Item Records: Variable Length Fields

Author: smoody
Posted in: BTech

Note: See also item overview information here. Fixed Length fields are discussed here.

Variable fields

Code Field label
a Item Field
b Barcode
c Call No.
i ILL Note
j RLCP Note
k Baker Note
l Label Location
m Message
n NRLF Note
p OPAC Note
r Reserves Note
v Volume
x Internal Note
y URL
z Tracking Note

Item Field (a)

Migrated V/C (item) data from Gladis. This is a “legacy” field; do not edit, delete, add, or otherwise modify this data in any way for any reason. Do not confuse this data with the “live” data that are separated out into their own fields (e.g., call number, volume, barcode, etc.). For example, if you need to edit the volume number, edit only the Volume field and not the Item Field.  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.

Barcode (b)

The barcode of the item, from the barcode label. Enter the barcode using a barcode reader whenever possible; in other cases, always be sure to capitalize the leading letter in the barcode. Note that item records may contain more than one barcode field, most commonly for NRLF items; in any record that contains an NRLF barcode, be sure the NRLF barcode appears first, above any other barcode.

Call No. (c)

The call number of the title; this appears in the OPAC display and is indexed in the appropriate call number index (LC or Other). This is also the call number that appears on labels printed using the “Print Spine Label” or “Queue Spine Labels to Print” functions within the item record. Every item record must contain a call number field (with some exceptions), which must have a MARC tag number (090 or 099); an item record may not contain more than one call number field. The call number must be formulated according to Call Number Formatting in OCLC and Millennium. For materials shelved on campus, if the item record is linked to a holdings record, the call number in both records should agree. However, item records for different locations attached to the same bib record may have different call numbers.

ILL Note (i), RLCP Note (j), and Baker Note (k)

A number assigned by Interlibrary Services (i.e., ILL) staff pertaining to a recent loan to another institution. Only ILL staff may add, edit, or delete ILL Notes, RLCP Notes, or Baker Notes. Any of these notes that have been left in item records after an item’s return will be gathered and deleted later after they are determined no longer to be needed by ILL staff.

Label Location (l)

The shelving unit of the item as it is to appear on the call number label printed from within the item record. The list of acceptable values is available in the Label Location List as the first column in the table (note that these values are the same as the location codes in Gladis). Use for any item that will have a printed call number label (aka spine label). Use also for withdrawn items; see the Withdrawal procedures.

Message (m)

Generates a pop-up message at checkin and checkout of the item for circulation staff. Be aware that only the first Message field will display in the pop-up window (following the Item Message, if there is one). Message fields can be created in one of two ways:

  1. Manually by staff: enter any free-text message, e.g. “Check inside for 1 CD-ROM” or “Give to Tech Processing Supervisor”, up to 10,000 characters. The kind of note that would have been entered in the Gladis V/C subfield *nX is appropriate here. These notes remain in the record unless they are removed explicitly.
  2. Automatically via circulation functions: checking in an item at a unit other than its owning unit will produce a Message containing transit information, e.g. “IN TRANSIT from circmain to ph.” This note is deleted automatically when the item is checked in at its owning unit or checked out to another patron.

Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

NRLF Note (n)

Used for NRLF materials. Only NRLF staff may add, edit, or delete NRLF Notes.

OPAC Note

Used for information about the item that you want to display in the OPAC. Use this field only for notes of interest to OPAC users; notes of interest only to staff should be entered in one of the other note fields (e.g. Internal Note) instead. Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

Reserves Note (r)

The date the item was placed on or removed from reserve and the course number; these notes are generated automatically by the course reserves function within the circulation module. Do not manually add, edit, or delete Reserve Notes, which appear as in the following example:
09-15-09 ON RESERVE FOR PH 734X
12-03-09 OFF RESERVE FOR PH 734X. CIRCED 83 TIMES
These notes should be retained because they can offer valuable information to selectors.

Volume (v)

The volume number, or other distinctive piece numbering, of a serial or MVM item (e.g. v.2:1-6 (Jan-June 1996); no.3; bd.34). For “CUY” libraries, continue to use the Gladis standards for formulating the data in this field: for serials, use the “Enhanced Standard” from the BPM’s Holdings Overview (except copy numbers; see below); for MVMs, use the standard for V/C subfield *a from the CDM (http://sunsite3.berkeley.edu/wikis/TechServices/index.php?n=Main.CatalogingDirectivesManual-C-1-1#v). Affiliated libraries may use either these or their own pre-migration numbering standards.
Also use this field for the material designation of accompanying material that is shelved separately; see Section 5.2.1.3 of the document Accompanying Material Cataloging and Processing for Monographic Materials. The presence of a volume field allows OskiCat Request to offer patrons a choice of volumes when placing a request, the absence of a volume field tells OskiCat Request that these are multiple copies and equivalent. Therefore, it is critical to add a volume field to differentiate the items if the pieces are different so that the patron can request the one they need. If the pieces are not different, and are copies, it is critical NOT to add a volume field.
Note: never use the Volume field for copy numbers; use the Copy No. fixed field instead.

Internal Note (x)

Used for information about the item that is NOT intended for display in the OPAC. Use this field for notes of interest only to staff; notes of interest to OPAC users should be entered in the OPAC Note field instead. An Internal Note may be either temporary or permanent, but would have to be removed manually on a case by case basis. Do not confuse this field with the Tracking Note, which should be used for information pertaining to an item’s temporary relocation to another unit (for example, Conservation or the Bindery). Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

URL (y)

The URL associated with the item. Do not use this field to link to online resources in the collection; use field 856 in the bibliographic record instead.  For problems email eproblem@library.berkeley.edu

Tracking Note (z)

Used to indicate where and when the item has been away from the shelf more than a day; this note does not display in the OPAC. Enter the note according to the following standard:

%date [text of the note] [your Millennium initials (username minus any trailing numerals)]

(The “%date” substitution phrase in OskiCat automatically enters today’s date in the form yyyymmdd; it needs to be followed by two blank spaces)

Examples:
20120723 Delivered to BRANDT Room#580A circbanb
20120903 CONS review shelf, tbdk
In most cases when you add a Tracking Note, you should also change the value of the Status fixed field (which displays in the OPAC) accordingly. You may delete the Tracking Note when the item is checked in upon return to the owning unit; any remaining Tracking Notes in item records with a status of “-” (available or currently checked out) will be deleted by the Systems Office in a periodic batch job.

Legacy Data

Author: Charis Takaro
Approval Group: CSG, BTech, Cataloging and Metadata Council
Update Group: BTECH
Last updated date: 10/16/12

Archived Comments

Example added, etc.
Thu, 09/20/2012 – 09:23 — Randal Brandt
Added example to “Tracking Note”
Converted links to internal path
Cleaned up formatting
Under “Volume” section, the link to the CDM wiki is dead; needs to be updated/removed.

Added to vol field
Fri, 05/13/2011 – 10:48 — Charis Takaro
Migrated mostly as is with formatting changes, split off from fixed fields because together it was too unwieldy. Note: volume field had this text added today: “The presence of a volume field allows OskiCat Request to offer patrons a choice of volumes when placing a request, the absence of a volume field tells OskiCat Request that these are multiple copies and equivalent. Therefore, it is critical to add a volume field to differentiate the items if the pieces are different so that the patron can request the one they need. If the pieces are not different, and are copies, it is critical NOT to add a volume field.”
Also added to the tracking note section this note: “Note: Systems removes tracking notes soon after the 1st of each month if the status is – and the item is not checked out (Loan rule = 0).”

 

Created: April 27, 2016
Last revised: November 18, 2016
Review date: None set

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