The Ohio State University

Assumptions:

• Titles have been identified for transfer to the Depository (STX1).
• The procedures begin with the items selected for transfer in hand.
• It is expected that the individual updating the item records will have some basic understanding of OSCAR command structure. If review is needed see:
  • Perform a Search, via Search the Catalog (http://www.library.osu.edu/Staff/training/studtrng/oscar/searchviaSTC.html)
  • Basic Record Updating via Circulation mode (http://www.library.osu.edu/Staff/training/studtrng/oscar/circmodupdat.html)

General Guidelines:

• All items sent to CMT (OSU Libraries Collection Management Team) should be accompanied by a streamer indicating the problem encountered and an OSCAR printout (provided a record is available).
• Quotation marks are used throughout the following instructions in order to set off commands or information. At no time are these quotation marks intended for input into OSCAR.

Procedures:

1. Log-in to OSCAR
   1. From OSCAR’s main menu select:
      C> CIRCULATION subsystem.
   2. Then select: A> ADDITIONAL circulation functions.
   3. Next choose: U> UPDATE an item record.
   4. Type your OSCAR initials and password.
   5. Choose K> KEY Substitution Phrases.
   6. After Substitute for %0: type in "Transferred to STX from [your loc], today’s date (yymmdd), [your initials]" (e.g. Transferred to STX from ETC, 030421, AB). The substitution phrase will be applied in section H below.
   7. Press [Enter] twice to return to the menu, then:
   8. Select: S> SUMMARY of all attached records.

2. Search in OSCAR
   1. At the search prompt key in the call number (preceded by a "c"). If no record found, mark streamer and send item to CMT.

3. Verify accuracy of brief bibliographic information
   1. Check the brief bib above the item record or summary screen. Check call #, author, title, as well as imprint and date, if displayed. (may need to verify imprint while in bibliographic record in step "E")
   2. If any field does not match: mark streamer, insert OSCAR printout, and send item to CMT.
   3. If record information is all upper case: treat as a "short bib" record, mark streamer, insert OSCAR printout, and send item to CMT.

4. How many copies total in STX? (Should not exceed 2 total in STX.)
   1. If fewer than 2, evaluate condition of the items in hand.
      1. If poor condition: mark streamer, insert OSCAR printout and send piece to CMT.
      2. Good condition copy(ies) may be prepared for transfer.
   2. If 2 or more, consider withdrawal for your location’s copies.
   3. No book with a book plate should be withdrawn. Send to CMT.

5. Review and evaluate the bibliographic record
   1. Enter E> EXAMINE BIBLIOGRAPHIC
   2. Is it a monograph?
      1. For monograph - BIB LVL = m, no volume identifier
      2. If BIB LVL = m, and piece has volume id, consult instructions for mono-sets
      3. If BIB LVL = s, consult guidelines for serials
   3. If BCODE3 is anything other than "-" (dash): mark streamer, insert OSCAR printout, and send item to CMT.
   4. Verify that record has a CAT DATE. If no date present: mark streamer, insert OSCAR printout, and send item to CMT.
   5. Check for an 001 field(OCLC number). If no 001 field: mark streamer, insert OSCAR printout, and send item to CMT.
   6. Check 260 field to verify imprint (publisher and date).
   7. Use M> to see MORE BIBLIOGRAPHIC
   8. If the term "reprint" occurs in the 5XX field: mark streamer, insert OSCAR printout, and send item to CMT.
   9. Verify that 6XX field exists [unless call number begins with "P"(fiction) which may not have a 6XX field.] If no 6XX field: mark streamer, insert OSCAR printout and send to CMT.
   10. For literature titles only: check for editor(s) in the 7XX fields, where appropriate. If no editor in 7XX field for title with an editor: mark streamer, insert OSCAR printout and send to CMT.

       Note bib record fields to be checked in illustration below:
       

       
       

6. Is there an item record for the piece in hand?
   1. Key in E> EDIT ITEM or S> Record SUMMARY and select matching item record.
   2. If no item record:
      1. Create record. [See:"Item records: Create (Add to OSCAR)" http://library.osu.edu/staff/cataloging/icreate.htm (Feb. 2001) ]
      2. Affix barcode and scan into record.
      3. Verify accuracy of barcode in record.
   3. For item record already attached:
      1. Check COPY # and be sure it matches piece (no copy # appears on copy 1).
      2. Verify ICODE2 = "-"(dash).
      3. Make sure I TYPE = "0" If not "0" look for the appropriate workflow for that material.
      4. Verify accuracy of barcode number in item record.
         1. If it does not match: mark streamer, insert OSCAR printout and send item to CMT.
         2. If no barcode: affix one, scan into item record, and verify accuracy of barcode in the item record.
      5. Look for PATRON #, to make sure item is not checked out to a patron. Value of patron number field must be "0," otherwise item needs to be checked in.
      6. Verify LOCATION code is for your location.
         1. If yes: update location to "stx1."
         2. If not: mark streamer, insert OSCAR printout, and send item to CMT.
      7. Look at item record STATUS
         1. If status is "-"(dash), "b," "m," "o," "p," or "s" OK to proceed. Update to status "k."
         2. If status is anything other than those listed above: mark streamer, insert OSCAR printout, and send item to CMT.

         Note item record fields to be checked in illustration below:
         

7. Insert note in item record:
   1. Type "I" to INSERT, then "N" for NOTE.
   2. Enter text as follows: "Transferred to STX from (loc), date(yymmdd), initials" or key in "%0" to use substitution phrase as created in section "A." (If student is entering note for responsible party, student should enter their initials as well.

8. Send item to STX

Last revision 09/10/03
Transfer to STX Working Group