Holdings - Copies and Volumes


About Volume and Copy Records

Catalog records are made up of three parts:

  1. Title, or Bibliographic, record, which includes the title, author, publication date, and other elements describing the work
  2. Volume record, which contains the owning library and call number
  3. Copy, or Item, record, which deals with the physical, circulating item
When adding copies to the catalog, staff must first look for the title record. If no record is available in the catalog, a record can be requested. Volume and copy records are typically created in the same process. Additional copies may be added to an existing volume record at a later date. Additional Volume/Copy records can be created if a library owns multiple copies of the same item that are shelved in different locations. There is usually no need to create a volume record without also creating a copy record.

Volume/Copy Editor

All options to Add or Edit Copies, Copies and Volumes, Items, Items and Volkumes, or Volumes all open the Volume/Copy Editor. The exception is Edit Volumes, which displays a view of the Volume/Copy Editor which gives access only to editing the call number. The Volume/Copy Editor contains several functional areas:

  1. Record Summary - this includes information about the title record to which the volume and copy records are being attached
  2. Volume record data - information entered into this section creates the volume record, and includes
    • Library - defaults to the workstation library
    • Number of volumes - multiple volumes can be created in one step; this is used when copies of the same title will be shelved in different section, for example YA Fiction and Adult Fiction
    • Call number prefixes - not currently used by PLS
    • Call Number - the letter or Dewey codes used to label the item to be located on the shelf; libraries can determine their own call numbers
    • Call number suffix - not currently used by PLS
    • Number of copies - multiple copies can be added to a volume/call number in one step
    • Barcode - enter the scannable barcode number
    • Copy # - if adding multiple copies, number them here
    • Part - not currently used by PLS
  3. Copy record data - information entered here creates the copy record, and includes:
    • Circulate? - Can the item be checked out, yes or no
    • Circulation Library
    • Shelving Location - select from the list of shelving areas in your library
    • Circulation Modifier - all libraries use the same circ modifiers
    • Loan Duration - select from short, normal, or long; the specific length of time for each option is determined by your library's circulation rules
    • Circulate as Type - not used by PLS
    • Holdable? - can the copy be requested to fill a hold, yes or no
    • Age-Based Hold protection - applies the two month protection to the new item
    • Fine Level - select from low, normal, or high daily fine rates; the specific amount charged is determined by your library's circulation rules
    • Floating - not used by PLS
    • Status - the copy's current state, leave as "in process"
    • Reference? - is the copy a reference work, yes or no
    • OPAC Visible? - can the copy be found by searching the public catalog, yes or no
    • Price - the purchase price of the item; this is used when calculating Lost Materials bills
    • Acquisition Cost - not used by PLS
    • Deposit? - not used by PLS
    • Deposit Amount - not used by PLS
    • Quality - not used by PLS
    • Copy Alert - a free text area used to indicate something special about the copy; alerts display as pop-ups when the item is checked out and checked in
    • Statistical Categories - elements used to generate NYS Annual Report and statistical reports; these are required to create a copy record
  4. Hide (Show) Volume/Copy Details, Hide (Show) Copy Attributes - depending on the access point to open the Volume/Copy Editor, you can click these buttons to expand or collapse the Volume data or Copy attribute areas in order to display and/or edit both volume and copy data

WebClient_Holdings_VolumeCopyEditor_annot.png

Add Volumes/Copies

Search the Catalog for Holdings

Searching the catalog for holdings purposes is different than reference searching. Holdings maintenance staff are looking for title records containing details that match items in hand. Key match points include:

  • Format - regular print vs. large print, DVD vs. Blu-Ray, etc.
  • Title
  • Author, illustrator
  • Edition, added content

This data is a small subset of the title record data. The full record data is encoded in Machine Readable Catalog Record (MARC) format. Reviewing the MARC record, available by clicking the (MARC) link in the Record Summary, can help select the correct record for your item.

Review the information about Close Enough Records for more detail on what data must match, and what is close enough. Review the information about MARC Records for more detail on how title data is coded in the catalog record.

PLS strongly recommends using a keyword search of a title keyword and author name. This will typically return a set of relevant titles to review. Searching by scanning an ISBN or UPC may be easy, but will often miss valid, matching, or close enough records. ISBNs will vary by distributor (often for audiobooks and children's materials), some records may have only a 10-digit ISBN where the item scanned has a 13-digit ISBN, etc.

Add Copies (and volumes) from the Catalog > OPAC View

  1. From your catalog search results, select the title record that matches your item's format
  2. In the Record Summary, click Add Copies
    WebClient_Holdings_AddCopies_OpacView.png
    • The Volume/Copy Editor opens in a new tab
  3. In the Volume/Copy Details area enter the Call Number and barcode
    WebClient_Holdings_AddCopies_VolDetails.png
  4. In the Working Copies area, select and Apply a copy record template or manually enter the Copy Attributes
    WebClient_Holdings_AddCopies_CopyDetails.png
  5. Click Save & Exit
    • The Volume/Copy Editor tab closes
    • Refresh the Catalog tab / title record page to view the new copy

Add Copies to existing Volume from the Catalog > Holdings View

  1. From your catalog search results, select the title record that matches your item's format
  2. Click the Holdings View tab
  3. Select the Volume record, right click
  4. Click Add Copies
  5. The Volume/Copy Editor opens in a new tab
  6. In the Volume/Copy Details area enter the barcode
  7. In the Working Copies area, select and Apply a copy record template or manually enter the Copy Attributes
  8. Click Save & Exit
    • The Volume/Copy Editor tab closes
    • The new copy displays in the Holdings list

Add Items (Copies) and Volumes from Item Status

  1. Enter the barcode of a copy attached to the title to which you are adding a new copy
  2. Select the record, right click
  3. Select Add Items
  4. The Volume/Copy Editor opens in a new tab
  5. In the Volume/Copy Details area enter the barcode
  6. In the Working Copies area, select and Apply a copy record template or manually enter the Copy Attributes
  7. Click Save & Exit
    • The Volume/Copy Editor tab closes
    • Scan the new copy barcode to view the record

Add Copy Notes

Copy notes can be added to a record when creating a new copy record, or later to an existing copy.

  1. Within the Working Copies area / item attributes, click Copy Notes
    WebClient_Holdings_AddCopies_AddCopyNote.png
  2. In the New Copy Note dialog enter:
    • Note title
    • Note text
    • Check Public Note to have the note visible in the public catalog, otherwise, the note will only be visible to staff
  3. Click OK
    WebClient_Holdings_AddCopies_CopyNote.png
  4. Click Save and Exit

Return to the OPAC View and refresh the list to see the note:
WebClient_Holdings_AddCopies_CopyNote_Display.png

Add Copy Tags

Copy tags allow staff to apply a text label or tag to copies. They display similarly to copy notes, but are searchable.

  1. Within the Working Copies area / item attributes, click Copy Tags
    WebClient_Holdings_AddCopies_AddCopyTag.png
  2. In the Manage Copy Tags dialog
    1. Tag type will always be Digital Bookplate
    2. Enter the tag label
    3. Click Add Tag, the entered tag will appear above the text boxes
    4. Enter additional tags if needed
    5. Click OK
      WebClient_Holdings_AddCopies_AddCopyTag_ManageTags.png
  3. Click Save and Exit

Return to the OPAC View and refresh the list to see the tag:
WebClient_Holdings_AddCopies_AddCopyTag_Display.png

Edit Copies

From OPAC View


WebClient_Holdings_EditCopies_OpacView.png

From Holdings View


WebClient_Holdings_EditCopies_HoldingsView.png

From Item Status

Batch Edit Copies

Copy records can be edited in batches of 50-100 records (the more records in a batch, the longer it takes for records to load and edits to save) if the same edit is being made to all of the copy records. Copy records can be edited while in a circulating status (checked out, in transit, on hold shelf, etc.) if the edit does not change the status. Changes made to attributes that affect circulation (loan duration, circulation modifier, fine level, etc.) will not change a current circulation.

From Holdings View

Multiple copies on the same volume record can be edited as a batch.

  1. From the Holdings List, select each of the copy records to edit
  2. Right click, select Edit Copies
  3. In the Volume/Copy Editor, all copy records will display
  4. Select the copy attributes to apply
  5. Click Save and Exit
Updates will be reflected in the holdings list.

From Item Status

Multiple copies attached to any volume or title record can be edited as a batch from Item Status.

  1. Scan items into Item Status or use Upload from File to import barcodes
  2. Select the records to edit
  3. Right click, select Edit Copies
  4. In the Volume/Copy Editor, all copy records will display
  5. Select the copy attributes to apply
  6. Click Save and Exit
Updates will NOT be reflected in the Item Status list. The barcodes would have to be re-scanned or re-uploaded to see updates.


WebClient_Holdings_EditVolumes_ItemStatus_Batch.png

Upload from File

A plain text file of barcodes (and only barcodes) can be used to import a batch of copy records into Item Status. This feature is best used when updating records from a spreadsheet report.

  1. Create the barcode file
    1. Open a report spreadsheet (such as a Shelf List report)
    2. Open Notepad or other plain text editor (do NOT use Word)
    3. In the spreadsheet, select the barcodes from the barcodes column (do not select the header or any other data)
      • Barcodes must be formatted to look like barcodes, not "5.21181E+13" notation
    4. Right click, select Copy
    5. Open Notepad, right click, select Paste
    6. Save file
  2. Upload the file
    1. Open Item Status
    2. At the bottom of the page, uncheck Trim List (20 rows)
    3. Click Choose File
    4. Select your text file, click Open
    5. Records will populate the list

Replace Barcode

If an item's barcode is missing, damaged, not scannable, or needs to be replaced for any other reason, the Replace Barcode option can be used. This function is available from the Circulation Menu, or from Item Status. If using Item Status, the items original barcode will auto-populate the Replace Item Barcode pop-up.


WebClient_Holdings_ReplaceBarcode.png

Edit Volumes (call numbers)

Links to Edit Volumes specifically gives access only to editing the call number.
WebClient_Holdings_EditVolumes_ItemStatus_Editor.png

Batch edit volumes (call numbers)

Call Number Recommendations

For some records, Call Numbers will be included in the MARC record; PLS has configured Evergreen to display only Dewey Decimal System call numbers when available. Libraries do not have to use these numbers at all, or can modify the numbers to better suit their needs. The primary purpose of call numbers in our libraries is to provide a means for patrons and staff to locate materials ont he shelves.

Examples of modifying a call number to fit local needs is giving baby name books (technically 929.x) the same call number as pregnancy books (618.x), so that they are located near each other. So long as the call number on the item matches the call number in the catalog record and are generally consistent from one item to the next, PLS has no opinion about local call numbers.

Call number prefixes - FIC, NF, J, etc. - and suffixes - LP, PB, etc. - should also be used consistently. This helps sorting reports in additional to findability.

Transfer Items to a different Volume

Delete Copies

Delete Copies and Volumes

Last Copy

EvergreenWebForm
Topic Subject Web Client
Service Evergreen
Documentation type None
Year

Includes RT Form? No
Status

Topic revision: r14 - 18 Jun 2019 - 15:08:51 - LindsayStratton
Evergreen.HoldingsAddCopies moved from Evergreen.HoldingsAddItems on 17 Jun 2019 - 18:43 by LindsayStratton - put it back
 

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