Item Records: Fixed Length Fields

Author: smoody
Posted in: BTech

Note: some fields in the table below cannot be edited; their values are system-supplied via circulation functions. These un-editable fields are described briefly at the end of this section.

Note: DO NOT COPY NRLF item records to create new item records.

Copy No. Inventory Date Loanrule
Item Code 1 Checkin Location Status
Item Code 2 No. of Renewals Internal Use
Item Type No. of Overdues Copy Use
Price Overdue Date Item Message
Checkout Date Item Use 3 OPAC Message
Checkout Location Recall Date Year-to-Date Circ
Due Date Total Checkouts Last Year Circ
Patron No. Total Renewals Holdings Item Tag
Last Patron Last Checkout Date Inherit Location
Last Checkin Location

Copy No.

The copy number of the item. This is a standard Millennium field.
Possible values: any whole number ≥ 0 and ≤ 9999
The default value is 1. Any additional copies for a single owning unit should be entered as Copy No. 2, 3, 4, etc. Each owning unit should begin numbering with copy 1. Copy number is incremented within the branch-level location, not separately for each sub-location within a unit. Copy numbers are only incremented if the call numbers are the same. Note that the designation “c.1” does not appear in the OPAC or on printed call number (spine) labels; only copy numbers for additional copies appear, as c.2, c.3, c.4, etc.

Item Code 1

Used for NRLF materials. Only NRLF staff may edit this field in NRLF item records, or enter any value other than 0 in any item record.


Item Code 2

Suppresses the record from OPAC display. This field is locally defined (i.e. not set by III) and possible values are set locally. Only items with icode2 = “-” are counted for annual statistics. Possible values:

n

SUPPRESS

Use codes as follows:
– — (i.e., unmarked) : for any record that represents an actual, physical item in the collection (the normal case)
n SUPPRESS : for withdrawn items, and for records that are created for a purpose other than to represent an actual, physical item in the collection (e.g. Web Resource, use study, etc.); see “When and how to use item records” for more information


Item Type

The material type of the item. This is a standard Millennium field; possible values in OskiCat are set locally.
Possible values: see the Item Types table. The usual code for print monographs is 1 (this is also the default value for new records); the usual code for print serials is 10. Be sure to use the correct code, since the value of this field is used in determining how the item circulates (i.e. the Loan rule); it is also needed for accurate statistics.


Price

The replacement cost of the item. This is a standard Millennium field.
Possible values: any dollar amount ≥ $0 and ≤ $9999999.99
The default value is $150.00. This is also the accepted minimum value, so do not enter a lower value (except for “dummy” item records; see “When and how to use item records“). However, you may enter a higher value if necessary to more accurately reflect the true cost of replacing the item. (The actual cost of replacing an item will likely be more than the basic retail price, so when making such adjustments, give consideration to additional expected costs, including labor and inflation.)


Location

The shelving location of the item. This is a standard Millennium field; possible values in OskiCat are set locally.
Possible values: see the Location Table. Be sure to use the correct location or sublocation code. For withdrawn titles, use the appropriate “withdrawn” location code; see the Withdrawal procedures. Never use code none because Millennium interprets this as an NRLF location code, so a record saved with this code cannot be edited except by NRLF or Systems Office staff.


Status

The status of the item, which displays in the OPAC. This is a standard Millennium field; some values in OskiCat are set locally.
Many status codes should never be changed manually by editing the record (even though the Millennium client will allow editing).
Please review the following chart carefully to see when each status can be added or removed:

***

Status Add manually? Remove manually?
– AVAILABLE

(should be on shelf)

NO–check in the item instead (exception: suppressed “dummy” items) YES, only to change to one of these codes: a b e g i m o p r w
– DUE [date]

(checked out)

NO–check out the item instead NO–check in the item instead
! ON HOLDSHELF

(waiting to be picked up by the person who requested it)

NO–place a hold on the item instead NO–check out the item, clear the hold shelf, or cancel the hold instead
$ BILLED & PAID

(was checked out, overdue, billed, and paid for)

NO–accept payment (circ function) instead NO–if the item reappears, check in the item instead; otherwise, it is ok to withdraw as it is no longer checked out to the patron after payment. See procedure.
1 ON SEARCH
(searched once)
YES; see Search procedures if found: NO–check in the item instead
if not found: YES; see Search procedures
2 ON SEARCH
(searched twice)
YES; see Search procedures if found: NO–check in the item instead
if not found: YES; see Search procedures
3 ON SEARCH
(searched 3 times)
YES; see Search procedures if found: NO–check in the item instead
if not found: YES; see Search procedures
a NEW-BOOK SHELF

(on display at a unit’s new book shelf/area)

YES; follow unit procedures NO–check in the item instead
b AT BINDERY

(sent to the bindery – status set by owning unit when item is sent)

YES; also add a Tracking Note NO–check in the item instead
c MISSING
(referred for ordering – selector has decided to replace)
YES; see Refer for Replacement team report YES; see Refer for Replacement team report
(but if the item reappears, check it in)
e ON EXHIBIT

(on exhibit somewhere- the tracking note should say where)

YES; also add a Tracking Note NO–check in the item instead
f MISSING

(ref’d for replacement – has completed search cycle without being found)

YES; see Search procedures YES; see Refer for Replacement team report
(but if the item reappears, check it in)
g OUT4SCANNING YES; also add a Tracking Note NO–check in the item instead
i IN REPAIR
(sent to conservation- status set by owning unit when item is sent)
YES; also add a Tracking Note NO–check in the item instead
k IN REPAIR

(sent to conservation- status changed from i to k by preservation staff when it is determined that this item needs longer term conservation)

YES; also add a Tracking Note NO–check in the item instead
m ON SEARCH
(reported missing – first stage in the search cycle)
if requested by patron: NO–place hold and change status (circ function) instead
if not requested by patron: YES
if found: NO–check in the item instead
if not found: YES; see Search procedures
n BILLED-NOTPAID

(was checked out, overdue, and billed – has not been paid)

NO–automatically set by circ processes NO–if the item reappears, check in the item instead. See procedure.
o LIB USE ONLY

(can not be removed from the building)

YES, but use only for items that otherwise would be allowed to circulate according to their Loan rule; see limited circulation item guide YES, to remove the use restriction (note: this status can be removed only by explicitly editing the value)
p IN PROCESS

(general catch-all to mean the item is being worked on if no other status applies)

YES; also add a Tracking Note (except for newly added items) NO–check in the item instead (exceptions: withdrawals, newly added items sent directly from the cataloging or check-in unit to the Bindery)
t IN TRANSIT

(on its way from one location to another)

NO–use a relevant status code (e.g. IN REPAIR) or check in the item at a location other than its owning location instead NO–check in the item (at its owning location, using a circ login) instead
w WITHDRAWN

(no longer part of the collection – either lost or weeded)

YES; see Withdrawal procedures NO–if the item is being reinstated, use reinstatement procedure.
x Ask Reference

(these items previously had status restricted, which has been removed)

YES; see limited circulation item guide YES, to remove the use restriction
z CLAIMS RETURND

(checked out, and patron claims they returned it)

NO–use Claim Returned circ function instead (see Claims Returned procedures) NO–see Claims Returned procedures

Item Message

Generates a pop-up message at checkin and checkout of the item in order to alert circulation staff to restrictions on use (or other special handling). This is a standard Millennium field; possible values in OskiCat are set locally.
Possible values:

NO MESSAGE

b

BLDG USE ONLY

f

ON THE FLY

r

RESTRICTED USE

s

SHAREDPRNT BUO

u

USE @ LIB ONLY

w

USE WITHIN LIB

Use codes as follows:
– NO MESSAGE : the default value; does not generate a pop-up window
f ON THE FLY : for any item a patron wants to check out that does not already have an item record; and for items being sent for cataloging to the central Catalog Dept. — see on-the-fly procedures for circulation and processing.
r RESTRICTED USE : see limited circulation item guide
u USE @ LIB ONLY and w USE WITHIN LIB : see limited circulation item guide
b BLDG USE ONLY and s SHAREDPRNT BUO : for NRLF materials only


OPAC Message

Displays a note in the OPAC for the item in order to alert patrons to restrictions on use. This is a standard Millennium field; possible values in OskiCat are set locally.
Possible values:

(i.e., no message)

1

1 DAY LOAN

2

2 HOUR LOAN

b

USE @ LIB ONLY

l

LIB USE ONLY

r

RESTRICTED USE

w

1 WEEK LOAN

Use codes as follows:
(no message) : the default value; does not display a note
1 1 DAY LOAN, 2 2 HOUR LOAN, l LIB USE ONLY, and w 1 WEEK LOAN : required for any item that circulates for one week or less according to its loan rule. OPACMSG fixed field is to be used instead of a STATUS of Library Use Only. The status of Library Use Only is for exceptions to the loan rule – when individual specific items are not allowed to circulate. When the “normal” circumstance is one of these restrictive categories, please use the OPACMSG:

r RESTRICTED USE : see limited circulation item guide
b USE @ LIB ONLY : for NRLF materials only

Holdings Item Tag

The MARC tag number that displays with the item when viewed within the holdings record to which it is linked (if any). This is a standard Millennium field.
Possible values:

6

876 BASIC BIB. UNIT

7

877 SUPPLEMENTARY MATL

8

878 INDEXES

Use codes as follows:
6 876 BASIC BIB. UNIT (MARC tag 876) : for all non-serial items (including MVMs), as well as any serial item that is not a supplement or an index (the most common case; this is also the default value for new records)
7 877 SUPPLEMENTARY MATL (MARC tag 877) : for any serial item that is a supplement, i.e., that would be noted in a holdings record field tagged 867 (for textual holdings) or 854 (for encoded holdings)
8 878 INDEXES (MARC tag 878) : for any serial item that is an index, i.e., that would be noted in a holdings record field tagged 868 (for textual holdings) or 855 (for encoded holdings)

Inherit Location

Indicates whether or not the item record should refer to the location of the parent record, if no location is specified for the item record. This is a standard Millennium field.
Possible values:

n

NO

y

YES

Always use code n NO, since the item record must always specify a location.

Circulation-related fixed fields with system-supplied values

Remember that the fields in this section cannot be edited directly; their values can be changed only by taking actions within the Millennium circulation module.

Checkout Date: The date and time that the item was checked out (if it is currently checked out).

Checkout Location: The circulation unit from which the item was checked out, represented as a 3-digit code. The value is 0 if the item has never been checked out on OskiCat. Location code translation table is here.

Due Date: The date the item is due (if it is currently checked out).

Patron No.: The patron record number of the patron to whom the item is checked out (if it is currently checked out). The value is 0 if the item is not currently checked out.

Last Patron: The patron record number of the last patron to check out the item. In OskiCat, this value is always 0 since UCB has opted not to retain this information.

Last Checkin: The date and time that the item was last checked in. The value is blank if the item has never been checked in on OskiCat.

Inventory Date: The date the item was inventoried and found on the shelf. This value is always blank since UCB has not run an inventory on OskiCat.

Checkin Location: The circulation unit at which the item was checked in, represented as a 3-digit code. The value is 0 if the item has never been checked in on OskiCat.

No. of Renewals: The number of times the item has been renewed by the patron who currently has the item checked out. The value is 0 if there have been no renewals or if the item is not currently checked out.

No. of Overdues: The level of the last overdue notice (i.e., the number of overdue notices) sent to the patron who has an overdue item checked out. The value is 0 if no notices have been sent or if the item is not currently checked out.

Overdue Date: The date the last overdue notice was sent to the patron who has an overdue item checked out.

Item Use 3: The number of times the item has been counted–i.e. had its barcode scanned–for Item Use 3 (not yet defined in OskiCat) within the “Count Use” function.

Recall Date: The date the item was recalled (if it is currently checked out).

Total Checkouts: The total number of times the item has been checked out, on OskiCat and Gladis.

Total Renewals: The total number of times the item has been renewed on OskiCat.

Last Checkout Date: The date and time that the item was last checked out (do not confuse with Checkout Date, which is the date and time of the current checkout). The value is blank if the item has never been checked out on OskiCat and was not checked out on Gladis at the time of migration. NOTE: Last checkout date on Gladis is recorded in the 945 variable length field, in the subfield |9. If no |9 exists, that means it wasn’t checked out on Gladis since 1993. If the |9 exists, it shows the last date the item was checked out on Gladis.

Loanrule: The loan rule number under which the item is currently checked out. The meaning of this number is viewable from the Millennium circulation module (in the Admin drop-down menu, under Parameters, then Circulation, choose Loan Rules). The loan rule that will be applied for the item is determined at the time of check-out through a combination of the item’s location code, the item type, and the patron type (the combinations are also viewable as above; choose Loan Rule Determiner instead of Loan Rules). The value is 0 if the item is not currently checked out.

Internal Use: The number of times the item has been counted–i.e. had its barcode scanned–for Internal Use (used within the library but not checked out) within the “Count Use” function.

Copy Use: The number of times the item has been counted–i.e. had its barcode scanned–for Copy Use (used to make photocopies) within the “Count Use” function.

Year-to-Date Circ: The number of times the item has been checked out during the current statistical period.

Last Year Circ: The number of times the item was checked out during the last statistical period.

UPDATE DATE: Note that the update date shows the last edit to an item record. However, every item record gets updated every year on July 1st when a job is run to roll over year to date circ statistics into last year to date. This means that a record that hasn’t been touched by staff in years will still have a July 1 update date.

Item records: When and how to use them

Variable length fields are discussed here.

MARC fields needed in OCLC to create item records are discussed here.

Legacy Data

Author: Charis Takaro
Approval Group: CSG, BTech, Cataloging and Metadata Council
Update Group: BTECH
Last updated date: 12/11/13

Archived Comments

Status
Thu, 02/14/2013 – 10:05 — Charis Takaro
Adding new status “x”, removing status “r”, also adding status “k” for items in longer term conservation

Table
Tue, 10/16/2012 – 10:23 — Armanda Barone
The paragraph indicated “grayed-out fields” but the table is not grayed-out.

Removed grayed-out
Tue, 10/16/2012 – 10:45 — Matthew Prutsman
Removed text “grayed-out” and replaced with “some” in the introductory note.

My suggestion would be to
Fri, 09/28/2012 – 13:22 — Jennifer Dorner
My suggestion would be to edit the second table in this document with valign=top tags so that it scans better. If that is possible in AskTico.

Limited circ item guide
Fri, 06/08/2012 – 15:46 — Charis Takaro
added links to limited circ item guide – still in draft so not visible yet, but will be in July

Stat group/update date
Fri, 05/04/2012 – 14:44 — Charis Takaro
Added a link to stat group definitions under checkout location and a note about last update date due to stats rollover

Copy no.
Tue, 11/22/2011 – 13:20 — Charis Takaro
Added details per Btech on when to increment copy number.

Status instructions
Fri, 10/07/2011 – 14:42 — Charis Takaro
Clarified instructions on some statuses, added links to newer procedures in this section

icode 2 = x
Fri, 09/02/2011 – 09:36 — Charis Takaro
Removed references to icode 2 value x (last withdrawn) which is being removed from procedures and from the field values. The value “n” is to be used for withdrawn items.

Created: April 27, 2016
Last revised: January 13, 2017
Review date: None set

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