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How To Create Item Records

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

1. As with all cataloging, the first step is a search. If the title in hand is already cataloged, just add an item record to indicate that your library owns one or more copies. If it is not already in the Holdings Database, search for the title using the Z39.50 search button. If a library has access to a bibliographic utility, it represents an option. Only if this fails should a site do original cataloging, guidelines for which can be found in the Cataloging Standards.
2. The GUI Cat cataloging software requires that new item records be created from a template.Such templates are local to the desktop computer and are created and maintained locally. One template may be used for all purposes, or multiple templates, one for each common type of item, may be created.
3. Templates contain predefined values for common data elements, e.g. 5-character item location, item type, call number. All predefined template values may be edited, if desired.
4. Templates are created and stored on one's PC. They are not held on the Holdings Database 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.
5. Be sure that fixed fields contain accurate information.
6. Item Location is always a five-character value.
7. Item type is important. There are values for all manner of media.Select the value appropriate to the lending availability of the item within the Maine InfoNet Statewide Catalog.

Currently Defined Values

001 > Book - Requestable 002 > Newspaper - Requestable 003 > Periodical - Requestable 004 > Serial - Requestable 005 > Audio Cass - Requestable 006 > CD - Requestable 007 > LP Record - Requestable 008 > Video Cass - Requestable 009 > Video Disc - Requestable 010 > DVD - Requestable 011 > CD-ROM - Requestable 012 > Floppy Disk - Requestable 013 > Filmstrip - Requestable 014 > Film - Requestable 015 > Slide - Requestable 016 > Software - Requestable 017 > Dat file - Requestable 018 > Microform - Requestable 019 > Large Type - Requestable 020 > Broadside - Requestable 021 > Kit - Requestable 022 > Game - Requestable 023 > Realia - Requestable 024 > Model - Requestable 025 > Manuscript - Requestable 026 > Score - Requestable 027 > Map - Requestable 028 > Chart - Requestable 029 > Slide - Requestable 030 > Transparency - Requestable 031 > Art original - Requestable 032 > Art reproduction - Requestable 033 > Picture - Requestable 034 > Equipment - Requestable 035 > Gov Doc - Requestable 036 > Thesis - Requestable 037 > Activity card - Requestable 038 > Flash card - Requestable 039 > Paperback - Requestable 040 > Vertical File - Requestable 041 > Non-Book - Requestable 042 > Web page - Unrestricted 043 > Ejournal - Unrestricted 044 > Edirectory - Unrestricted 045 > Ebibliography - Unrestricted 046 > Abstracts database -Unrestricted 047 > Full text database -Unrestricted

101 > Book - Nonrequestable 102 > Newspaper - Nonrequestable 103 > Periodical - Nonrequestable 104 > Serial - Nonrequestable 105 > Audio Cass - Nonrequestable 106 > CD - Nonrequestable 107 > LP Record - Nonrequestable 108 > Video Cass - Nonrequestable 109 > Video Disc - Nonrequestable 110 > DVD - Nonrequestable 111 > CD-ROM - Nonrequestable 112 > Floppy Disk - Nonrequestable 113 > Filmstrip - Nonrequestable 114 > Film - Nonrequestable 115 > Slide - Nonrequestable 116 > Software - Nonrequestable 117 > Data file - Nonrequestable 118 > Microform - Nonrequestable 119 > Large Type - Nonrequestable 120 > Broadside - Nonrequestable 121 > Kit - Nonrequestable 122 > Game - Nonrequestable 123 > Realia - Nonrequestable 124 > Model - Nonrequestable 125 > Manuscript - Nonrequestable 126 > Score - Nonrequestable 127 > Map - Nonrequestable 128 > Chart - Nonrequestable 129 > Slide - Nonrequestable 130 > Transparency - Nonrequestable 131 > Art original - Nonrequestable 132 > Art reproduction -Nonrequestable 133 > Picture - Nonrequestable 134 > Equipment - Unrequestable 135 > Gov Doc - Unrequestable 136 > Thesis - Nonrequestable 137 > Activity card - Nonrequestable 138 > Flash card - Nonrequestable 139 > Paperback - Nonrequestable 140 > Vertical File - Nonrequestable 141 > Non-Book - Nonrequestable 142 > Web page - Restricted 143 > Ejournal - Restricted 144 > Edirectory - Restricted 145 > Ebibliography - Restricted 146 > Abstracts database - Restricted 147 > Full text database - Restricted

 

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