The Ohio State University Libraries
Policies and Procedures
Technical Services
OSCAR Database Management

Document: LibHas Statements: Summary of Procedures.

Date: 5/27/04

Replaces:

• "Instructions for Reviewing, Editing & Creating LibHas Statements" (Lisa Iacobellis)
• "Creating Lib Has Checkin Records" (Cheryl Obong)
• "LibHas Procedures" (Cheryl Obong's WordPerfect document, 12/03).

Effective: Immediately

Created by: ASA, co, ldi, jlm

See also:

• LibHas Crib Sheet (Prints on one page.)
• LibHas Reference Tool (guidelines and examples)

About this Document:

This document does not present new procedures, but rather it summarizes from existing LibHas documents the step-by-step instructions currently used to review, edit, create, and delete LibHas statements. The source documents are listed in the header above, under "Replaces". This document also includes added explanations, contributed by ASA staff members.

It should no longer be necessary to refer to any of the source documents for the building of LibHas statements. However, these step-by-step instructions are to be used in conjunction with the LibHas Reference Tool, which contains the guidelines and examples required for creating correct LibHas statements.

Reviewing Existing LibHas Statements

Log in to OSCAR(Felix) and access record:

• Login: acqs--
• Password: See supervisor.
• D (Catalog DATABASE maintenance)
• U (UPDATE existing records)
• Please key your initials: Type your personal initials; Enter
• Please key your password: Type your personal password; Enter
• S (SUMMARY of all attached records)
• Search record (via bibliographic record number if available). You will see the summary screen. (For more on searching in OSCAR, see Searching OSCAR.)
• Make your own summary of items for each loc and copy number.
• Open checkin record to review.
• C (checkin options) to view checkin card
  • Card active: LibHas stmt open.
  • Card inactive, or no active checkin card exists: LibHas stmt closed.
• Following guidelines in LibHas Reference Tool, note what LibHas statements and/or other fields (e.g., ID field) need to be edited, created, or deleted.
• If LibHas statements are correct, Q (quit); Q again (to return to search prompt screen Record:), and search another record.

Illustration of a summary screen (Instructions follow):

Checkin records always appear first in a summary display, with the most current at the top of the list in copy number order.

Ignore copies for the following locations:
ARD, ATI, CHF, CHI, HEA, LAW, LIM, MANS, MAR, NWK, UHE.

Item records should appear in order with the most current item first for each copy number. If some of the items are not in order, we do not generally put them in order (that is the location’s responsibility). However, if a record is complicated or lengthy, and it would be less confusing to put the items in order, you may ask your supervisor for permission to do so.

Steps to follow for each copy:

• Statistics: As you go along, keep statistics as directed by your supervisor.
  
  
• While viewing the summary screen, make your own summary list of the items for each location and copy number, beginning with the oldest volume and ending with the most current. Be careful to keep track of which location and copy number you are looking at. (To browse through multiple pages of holdings on the summary screen, type M to move forward one page at a time, B to move backward.
  
  
• If a location has more than one item record, then it should have a checkin record with a LibHas statement (and if there’s no card attached, it should have an ID field saying "LibHas"). (If one location has multiple copies, do not make a separate LibHas statement for each copy: See "Multiple Copies" section of LibHas Reference Tool.)
  
  
• Type the line number of a checkin record you wish to review.
  
  
• Verify the accuracy of any existing LibHas statement (Does it accurately reflect items in that location?), by comparing it to the guidelines in LibHas Reference Tool. (If you need to browse through multiple pages of the checkin record to see the LibHas statement, type M to move forward. When you reach the last page, type M again to return to the first page.)
  
  
  • Check to see whether there is an active checkin card for that copy (i.e., issues are still being received): When looking at the checkin record, enter C to pull up card (Esc will return you to the record). Do not rely on the summary screen display to show the checkin card status: There is not always room on the line for the status to display, or occasionally the status is not accurate.
    
    
  • If an active checkin card exists for that copy, the LibHas statement should be left open. See "Issues Still Being Received" in LibHas Reference Tool.
    
    
    • NOTE: If some holdings for the title are in STX, be sure to see the note about STX holdings in the "Issues Still Being Received" section of LibHas Reference Tool.
      
      
    • NOTE 2: A checkin record that has a card attached (either active or inactive) should not have an ID field of "LibHas", and should be edited only by authorized personnel.
    
    
  • If no active checkin card exists, i.e., location is no longer receiving issues, the LibHas statement should be closed, showing both beginning and ending volumes. (Note: If an inactive card exists, remember that checkin records with any card attached should not have an ID field of "LibHas", and should be edited only by authorized personnel.) See "Issues No Longer Being Received" in LibHas Reference Tool.
  
  
• Note what LibHas statements need to be edited. Then see "Editing LibHas statements" below. Remember that in all instances, if a checkin record that needs editing has a checkin card attached, the record should be edited only by authorized personnel.
  
  
• Determine whether an additional LibHas statement is needed. Then see "Building New LibHas Statements" below.
  
  
• Note any LibHas statements that need to be deleted. Ask for your supervisor’s permission before deleting a checkin record. If you are given permission, then proceed carefully after reading "Multiple Copies" section of LibHas Reference Tool. (Documentation & Training Section students should always refer to their supervisors any records to be deleted.)
  
  
• If LibHas statements are correct, and no changes are needed, press Q (quit), then Q again (to return to search prompt screen Record:), and search another record.

See LibHas Reference Tool for additional guidelines and examples.

Editing LibHas Statements

With checkin record open:

If a LibHas statement requires revision:

• Remember that if a checkin record that needs editing has a checkin card attached, the record should be edited by authorized personnel only.
• Type line number of LibHas statement you wish to edit.
• The following prompt appears: Key new data, "old data<=new data", or to delete field
  • Key new data means enter completely new information, which replaces what was there.
  • old data<=new data means enter only the portion of the text to be changed, followed by <= (less than, equal to), then the new text (String of characters must be unique in that field, or system will change the first occurrence).
  • to delete field means the entire field will be removed.
• Key the data: Carefully follow the guidelines in LibHas Reference Tool.
• When you press Enter the field is updated in the record display. Proofread it for accuracy.

If a LibHas statement is missing in an existing checkin record that has no card attached:

• I (INSERT a Field)
• Tag of new field? H
• Key in LibHas information, and press Enter.
• Proofread LibHas statement for accuracy.

If call number field is missing or incorrect in an existing checkin record that has no card attached, insert it (See "Insert call number field" below under "Building New LibHas Statements") or edit it (type its line number to open it). Remember:

• Do not use spaces
• Capitalize all letters
• Do not use period unless it’s part of a decimal number (i.e., do not put a period before the cutter number)

If summarizing multiple copies in one location (e.g. STX), and there is no card attached, delete the copy number field and add an internal note:

• I (INSERT a Field)
• Tag of new field? Z
• Type in LibHas for all copies

If items are microfilm or microfiche, there should be a second ID field in addition to the one that says "LibHas":

• Enter I (INSERT a Field)
• Tag of new field? Enter I
• At the ID prompt, key in either FILM or FICHE

On records that check in only supplements or only indexes (i.e., regular issues are checked in on a separate record) there should be a second ID field in addition to the one that says "LibHas":

• Enter I (INSERT a Field)
• Tag of new field? Enter I
• At the ID prompt, key in either Suppl or Index

When finished with updates select Q (Quit). You will be offered the following menu choices:

       M (MAKE changes to CHECKIN permanent)
       E (EXIT without updating record)
       R (RETURN to editing of record)

       If you choose:

              M (MAKE changes to CHECKIN permanent) - the original information is replaced.
              E (EXIT without updating record) - the original information is retained
              R (RETURN to editing of record) - additional changes may be made

       ERRORS: All errors should either be fixed or brought to the attention of the supervisor.
              Significant errors: Choose E (EXIT without updating record). This will allow you to start the whole process over again.
              Minor errors: Choose R (RETURN to editing of record).

When finished with all updates, exit the system update mode by entering Q (QUIT).

Creating New LibHas Statements

Attach a new checkin record:

• Open the current checkin record (type its line number while viewing the summary screen) and make note of the call number shown there. You will need this later when inserting call number field. If there is no current checkin record, then use call number seen in short view of bib record at top of screen.
• Return to the summary screen (type S).
• A (ATTACH a New Record)
• Answer the prompts:
  • "What kind of record do you want to attach?"
         C (CHECKIN Record )
  • "Choose one (1-5)" [CHECKIN record defaults]
         1 (cosul : Checkin – OSUL) (This is only entered with the first added record of your current session in OSCAR.)
  • "Copies : 1____"
         Just press Enter key to accept default. (In the unlikely event that you want a number other than 1,
         overwrite the "1" with the correct copy number), then press Enter key.
  • "LOC : none"
         Overwrite the default "none" with the 3-letter location code of the item records for the copy
         that you are building the LibHas statement for.
         (Use 4 or 5-letter code only if requested by collection manager. See supervisor if in doubt.)
  • "VENDOR : none"
         Press Enter key to accept default (none).
  • "Copy"
         Type copy number in this format: c.4
         (Exception: If creating a LibHas statement that summarizes all copies in one location,
         just press Enter key here to omit copy number field.)
  • "ID MARC tag 843"
         Press the space bar several times until it jumps more than one space. (This puts it off to the right.)
         Type LibHas, then press Enter key.
  • "CHECK NOTE"
         Press Enter key to skip this.
  • "VENDOR #"
         Press Enter key to skip this.
  • "Creating a card"
         Press Esc key (you do not want to create a card). This brings up the record as created thus far.

The remainder of the fields must be entered using the I (INSERT a Field) command as follows:

Insert call number field:

• I (INSERT a Field)
• "Tag of new field?" C
• "CALL # MARC tag 090" press space bar until cursor jumps down to next line
• Type in the call number you made note of above, and press Enter key. Remember:
  • Do not use spaces.
  • Capitalize all letters.
  • Do not use period unless it’s part of a decimal number (i.e., do not put a period before the cutter number).

Insert Lib Has field:

• Enter I (INSERT a Field)
• Tag of new field? H
• LIB. HAS Key new data: Type in LibHas statement, following guidelines in LibHas Reference Tool.
• Proofread LibHas statement for accuracy.

If creating a LibHas statement that summarizes all copies in one location (e.g. STX), omit the copy number field, and add an internal note that says "LibHas for all copies":

• I (INSERT a Field)
• Tag of new field? Enter Z
• Type in LibHas for all copies

If items are microfilm or microfiche, add a second ID field that says "FILM" or "FICHE":

• Enter I (INSERT a Field)
• Tag of new field? Enter I
• At the ID prompt, key in either FICHE or FILM

On records that check in only supplements or only indexes, there should be a second ID field in addition to the one that says "LibHas":

• Enter I (INSERT a Field)
• Tag of new field? Enter I
• At the ID prompt, key in either Suppl or Index

When finished with adding record, type S to return to the summary screen, or press Q (Quit). You will be offered the following menu choices:
        A (ADD record to database)
        E (EXIT without updating record)
        R (RETURN to editing of record)

If you are sure you’ve made no errors, choose A (ADD record to database). At this point, OSCAR will tell you the record number of the new record you have created so that you may write it down if your supervisor has asked you to record these numbers.

ERRORS: All errors should either be fixed or brought to the attention of the supervisor.
        Significant errors: Choose E (EXIT without updating record). This will allow you to start the whole process over again.
        Minor errors: Choose R (RETURN to editing of record).

Deleting a LibHas Checkin Record

Only authorized personnel are permitted to delete records.

Caution: Be certain that the checkin record that you’re deleting was built solely for the purpose of adding a LibHas statement, and therefore contains no other information of value, and has no card attached. Follow guidelines in "Multiple Copies" section of LibHas Reference Tool.

If it is necessary to delete a checkin record built for a LibHas statement that is no longer needed (e.g., if more than one LibHas checkin record exists for a single location), then authorized personnel will do the following:

• From the summary display screen, type the line number of the checkin record that has the LibHas statement you need to delete.
• Press D (delete a record).
• Press D again (delete checkin record).
• Press Y (yes) to confirm deletion.
• Press M > MAKE changes to CHECKIN permanent (if you are quite confident that you want the record deleted).
• Press S to return you to summary screen or Q to quit.

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