Item Records: When and How To Use Them

Author: smoody
Posted in: BTech

Item records in Millennium provide the basis for a wide range of operations in technical and public services, such as checking items in/out, placing holds, billing, labeling, binding, call number searching, tracking of in-process materials, and compiling statistics.

Every unsuppressed bibliographic record must have at least one item or holdings record attached in order for search limits by location to work properly.

Scenarios

When to create a basic item record:

  • for any volume new to the collection that is a monograph (single-volume or MVM) or is a “comes bound” or “treated as comes bound” serial
  • for a unit of unbound issues of a serial being sent to the Bindery, or being sent to Conservation for encasing (clamshell or phase box)
  • for accompanying material that is shelved and circulated separately
  • for an item that a patron wants to check out that does not already have an item record
  • for any other piece or unit in the library’s collection that you want to display in the catalog as a distinct item (note: a barcode is optional for rare or fragile items)
  • Use a basic item record to represent any actual, physical, (usually) barcoded piece in the library’s collections.

When to create a dummy item record:

Occasionally a dummy item record is created for any title that does not have a basic item record or holdings record attached for the appropriate location. (Dummy item records also may be used for special projects.)

  • for any serial for which unbound issues are shelved in a different unit than bound volumes
  • for microfiche (and other microforms that are not barcoded)
  • for special projects such as “Use Study”
  • for cataloging units only, any full-text online resource (“Web Resource”)

Do NOT create any item record:

  • for unbound issues of a serial when there is already at least one holdings record or bound volume (item record) for the same location
  • for accompanying material that is not shelved and circulated separately
  • for analytic titles–there already should be an item record for the volume attached to the parent set title record

Procedures

Consult unit-specific or task-specific procedures for your scenario. Follow the steps below only in the absence of any specific procedure:

Basic item record:
A basic item record can be created in the Millennium client in one of three ways. After choosing the correct bibliographic record and viewing the Summary, use one of the following procedures:

A.  Copy Record: [NOTE: Do NOT copy an NRLF item to create a campus item. Many NRLF-specific fields will come over. Either copy a campus item or attach a new item instead.]

  1. From the record’s Summary view, open an existing item record
  2. From the Edit menu, choose Copy Record
  3. If prompted to select a template*, select the one used by your unit (check with your supervisor if not sure)
  4. Change field values as appropriate for the item (e.g. Location, Copy No., Volume)
  5. Add any necessary fields (e.g. Barcode) (see below for links to fixed and variable length field descriptions for more information)
  6. Click the “Save” button
  7. Return to the Summary view, if there is a holdings record, go to the holdings tab and from the Edit menu choose Link Existing Items.
  8. View Public Display. Make any other corrections or edits as necessary.

B.  Attach New Item from Holdings record (when there is not an appropriate item to copy):

  1. Copy the call no. to paste into the new item
  2. Click on the “Items” icon at the top of the screen
  3. If prompted to select a template*, select the one used by your unit (check with your supervisor if not sure)
  4. Fill in all information requested at the prompts
  5. For details on item fields see: Item Fixed Length field descriptions & Item Variable Length Field descriptions
  6. Click the “Save” button
  7. View Public Display. Make any other corrections or edits as necessary.

C.  Attach New Item:

  1. From the record’s Summary view, in the View menu choose i ITEM
  2. Click on the “Attach New Item” button
  3. If the item is for an MVM or serial title, select the correct holdings record to which the item record should be linked
  4. If prompted to select a template*, select the one used by your unit (check with your supervisor if not sure)
  5. Fill in all information requested at the prompts
  6. For details on item fields see: Item Fixed Length field descriptions & Item Variable Length Field descriptions
  7. Click the “Save” button
  8. View Public Display. Make any other corrections or edits as necessary.

Dummy item record:
Follow the same procedure for basic item records as above, with the following exceptions:

  • If you are creating an item record for a full-text web resource, select the template* called “WebItem: >WebItem for full text”; be sure to change the MARC tag for the Call No. field to 090 if you are entering an LC-type call number (including classification-only “stubs”).
  • Most dummy item records should be suppressed from OPAC display; to do this, change the value of the fixed field Item Code 2 to n SUPPRESS.
  • Every dummy item record should have have a Status of – AVAILABLE and a Price of $0.00; edit the values of these fixed fields if necessary.
  • If, after you finish following the input prompts, there are any variable fields that are empty (e.g. Barcode), delete them.

* For more information on record templates, see Page # 105193 of the Millennium manual (use help/manual to access from Millennium), or see Templates in AskTico

For details on item fields see:

Item Fixed Length field descriptions

Item Variable Length Field descriptions

Limited Circulation Item Guide

 

Legacy Data

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

Archived Comments

Link issue
Tue, 10/16/2012 – 10:31 — Armanda Barone
Cannot access the following link: Limited Circulation Item Guide

Link will work soon
Tue, 10/16/2012 – 10:50 — Matthew Prutsman
This document is currently in review by ILSSC. As soon as it has been approved by them the link will work for all users.

NRLF – do not copy
Fri, 05/04/2012 – 14:40 — Charis Takaro
adding a reminder not to copy an NRLF item as lots of NRLF-specific fields come over

Template prompt
Mon, 06/27/2011 – 09:07 — Tim Converse
Changed template use instructions to be more general, as different units use different templates based on individual needs.

Dummy item
Fri, 05/20/2011 – 15:57 — Charis Takaro
Adding note on role of dummy item in allowing limit by location/Available online in the opac.

Created: April 28, 2016
Last revised: November 21, 2016
Review date: None set

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