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Donahue Shipment Preparation

Truncated Steps:

Step 1. Search for item in ALEPH (Search tab)
Step 2. Brief record (Cataloging tab)
Step 3. Item record (Items tab)
Step 4. Confirmation (Search tab)

Detailed Instructions:

STEP 1. Search for item in ALEPH

If the item in hand has a barcode:

• Insert cursor in Barcode field
• Wand barcode on item
  • If an item record pops up, click the Edit BIB Record icon to push the record to the Records tab
  • If a dialog box indicates “Item does not exist!” search the item by title

If the item does not have a barcode -or- the barcode does not bring up an item record:

• Search the item by title in the Search tab
  • Use the “Find” function
  • OR the “Browse” function
• If your search locates the appropriate record, highlight the title and click the Catalog button to push the record to the Records tab
• If your search does not locate the appropriate record, you must create a new brief record.

STEP 2. Brief Record

If a brief record does exist:

• Push the record to the Records tab using either the Edit BIB Record -or- Catalog button, as instructed in STEP 1.
• In the Records tab, check match points to confirm that the record conforms to the item in hand
  • Pay special attention to the 245 (title) field and the 949 (barcode) field – it is essential that both are present and accurate. Other fields may also help to confirm the relevance of a record, such as the 260 (publisher), 300 (physical description), 4XX (series) and 5XX (notes) fields.
• If the item in hand matches the existing bibliographic record, move to STEP 3.
• If the item does not match the bibliographic record, you must create a new brief record.

To create a new brief record:

• Click on the Open Template button
• Select Brief from the list
• Click Open
• Complete the 245 (title) field with the title established on the item in hand’s title page.
  • Note that the Indicators of the 245 field should be “10” – the “1” indicates that the title is an added entry, the “0” indicates that there are no non-filing characters. If the title begins with the word “the,” the second indicator should be “4” – if the title begins with the word “a,” the second indicator should be “2.”
  • Also note that the title is split between subfields “a” and “b” – subfield “a” is used for the main title, and subfield “b” is used for the subtitle.
• After completing the 245 field, create a new field by pressing the F6 key on your keyboard
• Enter 949 in the blank field – leave both indicators blank, and change the subfield to “p” for “barcode”
•  Wand Wand the barcode into the 949 field
• Click the Save on Server and Local Drive button to save the new brief record
•  A A dialog box may pop up alerting you to errors relating to the 260 and 245 fields – you should override the following two record check warnings:
•  If If any additional warnings other than those above are listed, check with a supervisor to ensure that your brief record is acceptable.

STEP 3. Item Record

• After confirming or completing the brief record, click on the Search tab to search for the item in hand using your established title (note that at times there is a delay in ALEPH, so it may take a few minutes before the record is accessible through the Search tab)
• Upon searching, highlight the appropriate title and click the Show button
• From the Show screen, click the Items button to push the record to the Items tab
• In the Items tab, click the New button
• Insert the cursor into the Barcode field and wand the barcode on the item in hand
• Input the Sublibrary code according to stamp on item in hand (AER, ENG, DEW, HUM, LIN, LSA, RTC, SCI
• Change the Collection to OFFCT
•   Change the Call No. Type/Call No. to CATYYMM (example: for July 2008, input CAT0807)
•   Input the Item Status according to the item in hand (AER, ENG, DEW, HUM, LIN, RTC, SCI = 01 ; LSA = 15)  
• Input the Item Process Status as IP
•   Double-check to ensure that the Material Type indicates Book
•  After After you have completed all fields in the Items tab, click the Update button to save the changes to the Item record

STEP 4. Confirmation

After completing Steps 1-3, you may confirm that the item in hand was added to the CATYYMM list: 

• Select the Browse function in the Search tab, heading list: Call number/subject

• Type CATYYMM (ex. CAT0807) in the Browse field and hit ENTER

• The resulting list will indicate the number of items entered into the CATYYMM shipment for the indicated month
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  • • Note: The initial list will only list the number of items up to 50 – any number above 50 will be listed as 50+. To see the total number if it rises above 50 items, highlight the appropriate CATYYMM and click Show to see the full list of items.