Library Staff- Technical Services WMS Training: Add Gift / Donated Book to Library's Holdings

For the 11-15-19 training session, call numbers were provided but following are steps you can use to find the best call number for the book in hand

1. Check Local Practices Page within this guide -this page has local cataloging and processing policies for certain types of books and some of the policies may apply to your book.

2. For Dewey number, generally use the same one  listed in the catalog record at field 082 -try to keep it under 5 decimals. however:

• Many times when you recive an item the suggested number will appear in the Call #/Barcode box.
• Also check verso of the title page for CIP (Cataloging in Publication) information
• You can also go to OCLC's Classify  page  and use the search  box to retrieve the Dewey number most other libraries have used for this title.
• Also do a search in the catalog for similar  books to be sure books on the same subject  (for  fiction, search by name of author) are classed/cuttered next to each other.

3.For  Cutter Number- use the Cutter Sanborn four-figure table.  - However if there are a number of other books by the same author already cataloged and they have the older three-figure number and there are time constraints, we may use the existing cutter and just make a note to change all the books at another time such as during the summer. However, it is preferable to change all the relevant works to the new four digit cutter number, if possible.

4. Add a work mark at the end of the cutter number.  Work marks consist of lower case letters which are added to the end of the cutter number. Work marks are usually taken from the title of the item. They are a way to distinguish between titles and also to keep titles with the same main entry and class number in alphabetical order. For example this call number is for Toni Morrison's book Paradise: B 813.54 M882p 1998. The work mark is p and presents the title of the novel.

5. After cutter number add publication date and save record.

6. After saving record, check entry in the catalog to be sure its what you intended to write.  Its easier to check for the occasional minor mistake from the public catalog page.

7. Also while viewing the catalog record in the public catalog,  use the Browse the Shelf feature to view neighboring items on the shelf. This is another way to check to see if the call number and cutter number are the most helpful ones for the book in question.

However the Browse the Shelf feature does not limit books to the same collection as the book displayed in the record . (Example for a main collection book, you may also see J, B and SPEC, etc books in addition to books from main collection).

Materials added to the library collections (holdings) are either ordered from a book vendor or received as a gift.  This page describes how to add a gift item .

The Library maintains a count of gift/donated items that are added to the library's holdings. To help us maintain our statistics please follow the following procedures:

1: Go to Acquisitions>

2. Select Discover Items>

3. Use the search box to bring up records for the items.  (Scanning ISBN is often the easiest)

4. Click SEARCH

5. Review records that come up.

6. If library already has copies for this title, use that record.

7.Select ADD TO dropdown menu and click on Order.

8. The Add item to order menu appears.

 

9. Under Order Type Select Gift/Donation List (10) Then click Apply (11).

For the purposes of today's training exercise, I have created a gift/donation list for each of you under your last name. Enter your last name in the search box and click Search to bring it up.

12. Then click ADD to add book to the selected gift list.

12. There should be a gift/donation list already created for the fiscal year.  Select this list

(But if the list is full, then see left sidebar instructions and create an additional gift/donation list for the same fiscal year)

 

13. Click the Receive Item button. 

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(Also ensure that the Action drop-down is just Receive rather than Receive and Invoice.)

14. Add call number and barcode (for training purposes we will add call number a few steps from now.)

 

After entering barcode, place cursor at end of the barcode number -then press enter key on your keyboard. This will cause the record to be processed.

 

15. To review the processed record and make any changes, click the arrow and select the barcode for the record you want to edit.

 

16. Select barcode for record you wish to edit.

 

17.

Edit Item -allows you to change call number, shelving location and barcode

View/Edit in MARC 21 allows you to edit more information about this volume.

Send to label print - allows you to automatically print call number on a spinel label.

 

18. For purposes of the training exercise, lets select the blue button Edit Item and change 3 fields:

• Change shelving location, if needed
• Add call number (In the cutter box, after cutter number,add the publication date)
• Select  Note>Staff and enter name of donor (e.g. Mrs. Mary Smith)
• Then click blue button Save item.

19. Check record in the public catalog  -its easier to sometimes catch the occasional minor error from this display.  Check the shelving location and the  call number.