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Home > Minerva > Cataloging > How To's > Create Item Records

How To Create Item Records

The key things to remember in creating new item records with the GUI Cat software module are these:

Steps to Create New Item Records:

  1. As with all cataloging, the first step is a search.  If the title in hand is already cataloged, an item record for the new copy is to the existing bibliographic record.  If the title is not in the database, it should be sought through a Z39.50 search (or search of a bibliographic utility if the library has access to one).  Only if all this fails should a site do original cataloging, guidelines for which are covered in another document.
  2. Once a correct bib record has been found, click the "tents" icon and enter the 3-character library location.  Click the Save icon.
  3. New item records can only be created from a template.  One template may be used for all purposes, or multiple templates, one for each common type of item, may be created.
  4. Templates contain predefined values for common data elements, for example copy number, 5-character item location, item type.  All predefined template values may be edited, if desired.
  5. With the GUI Cat software, templates are created and stored on a local PC.  They are not held on the Minerva server.  As a result, one must copy templates from machine to machine, or store them on a local area network server, in order to share them.  The normal location for templates is the \guicat\templates directory.  Basic bib and item templates can be downloaded
  6. Be sure that fixed fields contain accurate information.
  7. Item Location is always a five-character value.
  8. Item type is important.  In most cases, it will refer to a media type, e.g. book, videocassette, serial, kit, etc.  A few libraries, however, use a special circulation-related item type like "overnight", "non-circ", etc.
  9. Variable fields are few, but important.
  10. Call numbers are always stored in a MARC field:
    • 090 for LC
      092 for Dewey
      096 for NLM
    • Call numbers may be entered entirely in a subfield |a (the |a delimiter is not shown in the Innovative display, however), or divided between a subfield |a and a subfield |b.  In the OPAC the two will be combined into a single call number.
    • Never use a generic "c - Call Number" designation for call number.  A MARC tag here is important.
  11. Barcodes are always stored in a field "b".  Type "b" at the left margin on a blank line and the word "barcode" appears.  Tab past it and enter the item barcode.
  12. Type "?" at the left margin of a blank line for a display of other possible item fields, which include:
    x Note
    m Message (Appears as staff alert in Circulation)
    v Volume (Appears immediately after call number in the OPAC item display)
  13. Click on the diskette icon to save changes, then close the item edit window, either with the red cancel  button or the window close button.   Though the item is fully saved at this point, the new item does  not appear on the item summary display unless one clicks the Refresh button on that screen.
  14. Close the bib record.

Note: Many batch loaded records contain 945 fields that are used for diagnostic purposes.  These are not necessary for new items, but should not be deleted from old item records.

Updates

This document is updated as required, and in response to user suggestions and questions.  If you have comments in this regard, send feedback.