Technical Services Procedures

Maintaining the Online Catalog - Miscellaneous Maintenance : Daily Circulation

Page Editor: Linda Kowalk
Last Updated: October 18, 2006

When a book is checked out from Circulation and no item record is found on Magic, Circulation makes a printout with the book's title, call no. and barcode along with the patron's information. These are what DataCat works from to create an item for the book attached to the correct record. Pick up these forms and the green laminated sheet "These are items that need to be created..." from the black stacking files above the drop box in Circulation. The file is labeled "Item Creations".

• Search for a Magic record from the printout from circ. using the call number. If nothing is found try any other means you can (author, title, etc.) from the information on the printout you have received.
• If a record is found, check for a dummy item record for the copy you have in hand. Instead of using this dummy item, create a new item record and use it for the piece checked out.
  • Add a barcode field and enter the barcode from the printout.
  • Add a "WORK STATS" field to the item record and insert an electronic stats code (including your initials), a dash, the date, a dash, and the worker ID number from the daily circ sheet preceeded by #, a space, and the substitution phrase "Created from down form". (EX: dcdailyljk-6/5/03-#63 %dn). The "%dn" will insert the substitution phrase for you. If no worker # is available on the form, just skip that part..
  • Once the new item is created, the dummy item should be deleted from the record.
• If a record is found but there is no dummy item for the piece you have in hand, create the item record you need with all the pertinent fields.
  • Add a barcode field and add the barcode from the printout.
  • Add a "WORK STATS" field to the record and insert an electronic stats code (including your initials), a dash, the date, a dash, and the worker ID number from the daily circ sheet preceeded by #, a space, and the substitution phrase "Created from down form". (EX: dcdailyljk-6/5/03-#63 %dn). The "%dn" will insert the substitution phrase for you.
• If you do not find a record on Magic that seems to fit with the printout you have in hand, you must create a temporary record.
  • From the main search screen in staff mode, back out to "KEY new records". (Hit <Enter>, <q> to quit.).
  • Choose K> "KEY new record".
  • Enter your logon initials and password.
  • Choose 2> for "BIBLIOGRAPHIC and ITEM records".
  • Choose 05> for the book bib template.
  • Choose 05> for the book item template.
  • Answer "y" to check for duplication.
  • "N" to key MARC records.
  • "Y" or "n" for substitution phrases depending on whether or not you want to use any. (If you only have 1 record to key in, this is not worth the effort, but if you have 10 records to key in, with similar information needed for each record, consider this option.).
  • Answer "y" if all options are as you want them.
  • You will be prompted to fill in the necessary fields. If you are lacking information for some of the fields just leave them blank and continue. When prompted for a "NOTE" field on the bib record, insert the statement TEMPORARY CHECKOUT RECORD. This note may be inserted with a permanent substitution phrase (type, %U or, %u).
  • On the item record you will be prompted for a WORK STATS field. Insert an electronic stats code (including your initials), a dash, the date, a dash, and the worker ID number from the daily circ sheet preceeded by #, a space, and the substitution phrase "Created from down form". (EX: dcdailyljk-6/5/03-#63 %dn). The "%dn" will insert the substitution phrase for you. The item template will also place an "x" in the IMESSAGE field so it is automatically tagged for cat/circ review when returned from the patron.
  • If the item you have created is for a Gov. Docs. title with a non-LC call number, you must change the call number field from an 090 to an 099. Quit out of the "KEY new record" mode and then bring the record back up in "Update" mode. In the bib record, insert a new call number field (I, c, and type 099 in place of the 090 that comes up). Then type the Gov. Docs call no., or copy and paste if the call no. is in an 090 in the record. [Enter] to accept the field. Then delete the call number that is in the 090 field.
• When all items have been created for the daily circ. sheets, return the sheets to Circulation. Place on the Circ. Supervisor's desk with the green laminated sheet on top.