Polaris 4.1 Training. Item Record Management

Transcription

1 Polaris 4.1 Training Item Record Management 1 1

2 3 Item records Cataloging view Circulation view Source and Acquisitions view Notes and Notices view History view Creating new item records Label Manager 2

3 Item records Cataloging view Hint From the staff workform in System Administration, go to Profile/Staff Client/Default view selected when item record opened to set the cataloging view The first view of an item record is the cataloging view A individual staff level profile can be set so that items always open to this view for catalogers White fields can be edited gray cannot Bolded fields must be filled in to save the workform 3

4 Item records Circulation view This view shows circulation information for example, who the item is checked out to, the last borrower and date due Clicking on the enabled buttons will bring staff to the patron s status record 4

5 Item records Source and Acquisitions view The Source and Acquisitions view will allow the cataloger to see information such as funding, PO and invoice numbers, donor information and statistics Many of the fields will be populated automatically if the item came through the acquisitions process The First Available date field is the date that the first item attached to the bib became available for check out 5

6 Item records Notes and Notices view This view of an item record holds various notes, notice information and blocks Catalogers can add a library assigned block or a free text block Both types of blocks will pop up whenever the item is checked in or out 6

7 Item record History view Hint The length of time the history is kept can be changed in System Administration. Go to Parameters/Cataloging/Item record history time threshold The History view of an item record shows each time an item record was touched Information logged here includes User ID and workstation By default this history is saved for a year 7

8 Creating new item records From the item record, click the New icon The New Item Record box will appear Select Copy Existing Work Form 8

9 Creating new item records Replace the barcode Change Assigned Select Shelf Location (if necessary) Check in the item 9

10 Label Manager To access Label Manager, go to Utilities/Label Manager on the Polaris Shortcut Bar A label request is automatically sent to Label Manager each time you create a new item record this can be turned off in System Administration if needed (Profiles/Staff Client/Labels: automatically generate label for each item record created) Staff can also manually request a label using the label request icons at the top of the item workform 10

11 Label Manager Defaults can be set for Label Manager in System Administration (Profiles/Staff Client/Labels ), but each staff member can customize their own labels In Label Manager, go to Tools/Label Settings and Content the types of labels used and what is mapped to each piece of a label can be controlled here Staff can set defaults (Cataloging/Options on the Polaris Shortcut bar) for the type of label you would like to use as well as the print method Custom labels can also be created 11

12 4 Other cataloging topics Record Sets Bulk change Item records Bibliographic records 12

13 Record sets A record set is a subset of records in the database for a particular purpose a list of records or for a bulk change Use the Settings tab on a Find Tool to create the record set--the record set can be opened immediately or retrieved later under Cataloging/Record Sets Record sets can also be created by multi-selecting items from a results list, right-mouse clicking and selecting Add to Record Set/New or Existing 13

14 Record sets Record sets can be created for bib, item, authority and patron records They are a virtual grouping of records and a record can belong to any number of record sets Staff can delete record sets upon demand or they can remain in the database indefinitely Staff can also create a record set for: All the linked item records from a bib record set All the linked bib records from an item record set All the linked bibs from an authority record set All the linked authorities from a bib record set 14

15 Bulk change item records A record set can be created by clicking on the New icon on the Polaris Shortcut bar and selecting Record Set Records can be added to or deleted from a record set by using icons on the line item toolbar Click the Bulk Change icon at the top of the record set workform to perform a bulk change 15

16 Bulk change item records In this example, items are being changed from missing to a withdrawn circulation status and the display in PAC is being turned off A default report name is defined An error record set can also be defined as a safeguard 16

17 Bulk change item records After reviewing the Summary of Changes, click continue Staff will receive a confirmation that the change was completed successfully Review the report Open the record set and look for the changes 17