3 ITEMS

This chapter includes the following sections:

WHAT IS AN ITEM?

In the Alephino-system, an item consists of a single record where the information about it is stored.

Item records are linked to administrative records, and cannot exist without an administrative record. Each item is identified by the administrative record number and an item sequence number. Several items can share the same administrative record in which case they will have the same System number although with a separate item sequence number. Each item must also have a unique barcode. To work with any item's record, open the Item tab:



In the Circulation module, you have access to the following Item functions: See the Items - Items working Modes chapter for details about the Items Overview and Items Functional Working modes.

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THE ITEM TAB

The Item tab is comprised of four roots and three nodes, which bring up corresponding panes when clicked.

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THE ITEM BAR

The Item bar includes the following six elements:
  1. The Item icon on the far left.
  2. The Item field where you enter the call number or item barcode.
  3. The list button.
  4. The arrow button sends the value entered in the Item field to the server.
  5. The display area shows the author and the title of the bibliographic record that the item is attached to.
  6. The Catalog Record and Create Item and the Full screen icons on the far right.
The Item Bar is only active when either the Item Tab or the Loan Tab is open.



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3.1 OPEN AN ITEM RECORD

Enter the item's barcode or call number in the Item Bar's Item field and click .




There are several ways to do this:
  1. Type the item barcode or call number in the Item field.
  2. Scan in the item barcode.
  3. Select an item from the Item List by Call Number. The Item List by Call Number is invoked by clicking the icon on the Item bar:



    To search for an item by call number, enter the call number in the Enter Starting Point field. In the field to the right of the Enter Starting Point field, enter one digit that defines the call number type or choose one from the menu.

    To jump to a particular point in the list enter a string in the Enter Starting Point field and press Enter. To jump to the start of a call number type in the list, enter a call number type in the right-hand field, place the cursor in the left-hand field and press Enter. The first line with the chosen call number type is displayed.

    Highlight a call number and click Select.
A list of items for the administrative record that was found will be displayed in the Items List in the upper pane.



Sort Options
This field indicates how a list of items will be sorted. There are seven available options. You can also change the sort option manually by clicking on the arrow and selecting an option from the pull-down menu.

The following buttons are available on this screen:

Hold Request
Click Hold Request to place a hold on the highlighted item. You may place a hold request only if the patron has hold privileges.

Claim Return
Sometimes, a patron claims that he returned an item, even though there is no record of it having been returned. If you want to make note of this situation, click the Claim Return button. You will be asked to confirm that the item was claimed as returned.

Lost
If you want to declare a loaned item as lost, click the Lost button. You will be asked to confirm that the item is considered lost. When you do so, a "Lost Material Bill" will be sent automatically to the person who borrowed (and lost) the item.

Recall
Click Recall to recall a loaned item without creating a hold. This function enables you to recall an item without creating an hold request.
The recall button is active only for loaned items. You can initiate only one recall per item.

Print Slip
To print an item slip, highlight the item and click Print.

-> Push to Items
Click -> Push to Items to go to the Item tab in the Cataloging module to continue working with the item record of the highlighted entry.

Refresh
Click Refresh to reload the Item List from the server so that it reflects changes that have occurred since you first opened the window.

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3.2 CATALOG RECORD AND CREATE ITEM

This option enables you to catalog a record and create a corresponding item with minimum information. Once such a record exists, the item may be loaned. The item may be cataloged in full later using the Cataloging module.

Choose this option by selecting Items/Catalog Record and Create Item from the Circulation module's main menu,or by clicking the Catalog Record and Create Item icon on the far right of the Item bar. The "Choose Bibliographic Library" window will be displayed. It has two tabs: Document Information and Item Information.



Fill in the fields with the essential information for cataloging the record. Note that the record does not undergo cataloging checks.



The Item Information window has the following fields:

Open Date
The Open Date is the date the item record was first opened. The date is filled in automatically by the system.

Sequence Number
The sequence number uniquely identifies the item in the administrative record. The system will automatically assign a number.

Item Barcode
This information is mandatory. You can use your barcode reader to scan in the barcode that you stick on the item.

Material Type
This information is mandatory. Choose the material type from the menu.

Sublibrary
This information is mandatory. Choose the sublibrary from the drop-down menu.

Collection
This information is optional. Your library may designate collections such as Reading room, Repository or Archive. You can choose from a list of collections by clicking the button to the right side of the field.

Item Status
This field is mandatory. Item status defines the circulation policy for the material. Choose the sublibrary from the drop-down menu.

Item Process Status
Choose one of the options that describe the item's current process status or leave the field blank.

Call Number Type
The Call Number Type is the method your library will use to arrange this item on the shelf. This is an optional field and should be used according to library policy.If your library assigns only one location to an item, be sure to fill in this Call Number field and leave the "Second Call Number" field blank

Call Number
This is an alphanumeric code that identifies the shelf location of the item. You may type in text, choose from a menu, or use a form to enter a call number. If your library assigns only one location to an item, be sure to fill in this Call Number field and leave the "Second Call Number" field blank.

Second Call Number Type
It is possible to use two call number schemes. In this case use this field to enter the second call number scheme. Otherwise leave the "Second Call Number" field blank.

Second Call Number
This is an alphanumeric code that identifies the shelf location of the item. You may type in text, choose from a menu, or use a preconfigured number pattern to enter a call number. If your library assigns only one location to an item, be sure to fill in the first Call Number field and leave the Second Call Number field blank.

Description
The description field will appear in the Web OPAC and can be used for volume information. It is used for defining journals and the issues.

OPAC Note
This note will appear in the Web OPAC.

Internal Note
This note will appear on the Item form.

Circulation Note
This note will appear in Circulation transactions.

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3.3 CHANGE ITEM INFORMATION

This function lets you change information about an item such as its item status, the sublibrary and collection to which it belongs, and its location. This function assumes that you have an existing item (or a group of items) whose information you want to change.

Choose this option from the Circulation module's main menu by selecting Items/Change Item Information. The following screen is displayed:



This screen enables you to determine the new item status, sublibrary, collection, etc... You only need to fill in the information that you want changed in the items' records.

If you want the data in a particular field to be deleted, enter a minus sign.

When you are finished filling in the form, click OK.

Following type or scan in the barcode number(s) of the item(s).



This screen shows the changes that will be made to the item record(s) as soon as you enter the barcode number(s).

You may use the barcode reader to scan in the barcode(s). Click OK or press Enter. (If you want to scan barcodes for a number of items, you may set your barcode reader to automatically insert a carriage return (Enter) command after each barcode is scanned in.)

When you have finished changing the information for all the items you want, click Close.

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3.5 CHANGE ITEM PROCESS STATUS

This option is accessible from the Items / Change Item Process Status option.

Use this window to update the Item Process Status.



Type in the new item process status or select one from a predefined list.

If you wish to delete the item process status, enter a a minus sign.

The function Remote Storage ID is not implemented in ALEPHINO.

Enter or scan in the item barcode and click OK to make the change.

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Go to next section (Loans)