Add Volume or Call Number

Use the Add Volume and Call Number Wizard to add new volumes & libraries to pre-existing Cat records.

Icons | Properties | Search Results and Choices | Add a Volume or Call Number | Completed Record Menu

Icons

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

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

Title/Bibliographic Information

1. Fixed Fields: If checked, the bibliographic information you view will have MARC tagging.
2. Checking descriptive labels will show words as well as tags to describe the fields (for example, "Title" as well as 245.) Leave it blank if you don't need the labels - it saves space.

Volume display option

1. Clicking in show shelving key will display what the call number looks like to WorkFlows when it searches by call number. Since most of our call numbers are LC, you probably don't need to see it, but it doesn't hurt anything if you wand to display it. The shelving key displays on the Vol/Copy screen.

Call number/Volume defaults

1. Library shows the basic location of the item. All of our material will be in UP-SPECCOL (so go ahead and set the default to this).
2. Class scheme will be LC for most of our items, DEWEY occasionally, LCPER for serials & periodicals, and ASIS for manuscripts.
3. Never set the default to shadow call number. This will prevent call numbers from displaying to the public. Keep this box Unchecked (blank).

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), use 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).

6. 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:

• You will retrieve a list of hits.
• Choose View to see the bibliographic information. (You will want to choose view to look at the bibliographic record before adding a call number/volume.) There will be two tabs: description and vol/copies.
• Description: gives you the bibliographic information about the entry.
• Vol/Copies: gives you a list of all call numbers and locations that are cataloged for the entry.
• If there is a call number on the vol/copies screen that you want to use, highlight it here (the whole call number will be inserted into the Call Number box but you can edit the volume designation), then click Add Call Number.

Add Call Number

1. First you will be prompted to select Library for New Call Number. If you created a default library in the properties it will map over. You can accept it or change it now.
2. You will see three tabs:
   • Control: You will not need.
   • Bib: Shows you the bibliographic information for the item.
   • Use New Volume to add a new call number or volume.

Call Number Info

1. The call number of the item highlighted on the previous Vol/Copies display screen will now appear in the New Call Number box. Modify if necessary (if adding a volume, you will probably need to update the volume number; if adding a Library you might not need to modify at all).
2. Class Scheme will be LC, DEWEY, LCPER or ASIS.
3. You were already prompted to supply the Library when you chose add call number 2 steps ago (the system prompted you with the little box: Library for New Call Number). If you made a mistake, you can change it now.

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 Volume: Complete

Add Another Call Number: use if you have to add another library/location or volume.

Review: will redisplay the record you just finished.

Add Another Copy: use if you need to add a second copy of the same volume to the same library/location.

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 Volume and Call Numbers

Icons | Search and Options | Editing a Call Number or Volume

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. Description gives you the bibliographic information about the entry.
3. Vol/Copies gives you a list of all call numbers and locations that are cataloged for the entry.
4. Highlight the call number (and/or copy if there is more than one copy) record that you wish to modify then click Modify Vol/Copy.

Call Number Info

1. You may modify any field in this window. Click OK when done.

Last revised May 14, 2002 - lal