automatically generate the months of the newly arriving pieces in the language of the piece, especially if it is not English.
Chron Level 3.(K)
This field is where information, taken directly from the piece, is entered about the third highest level chronology of the piece. Many times, but not always, this is the date of the month the piece was published.
Numbered with the main issue:
Supplements usually cannot be predicted, so the main challenge in creating item records is consistency and providing for the correct sorting. Usually, supplements should sort right UNDER the volume is 'goes with'. We would use the notation for supplement in the Description field after the other numbering. Use the language that appears on the piece, and abbreviate according to the guide for captions.
a. v.1(2003):suppl. (This indicates that only the supplements are bound in this piece; if the volume and the supplements are bound together see 'Materials Bound' with below.)
b. Bd.3:Abt.1-4 (The four supplements of Bd. 3 are bound in this volume.)
Bearing their own numbering:
In this case, suppl. is functioning as a caption, and should be treated in that way.a. suppl.1-4(1990)
The notation for an index should appear only in the Desc. There is no correct place for it in the tabs of the item form. Use the language that appears on the piece, and abbreviate according to the guide for captions.
v.32 (1976) indexNOTE: It is not necessary to add information about a single-volume cumulative index when it is bound with the volume.
Sometimes additional material is bound with the main unit, especially supplements and cumulative indexes. In the Desc, the plus sign is used to separate a basic bibliographic unit from a subsequent one or from a secondary bibliographic unit. The + sign is used with a space before and after it. (Be aware that if you need to generate a locally-printed label for such an item, the + will print on its own line, and you may reach the limit of eight lines very quickly!)
a. v.94(1994) + v.90-94(1990-1994) index
b. no.1-7(1898) + suppl.2(1990)
Standards, guidelines and other documentation consulted during the preparations of this item records document include: