Add Copies

Use the Add Copy wizard to add duplicate copies of an item (2 copies in Allison Shelley) or to add the same volume to the same library but in a different home location (for example c.1 is in Special Collections Library, Allison Shelley and c. 2 is in Special Collections Library, Gift Books). To add a different library or volume, use the Add Volume/Call Number wizard.

Icons | Properties | Search Results and Choices | Add a Copy | Completed Record Menu

Icons

1. From the Cataloging Toolbar, select the open book.
2. From the sub-menu, select the double open books to add a copy.

Properties

The Properties screen sets default values for the records you create. Until you get used to them, you might want to show these values ALWAYS. If you want to set your defaults permanently, you can change show these values to NEVER. To change properties (or view them) once you have set show these values to NEVER, just right click on the wizard icon and you will retrieve a menu. The last choice on the menu will be Properties; select it and you will retrieve this screen.

Look Up Preferences

See Searching in WorkFlows for more details. 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 or General.
3. Preferred Search Library: Keep default to ALL

Copy defaults

1. Type is the item type. Most often we will use BOOK; but don't forget to use REF-ITEM for all items in a Reference location. Use BOOK for serials; PERIODICAL for periodicals. If an item falls into two categories (such as a manuscript on microfilm), see the Item Type Preference list to determine which item type to use.
2. Home location: Since our items do not go to CatMarking (we return them directly to Special Collections once we have finished cataloging), use the home location supplied on the orf. Do not use INPROCESS.
3. There should be a red check in the Permanent box; all of our records will be permanent.
4. Circulate: Since all of our items will be non-circulating, go ahead and uncheck this box. (Checked means ok to circulate; unchecked (blank) means non-circulating.)
5. Shadow copy Never set the default to shadow copy. This will prevent copies from displaying to the public. Keep this box Unchecked (blank).

   Optional: Ignore all of these.

   Press OK to save preferences and move on.

Search

(For searching tips, see Searching in WorkFlows.)

Perform search. Click OK.

Search Results

1. You will retrieve a list of hits.
2. View: to see the bibliographic information. You might want to choose view to look at the bibliographic record before adding a copy.
3. Description tab: gives you the bibliographic information about the entry.
4. Vol/Copies tab: gives you a list of all call numbers and locations that are cataloged for the entry.
5. From the vol/copies tab, highlight the vol/copy to which you will be adding a copy (click on it once -- it will turn blue) then click: Add copy.

Add a Copy

Call Number Info
1. 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. Use the list of item type preference list if you are uncertain about which to use.
5. Home location: Since our items do not go to CatMarking (we return them directly to Special Collections once we have finished cataloging), use the home location supplied on the orf. Do not use INPROCESS.
6. Ignore Item Cat 1 and 2
7. There should be a red check in the Permanent box.
8. Circulate: this box should be blank (non-circulating).
9. Current Location will automatically update to match the Home Location upon completion of the record. Only those authorized to use Circ Wizards can change this field.
10. Number of Pieces is defaulted to 1. Don't change.
11. Comments are for internal use only and can't be seen by the public. The Comments box is currently being used for the Rare Books Author Collection. (Other uses may evolve.) The Author Collection consists of works by or about the following authors: Arnold Bennett, Amy Bonner, Jean Giraudoux, Edward Gorey, Ivan Illich, Christopher Logue, John O'Hara, Conrad Richter, Theodore Roethke, Henry Shoemaker, Theophrastus, Ramon del Valle-Inclan. If you are cataloging a book for the Author collection, use the comments box to specify to which of these authors the work applies. Last name only is sufficient. For example: Bonner.

    When you have finished filling out the fields click OK.

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.

Edit Copy

Icons | Search and Options | Editing a Copy

Icons

1. From the Cataloging Toolbar, select the 3 books.
2. From the sub-menu, select the eraser icon to add a edit a call number or volume.

Search

1. Select type of search to perform. Click OK.

Search Results:

1. You will retrieve a list of hits. Highlight your selection then click view to see the bibliographic information.
2. The description tab gives you the bibliographic information about the entry.
3. The vols/copies tab gives you a list of all call numbers and locations that are cataloged for the entry.
4. From the vols/copies tab, highlight the copy that you wish to modify (click on it once -- it will turn blue) then click Modify Copy.

Edit Copy/Modify Copy

1. You may modify only copy specific info (barcode, item type, home location, circ/non-circ, comments). Click OK when done.