1. ITEM RECORD MAINTENANCE IN SIERRA THE OHIO STATE UNIVERSITY LIBRARIES Rocki Strader August 14, 2014

2. Why item record maintenance? Piece is permanently withdrawn from circulation. Piece is temporarily removed from circulation. Piece needs to be recataloged. Piece is being transferred from one location to another. Other reasons… 8/14/2014 2

3. Anatomy of records (1) Item records (Sierra demo) Copy number Location Status Volume numbers Barcodes Notes 8/14/2014 3

4. Anatomy of records (2) Bib records (Sierra demo) Syncing with item (and other child) records OhioLINK 8/14/2014 4

5. Volumes in Sierra Current document on volume identifiers: http://library.osu.edu/staff/cataloging/voluid.php (select “Click here to see Table”) Sorting volumes in Sierra By copy number first Then by volume (highest number on top) 8/14/2014 5

6. When/what to edit – When/what to send to Cat. Maint. (1) Edit an item record whenever an action is needed on a specific item. Change of location does not need to go to Catalog Maintenance. Simply make these edits: Note action, your initials, and date. Change status as needed. Send to location or Preservation for relabeling, as appropriate. 8/14/2014 6

7. When/what to edit – When/what to send to Cat. Maint. (2) “Last-copy” withdrawn: Notify Catalog Maintenance. Put notes in item record. Action, your initials, date. Change: location = wth icode2 = s Status = w DO NOT MARK FOR DELETION! 8/14/2014 7

8. Withdrawal vs. deletion! WithdrawalPermanently removing a physical item from the collection. Action on physical piece. DeletionPermanently removing an item record from the catalog. Action on a record in the catalog. Withdrawal happens A LOT. Missing pieces, damaged items, weeding. Deletion should be RARE. Item records contain history that we need to keep: ownership circulation actions to piece 8/14/2014 8

9. When it’s okay to delete Personal copies on reserve are being removed. Duplicate item records. Commonly occurs when volumes are combined for binding. (See screenshot, next slide.) Other reasons… 8/14/2014 9

10. Example: deleted item record 8/14/2014 10

11. When/what to edit – When/what to send to Cat. Maint. (3) Bib record mismatches: send to Catalog Maintenance. Add note, your initials, date. Do NOT erase or change anything on the piece. Do NOT remove barcodes from piece. Do NOT remove barcode from item record. (In other words, don’t tamper with the evidence!) 8/14/2014 11

12. Help Catalog Maintenance help you For every action… there needs to be a note in the item record. With your initials. With the date. Put a printout in the piece. 8/14/2014 12

13. Help Catalog Maintenance help you Pieces with duplicate call numbers: Send both pieces to Catalog Maintenance. Include notes in item records for both pieces. Action/problem. Your initials. Date. Put a printout in each piece. 8/14/2014 13

14. Other info for item records Binding codes for Bindery Prep: BRbook or print thesis PAMpamphlet XLserial volume Did I mention…? Your initials. Date. 8/14/2014 14

15. Contact information Catalog Maintenance: Rocki Straderstrader.2@osu.edu; 688-8091strader.2@osu.edu Lin Zhangzhang.441@osu.eduzhang.441@osu.edu Bindery Prep: Jen Henmanhenman.4@osu.eduhenman.4@osu.edu Labeling: Debra Jacksonjackson.1208@osu.edujackson.1208@osu.edu 8/14/2014 15