The Ohio State University Libraries
Policies and Procedures
Catalog Database Maintenance
Document: Item records – update, add, delete (using Millennium)
Audience: OSUL, LAW, HEA, Regionals
Date: February 9, 2006
Effective: Immediately
Issued by: Technical Services Committee
- INTRODUCTION
This is a brief guide to working with item records in OSCAR using the Innovative Interfaces Inc. (III) software called Millennium. More information is available in related documentation, including policies and links to appropriate information in the Millennium Manual.
Related documentation:
III Millennium Manual (OSCAR password required) http://library.ohio-state.edu/manual/
Or, while in Millennium, click on Help > Manual [opens new browser window]OSUL Millennium Circulation Manual (OSUL password required)
http://library.osu.edu/sites/staff/milcirc.pdfMillennium Update and Create Item Records Training Handouts (OSUL password required)
Creating Item Records in Millennium: http://library.osu.edu/sites/techservices/forms/createitemrecord.php
Millennium Update Item Records: http://library.osu.edu/sites/techservices/forms/updateitemrecord.php
Staff who log on as assigned for acquisitions, cataloging, serials, or circulation functions have the same view of item records, but will have different levels of authorization for functions such as editing, adding or deleting, according to work responsibilities. If an option is “grayed out,” you do not have authorization to use that function!
All staff must follow policies and guidelines when updating, adding or deleting records.
- Item records for fully cataloged or in-process materials are rarely deleted
- Item records for reserve materials that are not cataloged are routinely deleted when no longer needed. (See Reserve procedures for also deleting the bib records)
- Keep, when possible, item records which contain circulation history
- Do not change information in fields for which data are system-created
- If you sort item records, do not save the sort; numbering should be in reverse volume order within a given copy
- Report errors or problems to catalog maintenance personnel
- Serials and electronic resources: Scholarly Resources Integration Dept.
- Books, non-book, other resources: Cataloging Dept.
Documentation for local policies is posted online. Much of the system-wide documentation for item record updating, adding and deleting has been posted at web sites in the Technical Services Division, the area responsible for maintaining documentation.
Technical Services Division > Documentation and Workflows http://library.osu.edu/sites/techservices/documen2.htm
- UPDATE (EDIT) an existing item record
See the III Manual documentation, section numbers:
General, Maintaining records 105541 Displaying item records 100610 Edit records in a review file 100680 Sorting item records by volume 105183 [If you sort volumes, do not save the sort.
This will change the order permanently!]Modifying a group of records 105181 [Use care when editing existing item records by group –
do not save changes if you are not sure what you’re doing!]Search for item (.i########) or bibliographic record (.b########). If there is a summary list of items, click on the one you wish to edit.
Fixed fields: Click on the field to be edited; change value (numbers / letters)
Fields typically edited:
Related policies and documentation:COPY# copy number [1, 2, 3 etc.] ICODE1 typically 0, 4, 5 [obsolete values = 1,2,3] ICODE2 display / suppression in OSCAR and OhioLINK I TYPE monograph, serial, microform, reserve, etc. [0,1,20,9 etc.] LOCATION location code [3-5 letters/numbers: mais, stx1, etc.] STATUS available, in-process, use in library, etc. [-, p, o, etc.] ICODE1 policy change, 1998
http://library.osu.edu/sites/cataloging/icode1.htm
Copy number assignment policy, 1997
http://library.osu.edu/sites/cataloging/copynumber.htm
Status for ‘missing’ – m vs. s
http://library.osu.edu/sites/cataloging/istatmors.htm
Item record codes
http://library.osu.edu/sites/techservices/itmcode.htm
Variable fields:- Add a field [click “insert” icon, chose field type from pull-down menu]
For adding volume numbers, see the Volume Identifier Policy: http://library.osu.edu/sites/cataloging/voluid.htm
- Edit a field [select text and type over with changes]
- Delete a field [select text and delete]
Remember: you always have the option to close out record without saving changes, if mistakes are made in editing a record!
- Add a field [click “insert” icon, chose field type from pull-down menu]
- CREATE a new item record
See III Millennium Manual, page numbers:
Acquisitions 100705 Cataloging 104019 Circulation 100275 On-the-fly 100276 Course reserves 100277 Serials During checkin 101006 For arrived issued 101007
OSCAR, while viewing an item record- Click on: Edit > Copy Record [top bar]
- Select default item template
- Change values as needed
- Click on “SAVE” to add record
If no item record is attached yet- Click on: View > Item
- Click on: Attach new item
- In window for Edit Data: change / add values
- In window for Insert a non-MARC field: add information
- Barcode
- Volume
- Year
(If working in OCLC, use 949^1 field to create item record in OSCAR at export.)
To move item records once created
- Select item record you wish to move
- Click on the “Move” button
- Select where you wish to move it
You should move item records to conform to our practice of reverse volume numbering (v. 7, v. 6, v.5, etc.) within a given copy. Copies should be numbered in regular copy number order.
- DELETE an existing item record
Item records for cataloged materials are rarely deleted.
Reasons for deletion may include:
- Reserve material being removed
- Binding volumes differently (e.g. v.1 and v.2 becomes v.1-2)
- Accidental duplication for the same physical piece
How to delete:
Authorized staff, direct deletion: File > Delete item record
Other staff, mark for deletion: ICODE1 = 999
HINTS FOR USING THE MILLENNIUM MANUAL
Two options for accessing the Manual (user ID / password required)
- While in a Millennium session, click Help > Manual
- Open browser to URL: http://library.ohio-state.edu/manual
To find a particular section of the Manual:
Click “SEARCH” icon, enter words for topic or section title; browse list; choose desired section; click to view
Click “SRCH ID#” icon, enter number for section; view section directly
