Penn State University Libraries - Copy Maintenance Wizard

Icons | Properties | Search Results and Choices | Add Copy | Add Copy: Complete

Use the Add Copy wizard to add duplicate copies of an item (2 copies of v. 5 in Behrend stacks) or to add the same volume to the same library but in a different home location (for example: copy 1 of v. 5 is in Behrend stacks and copy 2 of v. 5 is in Behrend Reference).

To add a different library (v. 5 for Abington) or volume (v. 6 in Behrend stacks), use the Add Volume/Call Number wizard.

Icons

1. From the Cataloging Toolbar, select the Copy Maintenance icon (i.e., the open book).
2. From the sub-menu, select the Add Copies wizard icon (i.e., the double open books).
   

Properties

Show these values

• Always & Only Upon Wizard Startup seem to work identically. Use one or the other until you get used to working with properties (defaults & behaviors). Your personal default values will be saved throughout your current session (with the prompt to select new values each time you open the wizard), but Always & Only Upon Wizard Startup will not save your values once you log out of Workflows. When you are comfortable with defaults & behaviors, you might prefer to show these values Never. This will set your preferences permanently. To change (or view) them later, just right click on the wizard to retrieve a menu. The last choice on this menu will be Properties, click on it and you will get this screen again.
• Lookup Preferences: Eventually as you get comfortable with searching in the system, you will be able to determine which defaults are most helpful for your work. The following are just suggestions to get you started:

1. Preferred Search Type: Most likely you'll want to set the default to Search or Begins with
2. Preferred Search Index: You might want to default to Title.
3. Preferred Search Library: Keep default to ALL
   

• Copy defaults

1. Type is the item type. Serialscat will have to change the item type routinely, so the default setting won't be extremely helpful to us. In general, Serials will be Item Type BOOK, Periodicals will be PERIODICAL, Newspapers will be NEWSPAPER, Ejournals/Eresources, will be ONLINE; CD-ROMs, DVD-ROMs and computer disks will be E-MEDIA; microfiche, microfilm and microprints (also called micro-opaques) will be MICROFORM. Don't forget to use REF-ITEM for all items in a Reference location. If an item falls into two categories (such as a newspaper online), use the Item Type Preference sheet to determine which item type to use.
2. Set Home location to INPROCESS.
3. There should be a check mark in the Permanent box; practically all of our records will be permanent.
4. Circulate: You may as well keep this box checked (defaulting to circulating), unless you are doing a lot of non-circulating items. While the item type actually controls whether or not an item circulates (circ policies have been defined for each item type), the "Circulate" box in Workflows controls the patron display, so it is important to update this info.
5. Shadow copy won't be used often, if at all. Leave this box unchecked.
   

• Optional  We'll be ignoring all of these for now.
  

Press OK to save preferences and move on.

Search

1. Select type of search to perform. Click OK.
2. You will be presented with a list.
3. View: to see the bibliographic information. You might want to choose view to look at the bibliographic record before adding a copy.
4. Description tab: gives you the bibliographic information about the entry.
5. Vol/Copies tab: gives you a list of all call numbers and locations that are cataloged for the entry.
6. From the vol/copies tab, highlight the call number that you wish to add a copy to then click: Add copy.
   

Add Copy

Call Number Info:  The call number, class scheme, and library cannot be modified since you are adding a duplicate copy.

Copy Info

1. Item ID: This is where the barcode goes. Put the cursor in this box and scan in barcode.
2. New Copy Number should update automatically. You don't have to change this field.
3.  Ignore Price.
4. Type appears as it was set in your Properties defaults. Change it if necessary. Remember to use REF-ITEM for all items in a Reference location. Use BOOK for serials; use PERIODICAL for periodicals; use NEWSPAPER for newspapers; use ONLINE for Ejournals/Eresources; use E-MEDIA for CD-ROMs, DVD-ROMs and computer disks; microfiche, microfilm and microprints (also called micro-opaques) will be MICROFORM. If an item falls into two categories (such as a newspaper online), use the Item Type Preference sheet to determine which item type to use.
5. You should have set Home Location to INPROCESS back in the Properties defaults box. If you didn't, you can change it now.
6. Ignore Item Cat 1 and Item Cat 2.
7.  There should be a check in the Permanent box.
8. Circulate: the box should have a check if the item does circulate; the box should be blank if it does not (click on the box to make the check appear/disappear)
9. Current Location: If you set the default to INPROCESS in the Properties defaults, it will appear in this field now. If you needed to change the Home Location here, don't worry, this field will automatically update to match the Home Location upon completion of the record.
10. Number of Pieces is defaulted to 1. Don't change this.
11. Comments don't get used very often.

When all the fields have been filled out, click OK.  You will be given the following menu:

Add Copy: Complete

• Add Another Copy: use if you have a second copy (same volume going to the same library & location).
•  Review: will redisplay the record you just finished.
•  Return to Volume List: Use to see all holdings information. This is a good way to review your work.
•  Look Up Another Title: conduct a new search
•  Close: closes the Add Volume and Call Numbers Wizard.

Icons | Search Results and Choices | Editing a Call Number or Volume

Icons

1. From the Cataloging Toolbar, select the Copy Maintenance icon (i.e., the open book).
2. From the sub-menu, select the Edit Copies wizard icon (i.e., the eraser icon).

Search

1. Select type of search to perform. Click OK.
2. You will be presented with a list. Highlight your selection then click view to see the bibliographic information.
3. Description gives you the bibliographic information about the entry.
4. Vol/Copies gives you a list of all call numbers and locations that are cataloged for the entry.
5. Highlight the call number record that you wish to modify then click OK.

Edit Copy/Modify Copy

You may modify only copy specific info. Click OK when done.