On the fly record creation (for checkout)

Author: smoody
Posted in: Circulation Services Group

This procedure covers what to do if a book with a spine label is found on the shelf (typically by a patron), but does not match a bibliographic record in Millennium, and an OTF record must be created for checkout in the Circulation Module.

If you are looking for the procedure to send an un-cataloged book to Catalog Department for Cataloging see On the fly record creation (to send to Cataloging).




These instructions are for items with spine labels which are found in the stacks and lack a record in Millennium.

A video tutorial containing the majority of this information can be found at http://ucblibrary3.berkeley.edu:7080/tutorial_sourcefiles/millcirc_checking_out.html.  OTF creation is the 4th part of this video.  Please refer to this video for adding copies on the fly for material which already has a bibliographic record in Millennium.  These instructions are only for creating OTF records for material not yet in Millennium.


1) From the Circulation Desk mode, scan in the barcode.

A) If no barcode exists, attach a barcode to the inside back cover of the item.

2) When the scanned barcode is not in the system, a new window will appear, titled “Item-on-fly.”

A) Make sure that CAPS LOCK is not on.  If it is, close the “item-on-the-fly” popup and try again.

3) In this new window, search for the call number found on the spine.  If you find the call number in Millennium, check the Author, Title, Edition, Publisher information and Last numbered page matches the book, and follow instructions from the video tutorial, part 4, mentioned above for Adding Copies On the Fly.

4) If no record is found that exactly matches Author, Title, Edition, Publisher information, and last numbered page and call number:

Create a new bibliographic record.  Click the New icon in the toolbar on the top of the screen.

You will be prompted to add the following information:

  1. 2 letter location code
  2. Author (Last name, First name)
    1. William Faulkner would be entered as “Faulkner, William”
  3. Title (Omit initial articles such as “the” and “a”)
    1. The Sound and the Fury would be entered as “Sound and the Fury”

5) Millennium will check for a duplicate record, and give you the option of selecting an existing listing.  Often the “duplicate” it finds isn’t even close.

If the item you are about to check out does not appear on the list of duplicates, click CLOSE.  If the item you are about to check out does appear on the list of duplicates, select the record, and proceed to STEP 10.

6) Select either a Monograph or Serial OTF template.

7)  Now, create the Item record.

A) Select the correct template.  For most units, this will be CIRCOTFm: On the Fly – monograph template. For more information, see the template instructions.

8) A new screen will open, entitled “Item On Fly – New Item.”

A) Follow the prompt and enter the two-letter location code, and click Next.

i) example: Main     ->       ma

9) At the Copy Number prompt the default is 1, click Next.

A) Since you created a new bib, the copy number should be 1.

10) As prompted, enter the call number as it appears from the spine, and click Next.

Here are some examples of call numbers with one or more cutters:

PR1234 H89 2009                   P1995.3 J45 2001

F1234.5 R45 L987 2007         G891 K34 V98 1999

BL8456 B54 O89 M54 2000

G584 L65 2000 v.1 (-in the Volume field, key v.1)

11) As prompted, enter the four letter label location in all capital letters.

A) example:      Main         ->      MAIN

12) Click the Save icon.  You have now successfully created both a new bibliographic record and a new item record on the fly!

13) When checking in an OTF Item record after the patron has returned the book there is a pop up message indicating the item was checked out ON THE FLY.  To send this book created with an OTF bib and item record to the Catalog Dept.:

A1) Change the Status to ‘p’ IN PROCESS from ‘-’ AVAILABLE

A2) Insert a Tracking note in the Item record to help trace the material.  Don’t worry about the Tracking note when material has been returned to the Library from the Catalog Dept.  Library Systems will automatically delete Tracking notes for Item records with Status available that are not checked out.

Ex. 1: Tracking note example:  To add date, %date  Sent to CATA tslnm

Ex. 2: Tracking note example:  To add date, %date  Vol. 1 sent to CATA tslnm

Legacy Data
Author: Matthew Prutsman
Approval Group: CSG, BTech
Update Group: Circulation Services Group
Last updated date: 03/18/12

Archived Comments

Significantly edited on
Fri, 06/10/2011 – 16:20 — Tim Converse
Significantly edited on 6/10/11 to reflect steps taken in the Circulation module, as opposed to the Cataloging module.

Templates link
Wed, 05/18/2011 – 13:22 — Charis Takaro
Adding link to template documentation.

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

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