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Part I: Creating and Editing Item Records
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Part I: Creating and Editing Item Records

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  • 1. Part One - Overview What is an Item Record? (page 4) What is a Bibliographic Record? (page 13) Searching for a Bibliographic Record (page 21) Creating an Item record (page 29) Review the Three Step Process (page 56) Quiz (page 68) This presentation was written using Polaris 4.0 screen shots. Icons are larger and changed slightly in Polaris 4.1. Where significant changes were made in the Polaris 4.1 upgrade, the 4.0 screen shots were replaced. 2
  • 2. 3
  • 3. What is an item record? An item record contains specific information about one of the books, (or magazines, audio books etc.) in your library. Two or more libraries may have the same book, (or magazine, audio book etc.), but the item record for each will be unique. Between libraries, call number protocols differ, lending periods differ, shelving locations differ as well as fine codes, renewal limits, circulation status and other library specific facts about the books, (or audio books etc.). Each item record has two unique indicators – the barcode, (assigned by the library) and the item record control number (created by Polaris). 4
  • 4. This is an item record 5
  • 5. Item record – cataloguing viewThe icons on the banneron the left providedifferent “views” of theitem record. This top ordefault view is thecataloguing view.1. Cataloguing view2. Circulation view3. Source and acquisitions view4. Notes and notices view5. History view Clicking on the icons changes the bottom half of the work form, as seen in the next slides. 6
  • 6. Item record – circulation viewCirculation view 7
  • 7. Item record – source & acquisitions viewSource andacquisitions view 8
  • 8. Item record – notes and notices viewNotes and noticesview 9
  • 9. Item record – History view Notice three places wherePolaris identifies the “owner” of this item!History view As your item circulates this area will fill up with circulation history! 10
  • 10. The item control number is what Polaris uses to distinguish between your item and an item belonging to another library. The barcode is what the library uses to tell the items apart!Now the new, saved itemrecord is added to the list ofall the like items, held atdifferent libraries. These items records are all “linked” to the same Bibliographic (Bib) record (#488845). 11
  • 11. Our item record example derives its title and author’s name from the Bibliographic (Bib) record to which it is linked. 12
  • 12. 13
  • 13. What is a Bibliographic (Bib) record? A Bib record contains specific information about a book, (or magazine, audio book etc.) that is owned or “on order” by one or more libraries. Most Bib records in the Polaris database represent one specific edition of an item (usually identified by a unique ISBN as found on the item). Some Bib records represent many issues or editions of an item (like a monthly or yearly publication). These will be the focus of part two of “Creating and Editing Item Records”. All item records are linked to a Bib record by the “Bib control number”. The first step in adding a new item is to find a matching Bib record in the Polaris database. The next slide shows a Bib record in the default (MARC) view. 14
  • 14. Bib record (#488845) MARC (MAchine Readable Cataloguing)viewThe Polaris “machine”can read this data byusing the numeric tagsthat are in the firstcolumn. Familiarizeyourself with these“tags”:• 001 – Bib control #• 020 – ISBN• 100 – Author• 245 – Title• 260 – Publisher• 300 – Physical data• 520 – Summary• 600 – Subject• 700 - Illustrator A complete Bib record should have most of these tags. 15
  • 15. Bib record # 488845 – MARC viewNote the icons on theside banner.Clicking on thesecond icon opensthe record in the PAC(Public AccessCatalogue) view.The PAC view isshown on the nextslide… 16
  • 16. Bib record # 488845 – PAC viewIn this view a photo of the item cover is often seen, as well as an icon which is derivedfrom the cataloguers codes in the MARC record, informing Polaris that the item inthis case is a book.Clicking the “Full Display” button shows more information (text instead of numerictags makes for easy reading). 17
  • 17. Bib record #488845 – PAC Full Display view Examples that follow will use either the MARC view or the Full display view of Bib records, so you become familiar with both. Notice that this view displays the library names where the item is available. 18
  • 18. Incomplete Bib recordLook what is missing in thisexample:• No Author (100 tag)• No ISBN (020 tag, subfield a)• No publisher (260 tag)• No physical description (300)• No subject description (600’s) Do NOT add your item record to an incomplete Bib Record! If this is the ONLY Bib record you can find for “Simply Salads” please send the item to headquarters for cataloguing. 19
  • 19. Incomplete Bib record – “On Order” recordLook what is missing in thisexample:• No Author (100 tag)• No publisher (260 tag)• No physical description (300)• No subject description (600’s) Do NOT add your item record to an “on order” Bib Record! If this is the ONLY Bib record you can find for “Simply Salads” please send the item to headquarters for cataloguing. 20
  • 20. 21
  • 21. How to search for a complete Bib record  Examine the item to be added carefully so your search for the correct Bib record is successful.  Check the front and back covers and the title page.  Also check the reverse of the title page (Tp. verso). Search by ISBN!! 22
  • 22. What is an ISBN? A barcode? A UPC code? A barcode is 14 digits long, and has your library code in the 2,3,4 and 5th positions to identify items which belong to your library. (PLS = 0100) UPCs (Universal Product Codes) are 12 digit numbers found on most items you purchase and are used at store tills to scan an item’s price.An ISBN (International Standard Book Number) is a 13 digit number which uniquely identifies eachbook published. Look for “978” at the beginning of the string. Some older books may have a similar10 digit number, or both. (ie. 9780375834479, and 037583447x). DVD’s may have a 10 digit ISBN(not scannable) found above the UPC code. Magazines and serials have a similar “ISSN code”(International Standard Serial Number) found inside the publication. 23
  • 23. Start by launching a Bib record find tool Open a Bib Record Find Tool, by clicking on its icon: Or by choosing “Bibliographic Records” on the Cataloguing dropdown menu: 24
  • 24. Use the drop downmenu in the “searchby” field to searchby ISBN.Enter the ISBN inthe “for” field,preferably byscanning.If you must enterthe ISBN manually,do not use spaces orany other character,unless it is a letter xat the end of thenumeric string.Be sure you arescanning an ISBN… 25
  • 25. Usually there willbe one result inthe find toolwindow. Doubleclick to open theBib record.If there are noresults, send theitem in toheadquarters forcataloguing.If there are morethan one result,read each Bibrecord carefully tochoose the bestone. 26
  • 26. When there are more than one Bib record with the same ISBN… Open each record and compare the item in hand to the detailed information in the Bib. Avoid adding to (older) Bib records which contain multiple ISBNs (and therefore multiple formats … hardcover, softcover, etc.) Do not add items to incomplete or “on-order” records. If you cannot find a good matching Bib, send the item to headquarters for cataloguing. 27
  • 27. Items with no ISBNOccasionally self publishedvolumes or older books do nothave ISBNs.Change the Bib record searchtool parameter to “Title” or“Author”. In this example,choosing the appropriatepublication date (1985 or1986) should be the correctchoice. Regardless, open theBib record and compare it tothe item in hand.Note that the search engine foundthe full title, although only the firstthree words were entered. Spellingmust be very accurate for titlesearches to work. 28
  • 28. 29
  • 29. Introducing the three step process. Every time you add an item record: Examine the item in hand. Find the correct Bib record by searching for the ISBN in Polaris. Keep referring back to the item to ensure accuracy. Create a correct item record, and save it. Cover Back Cover Title page Tp. verso 30
  • 30. Compare your item to the Bib recordRemember to click onthe PAC view and seethe “Full Display” view,if that is easier for youto read. Check for:• 245 - Title• 100 - Author• 700 - Illustrator• 260 - Publisher• 300 - Physical description• 600s - Subjects 31
  • 31. Find the perfect match? = ISBN Once you are convinced that you Title have the correct Bib Record, you are Author ready to “create” a new item record, Illustrator which will be automatically “linked” Publisher to this Bib record. Year of publication, place Your item will then be listed along Format or description (book, or DVD?) with all the other books that are also Dimensions, number of pages linked to the same Bib record. 32
  • 32. Create your item record From the Bib record, click on the “Create Item Record” icon, OR choose “Create Item Records” from the “Tools” drop down menu. 33
  • 33. Completing the Item Record Work FormWhen the first new itemrecord work form isopened, click on “none”in the template columnand select the templateto use. Then click onOK. 34
  • 34. Item record – new record view In this screen select the template you want to use. This will automatically populate the distribution fields. Click on OK to move to the circulation view before saving. 35
  • 35. Item record with data fields populated. 36
  • 36. Completing the Item Record Work FormBegin by scanning in thenew barcode.Although this numbercan be entered manually,it is best to scan thebarcode to ensureaccuracy.Polaris recognizes anacceptable barcodeformat and when you aresaving the record, willwarn you if you haveused too short or toolong a number in thisfield. (ie: the ISBN) Affix the barcode on the item well away from the ISBN and the UPC codes. 37
  • 37. Completing the Item Record Work FormScan your librarybarcode to ensureaccuracy. Do notscan the ISBN, as isshown here. Affix your barcode away from the ISBN code. 38
  • 38. Completing the Item Record Work FormEnter the price of theitem in the field shownusing the following“monetary” format:x.xx (Polaris will addthe dollar sign).Enter 25.00 if no priceis on your item.The price is importantif the book is lost anda patron has to becharged for the item,and for reports valuingyour collection. 39
  • 39. Completing the Item Record Work FormFrom the dropdown list choosethe appropriatecollection code forthis item.Contact yourconsultant if thereis a collection codeyou would like tohave, which is noton the drop downlist. 40
  • 40. Completing the Item Record Work FormFrom the drop down listchoose the appropriateshelf location for theitem.Not all libraries use shelflocation information.If you do, and there is ashelf location you wouldlike to have on your dropdown list, contact yourconsultant. 41
  • 41. Completing the Item Record Work FormNote the defaultcirculation status of anew item record:“In Processing”.Do not change thisdrop down choicefrom “In-processing”.Use a Check In screento “check-in” the itemafter you are finishedsaving it, so that anyholds placed on the Bibrecord can be satisfied. 42
  • 42. Completing the Item Record Work FormNext, select the correct“Circulation Parameters”for the item.Notice how often Polarisprovides drop down boxes topopulate database fields!This is to prevent typingmistakes – databasesperform best when fields areaccurately filled in!Choose the correct: Material Type Loan Period Fine Code Renewal Limit Material Type and Fine Code are always the same. 43
  • 43. Completing the Item Record Work FormFinally, fill in the callnumber information,before saving your newitem record!These fields will createthe spine label for youritem, and there are nodrop down menus toensure accuracy!Each field should ONLYcontain the data it isdesigned for if the searchengines are to workproperly. BE CAREFUL! 44
  • 44. Completing the Item Record Work FormScheme: Dewey Decimal.The scheme should notbe changed – TRACcurrently uses thisclassification systemthroughout the entirecollection.Prefix: Enter the correctprefix for the item asused for similar items inyour library. UseCAPITAL letters and donot enter unnecessaryspaces in this field.Prefix examples:FIC (Fiction)F (Fiction)E (Easy)LP (Large Print) 45
  • 45. Completing the Item Record Work FormEnter the Dewey DecimalClassification Number in the“Class” field, if applicable.Typically this field is NOTused for Fiction nor for EasyNon-Fiction.Use the following format:xxx.xxxxxx Use no spaces,and no other charactersbetween the digits.Some libraries abbreviate to amaximum of three digitsafter the decimal point,others use all.The class field should neverend in zero (0). If there areonly three digits, leave off theperiod. (ie: 379) 46
  • 46. Completing the Item Record Work FormEnter the “Cutter” - If theitem has an author in theauthor field at the top of thework form, use theCAPITALIZED first threeletters of the last name.If there is no author, as is thecase in some multi-authoredpublications, use theCAPITALIZED first threeletters of the title.In this example, McGee is thelast name so a four lettercutter, MCGE is correct. Thisis the practice for all namesstarting with Mac or Mc.Again – no spaces and threeto four CAPITAL letters onlyshould be used in this field. 47
  • 47. Completing the Item Record Work FormEnter the “Suffix”, if used.The suffix field is not used forsorting by Polaris, soformatting issues are notstringent. It is still goodpractice to use internalstandards so your spine labelslook orderly. Lowercasecharacters are acceptable inthis field.Some example suffixes foundin the TRAC database:k-2Season 1Gr. 5-7c.2 48
  • 48. Completing the Item Record Work FormThe volume field is aparticularly sensitivefield. It is used formultiple part (multi-part)publications. This book iscomplete in one volume,so no volume informationis required. Keep yourcursor out of this field!The guidelines for usageof the volume field willbe covered in part two of“Creating and EditingItem Records”. If you enter something in the volume field by mistake, be sure to fully delete the contents because the field is “space sensitive”. (Even one space will disrupt Polaris search processes - backspace your cursor to remove “spaces”.) 49
  • 49. Completing the Item Record Work FormComplete the “Copy” field,if necessary. Usually, if youhave only one copy of thisbook in your library, thisfield is not used.The standard format forthis field is “lower case c”,followed by a period, andthen the copy number. Nospaces allowed: c.1 or c.2When adding a secondcopy, it is good to edit theitem record for copy 1 withcopy information.“Editing” is covered in parttwo of “Creating andEditing Item Records”. 50
  • 50. Completing the Item Record Work FormAt this time, Polarisdoes not show the copyfield in the list of linkeditems attached to a Bibrecord, unless the copyinformation is added tothe suffix field.If it is important tohave this detail on yourreports, and in this list,please use the sameformat (c.#) in thesuffix field for yourcopy number. Note the “on-order” record on this list of items linked to Bib #488845. NEVER open and edit this record to create the item you are adding to the database. 51
  • 51. Completing the Item Record Work Form Three check boxes to look at before saving:  Display in PAC  Loanable outside system  Holdable These must be checked for your item to circulate.Do NOT check non-circulating, unless the item is not meant to circulate according to the TRAC Operational Guidelines. 52
  • 52. Completing the Item Record Work FormThree ways tosave: Click the save icon Choose “Save” from the File Drop down menu Ctrl + s 53
  • 53. Completing the Item Record Work FormPrint the spinelabel. 54
  • 54. Completed Item Record Work Form Saved!Note how Polarishas added thenew ItemControl Number Now let’s look at some more examples…. 55
  • 55. 56
  • 56. Follow this three step process every time you add an item record:  Examine the item in hand  Find the correct Bib record by searching for the ISBN. Keep referring back to the item to ensure accuracy  Create a correct item record, and save it. 57
  • 57. Step one: Examine the item in hand – scan the 13 digit ISBN found on the back cover to find a Bib record, using a Bib find tool, to search. If there is an ISBN, and you do not find a record, send the book to headquarters for cataloguing. The ISBN may also be found in the information behind the title page. 58
  • 58. Step two: Compare your item to the Bib details. Check: format, number of pages, edition (large print). Cataloguers rely on the title page (rather than the book cover, or spine) to ascertain the correct title, sub-title and author. Title page and physical copy 59
  • 59.  Look at the Tp. Verso (reverse side of the title page) for subjects, classification and other details. Tp. verso This Bib record is a perfect match for this new item. Now to add the item by creating a new item record. Click 60
  • 60. Step three:  Create a correct item record, and save it.1) Affix and scan your barcode2) Add the price3) Choose collection code and shelf location4) Choose the four circulation parameters from the drop down menus5) Add prefix (LP) (Large Print)6) Remove the slash (/), spaces or punctuation marks from the class field7) Type in the cutter (BLU)8) Confirm the three check boxes on the right9) Save the record and check in your new holding! Now Bib record 982702 has a new item link! 61
  • 61. Audiobook, item in hand: Details to find: • Title (and subtitle) • Author • Narrator • The full book or an abridgement? • Number of discs • Number of hours • Publisher Search by: Search by ISBN whenever possible. Multiple results are common! Take time to examine each Bib thoroughly. 62
  • 62. Audiobook, Bib record:Details to find:• Audiobook format icon• Title (and subtitle)• Author and Narrator• The full book or an abridgement?• Number and size of discs• Number of hours• Publisher & publication dateDo not link to Bib 796011, unless Use the scroll bar to find moreall the details are correct, for the information about this Bib record.audiobook you are adding! 63
  • 63. Audiobook, item record: 64
  • 64. DVD, item in hand: Details to find: • Title (and subtitle) • Cast • Format • Number of discs • Number of hours • Publisher Search by:Search by scanning the UPC code, (chooseUPC from the search parameter drop downmenu).For DVDs you may also search by manuallyentering the 13 digit ISBN or its 10 digitequivalent if found beside the UPC code. 65
  • 65. DVD, Bib record: Details to find: • Title (and subtitle) • Language • Producer and director • Special features per cover detail • Number and size of discs • Number of hours • Publisher and year • Format – DVD or Blu-RayMultiple formats:If your movie contains multipleformats (DVD and Blu-ray or MP3)you must watch the next part of“Creating and Editing Item Should a Blu-ray movie be linked toRecords” before adding your item! this Bib record (# 1054602)? ... NO! 66
  • 66. DVD, item record: 67
  • 67. 68
  • 68. Search in Polaris for the answers to this short quiz…1. Name the “author” and “publisher” of ISBN # 9781439156735? 69
  • 69. Search in Polaris for the answers to this short quiz…2. What is the “format” and the “Bib control #” ofISBN # 9780446523059? 70
  • 70. Search in Polaris for the answers to this short quiz…3. Who is the “publisher” and what is the“description” of ISBN # 0788845659? 71
  • 71. Search in Polaris for the answers to this short quiz…4. In an item record screen which three fields are automatically populated by the Bibrecord: a) Material type, owner and title. b) Title, author and bib control number. c) Title, circulation status and fine code. d) Barcode, title and Bib control number. 72
  • 72. Search in Polaris for the answers to this short quiz…5. What are the three steps for adding an item record? a) Read the title, search for the item by title, and find an item record to use. b) Examine the physical copy, find a matching Bib record, create a new Item record. c) Look for an ISBN, scan it, pick a Bib record with no links, and add the item. 73
  • 73. Search in Polaris for the answers to this short quiz…6. Which Item record fields are space sensitive? a) Suffix and Shelf location b) Fine code and Collection code c) Volume and Classification 74
  • 74. Search in Polaris for the answers to this short quiz…7. Which Item record fields must be CAPITALIZED? a) Suffix and Copy b) Cutter and Prefix c) All of the above. 75
  • 75. Quiz questions…1. Name the “author” and “publisher” of ISBN # 9781439156735?2. What is the “format” and the “bib control #” of ISBN # 9780446523059?3. Who is the “publisher” and what is the “description” of ISBN # 0788845659?4. In an item record screen which three fields are automatically populated by the Bib record: a) Material type, owner and title. b) Title, author and bib control number. c) Title, circulation status and fine code. Please try for 100% in this d) Barcode, title and Bib control number. quiz before proceeding to5. What are the three steps for adding an item record? a) Read the title, search for the item by title, and find an item Part two of “Creating and record to use. b) Examine the physical copy, find a matching Bib record, Editing Item Records”. create a new Item record. c) Look for an ISBN, scan it, pick a Bib record with no links, and add the item.6. Which Item record fields are space sensitive? a) Suffix and Shelf location b) Fine code and Collection code c) Volume and Classification7. Which Item record fields must be CAPITALIZED? a) Suffix and Copy b) Cutter and Prefix c) All of the above. 76