Scope: This procedure provides guidelines for inputting instance (bibliographic) records into FOLIO's Inventory app for newly acquired print monographs when no other cataloging copy is available. .
While all fields in our preliminary records are important, some are more critical to Batchmatch matching than others and that information is annotated in red. Also see Distribution of Non-Fastcat Books after Receiving/Inputting (LTS Procedure #76) and CUL Locations Requiring Special Treatment (LTS Procedure 4c) .
Contact: Laura Daniels / Pedro Arroyo
Date last updated: June 22, 2021
Date of next review: June 2022
Table of Contents:
Create a New Preliminary Instance Record
In the Inventory app default Actions menu, select "New"
(For more information see: Inventory: Inputting and Updating non-MARC bibliographic (Instance) records)
Add the following elements:
Administrative Data:
Instance status term: Uncataloged
Mode of issuance: single unit or multipart monograph (as appropriate)
Statistical code if applicable (e.g., source codes) ( see Source Information For The 948 Field in the Local Tags used in Voyager (LTS Procedure #136) document, which needs updating for FOLIO)
Title Data:
Resource title: the title exactly as it appears (with initial articles) on the preferred source (title page, cover, other source)
Index title: copy and paste the Resource title, removing any initial articles
Alternative titles: add any variant titles that might be needed for identification or access; use default type "other title"
Series titles: enter the series title as it appears on the piece; entering numbering if available, preceded by a semicolon
Identifiers:
Add any available identifiers from the piece in hand (such as ISBN)
Contributors:
These are the equivalent of 1xx and 7xx fields for authors, editors, illustrators, etc.
Enter the Name and Name type only, using the authorized form of names, if available, minus any subfield indicators
Name type: Personal name
Dimsdale, Marcus Southwell.
Adams, W. A.
Nash, Ogden, 1902-1971.
Name type: Corporate name
Cornell University. Department of Music.
Name type: Meeting name
International Symposium on Electronic Engineering (2nd : 1985 : San Francisco, Calif.)
International Symposium on Electronic Engineering (1985
Descriptive Data
Publications: Enter the Publisher and Place as they appear on the piece. Enter the Publication date. You can leave Publisher role blank.
Editions: Enter an edition statement only if it appears on the piece.
Physical descriptions: enter pagination and other significant physical information here
Pagination: Include each numbered sequence
xiv, 206 pages : illustrations ; 30 cm
Other
Resource type: Select "text"
Format: Select "unmediated – volume"
(Resource type + format correspond to the MARC 336, 337, 338 fields)
Languages: Select the appropriate language(s) to indicate the language of the resource
Select "Save and Close"
Create a Holdings Record
In the detailed view of the instance record you just created, select "Add holdings"
(For more information see: Inventory: Holdings Records)
Add the following elements:
Holdings type
Permanent location
Holdings statement if applicable (e.g., for multivols)
N.B. The first or subsequent volume of a multi-vol set that lacks subject headings should be sent to storage.
Holdings notes:
Add a Staff only note with the appropriate storage code
Add a Staff only Transaction note using the appropriate macro for inputting /[this note will eventually be recorded in the instance record]
Create an Item Record
Select "Add item" (next to "View Holdings")
(For more information see: Inventory: Item Records)
Add the following elements:
Barcode (see LTS Procedure #15)
Material type: Book
Copy number (only if applicable)Enumeration (only if applicable, e.g., v.1)Permanent loan type
Final Steps
- Write the FOLIO Holdings HRID and, when appropriate, the storage code, on the flyer
- Put the item on the appropriate truck in Physical Processing