- 1. Part One - Overview What is an Item Record? (page 4) What is
a Bibliographic Record? (page 13) Searching for a Bibliographic
Record (page 21) Creating an Item record (page 29) Review the Three
Step Process (page 56) Quiz (page 68) This presentation was written
using Polaris 4.0 screen shots.Icons are larger and changed
slightly in Polaris 4.1.Where significant changes were made in the
Polaris 4.1 upgrade,the 4.0 screen shots were replaced.2
2. 3 3. What is an item record? An item record contains specific
information about one ofthe books, (or magazines, audio books etc.)
in your library. Two or more libraries may have the same book,
(ormagazine, audio book etc.), but the item record for eachwill be
unique. Between libraries, call number protocols differ,
lendingperiods differ, shelving locations differ as well as
finecodes, renewal limits, circulation status and other
libraryspecific facts about the books, (or audio books etc.). Each
item record has two unique indicators the barcode,(assigned by the
library) and the item record controlnumber (created by Polaris). 4
4. This is an item record 5 5. Item record cataloguing viewThe
icons on the banneron the left providedifferent views of theitem
record. This top ordefault view is thecataloguing view.1.
Cataloguing view2. Circulation view3. Source and acquisitions
view4. Notes and notices view5. History view Clicking on theicons
changes thebottom half of thework form, as seenin the next slides.6
6. Item record circulation viewCirculation view 7 7. Item record
source & acquisitions viewSource andacquisitions view8 8. Item
record notes and notices viewNotes and noticesview 9 9. Item record
History viewNotice threeplaces wherePolaris identifies the owner of
this item!History viewAs your item circulates this area will fill
up with circulation history! 10 10. The item control number is what
Polaris uses to distinguish between your item and an item belonging
to another library.The barcode is what the library uses to tell the
items apart!Now the new, saved itemrecord is added to the list
ofall the like items, held atdifferent libraries. These items
records are all linked to the same Bibliographic (Bib) record
(#488845).11 11. Our item record example derives its title and
authors namefrom the Bibliographic (Bib) record to which it is
linked. 12 12. 13 13. What is a Bibliographic (Bib) record? A Bib
record contains specific information about a book, (ormagazine,
audio book etc.) that is owned or on order by one ormore libraries.
Most Bib records in the Polaris database represent one
specificedition of an item (usually identified by a unique ISBN as
found onthe item). Some Bib records represent many issues or
editions of an item (likea monthly or yearly publication). These
will be the focus of parttwo of Creating and Editing Item Records.
All item records are linked to a Bib record by the Bib
controlnumber. The first step in adding a new item is to find a
matching Bib recordin the Polaris database. The next slide shows a
Bib record in the default (MARC) view. 14 14. Bib record (#488845)
MARC (MAchine Readable Cataloguing)viewThe Polaris machinecan read
this data byusing the numeric tagsthat are in the firstcolumn.
Familiarizeyourself with thesetags: 001 Bib control # 020 ISBN 100
Author 245 Title 260 Publisher 300 Physical data 520 Summary 600
Subject 700 - Illustrator A complete Bib record should have most of
these tags. 15 15. Bib record # 488845 MARC viewNote the icons on
theside banner.Clicking on thesecond icon opensthe record in the
PAC(Public AccessCatalogue) view.The PAC view isshown on the
nextslide16 16. Bib record # 488845 PAC viewIn this view a photo of
the item cover is often seen, as well as an icon which is
derivedfrom the cataloguers codes in the MARC record, informing
Polaris that the item inthis case is a book.Clicking the Full
Display button shows more information (text instead of numerictags
makes for easy reading).17 17. Bib record #488845 PAC Full Display
viewExamples that followwill use either theMARC view or theFull
display view ofBib records, so youbecome familiar withboth.Notice
that this viewdisplays the librarynames where the itemis
available.18 18. Incomplete Bib recordLook what is missing in
thisexample: No Author (100 tag) No ISBN (020 tag, subfield a) No
publisher (260 tag) No physical description(300) No subject
description(600s)Do NOT add your itemrecord to an incompleteBib
Record!If this is the ONLY Bib record you can find for Simply
Salads please send the item to headquarters for cataloguing.19 19.
Incomplete Bib record On Order recordLook what is missing in
thisexample: No Author (100 tag) No publisher (260 tag) No physical
description (300) No subject description (600s) Do NOT add your
item record to an on orderBib Record! If this is the ONLY Bib
record you can find for Simply Saladsplease send the item to
headquarters for cataloguing. 20 20. 21 21. How to search for a
complete Bib record Examine the item to be added carefully so your
search for the correct Bib record is successful. Check the front
and back covers and the title page. Also check the reverse of the
title page (Tp. verso). Search by ISBN!!22 22. What is an ISBN?A
barcode?A UPC code?A barcode is 14 digits long, and has your
library codein the 2,3,4 and 5th positions to identify items
whichbelong to your library. (PLS = 0100)UPCs (Universal Product
Codes) are 12 digit numbersfound on most items you purchase and are
used at storetills to scan an items price.An ISBN (International
Standard Book Number) is a 13 digit number which uniquely
identifies eachbook published. Look for 978 at the beginning of the
string. Some older books may have a similar10 digit number, or
both. (ie. 9780375834479, and 037583447x). DVDs may have a 10 digit
ISBN(not scannable) found above the UPC code. Magazines and serials
have a similar ISSN code(International Standard Serial Number)
found inside the publication. 23 23. Start by launching a Bib
record find tool Open a Bib Record Find Tool, by clicking on its
icon: Or by choosing Bibliographic Records on the Cataloguing
dropdown menu: 24 24. Use the drop downmenu in the searchby field
to searchby ISBN.Enter the ISBN inthe for field,preferably
byscanning.If you must enterthe ISBN manually,do not use spaces
orany other character,unless it is a letter xat the end of
thenumeric string.Be sure you arescanning an ISBN25 25. Usually
there willbe one result inthe find toolwindow. Doubleclick to open
theBib record.If there are noresults, send theitem in
toheadquarters forcataloguing.If there are morethan one result,read
each Bibrecord carefully tochoose the bestone.26 26. When there are
more than one Bib record with the same ISBN Open each record and
compare the item in hand to thedetailed information in the Bib.
Avoid adding to (older) Bib records which containmultiple ISBNs
(and therefore multiple formats hardcover, softcover, etc.) Do not
add items to incomplete or on-order records. If you cannot find a
good matching Bib, send the itemto headquarters for cataloguing.27
27. Items with no ISBNOccasionally self publishedvolumes or older
books do nothave ISBNs.Change the Bib record searchtool parameter
to Title orAuthor. In this example,choosing the
appropriatepublication date (1985 or1986) should be the
correctchoice. Regardless, open theBib record and compare it tothe
item in hand.Note that the search engine foundthe full title,
although only the firstthree words were entered. Spellingmust be
very accurate for titlesearches to work.28 28. 29 29. Introducing
the three step process.Every time you add an item record: Examine
the item in hand. Find the correct Bib record by searching for the
ISBN in Polaris.Keep referring back to the item to ensure accuracy.
Create a correct item record, and save it.CoverBack Cover Title
page Tp. verso30 30. Compare your item to the Bib recordRemember to
click onthe PAC view and seethe Full Display view,if that is easier
for youto read. Check for: 245 - Title 100 - Author 700 -
Illustrator 260 - Publisher 300 - Physicaldescription 600s -
Subjects 31 31. Find the perfect match?= ISBNOnce you are convinced
that you Title have the correct Bib Record, you are Authorready to
create a new item record, Illustrator which will be automatically
linked Publisher to this Bib record. Year of publication, placeYour
item will then be listed along Format or description (book, or
DVD?) with all the other books that are also Dimensions, number of
pages linked to the same Bib record. 32 32. Create your item
recordFrom the Bib record, click on the Create Item Record icon,
ORchoose Create ItemRecords from theTools drop downmenu. 33 33.
Completing the Item Record Work FormWhen the first new itemrecord
work form isopened, click on nonein the template columnand select
the templateto use. Then click onOK. 34 34. Item record new record
view In this screen select the template you want to use. This will
automatically populate the distribution fields. Click on OK to move
to the circulation view before saving.35 35. Item record with data
fields populated.36 36. Completing the Item Record Work FormBegin
by scanning in thenew barcode.Although this numbercan be entered
manually,it is best to scan thebarcode to ensureaccuracy.Polaris
recognizes anacceptable barcodeformat and when you aresaving the
record, willwarn you if you haveused too short or toolong a number
in thisfield. (ie: the ISBN) Affix the barcode on the item well
away from the ISBN and the UPC codes.37 37. Completing the Item
Record Work FormScan your librarybarcode to ensureaccuracy. Do
notscan the ISBN, as isshown here.Affix yourbarcode away from the
ISBNcode. 38 38. Completing the Item Record Work FormEnter the
price of theitem in the field shownusing the followingmonetary
format:x.xx (Polaris will addthe dollar sign).Enter 25.00 if no
priceis on your item.The price is importantif the book is lost anda
patron has to becharged for the item,and for reports valuingyour
collection. 39 39. Completing the Item Record Work FormFrom the
dropdown list choosethe appropriatecollection code forthis
item.Contact yourconsultant if thereis a collection codeyou would
like tohave, which is noton the drop downlist. 40 40. Completing
the Item Record Work FormFrom the drop down listchoose the
appropriateshelf location for theitem.Not all libraries use
shelflocation information.If you do, and there is ashelf location
you wouldlike to have on your dropdown list, contact
yourconsultant. 41 41. Completing the Item Record Work FormNote the
defaultcirculation status of anew item record:In Processing.Do not
change thisdrop down choicefrom In-processing.Use a Check In
screento check-in the itemafter you are finishedsaving it, so that
anyholds placed on the Bibrecord can be satisfied. 42 42.
Completing the Item Record Work FormNext, select the
correctCirculation Parametersfor the item.Notice how often
Polarisprovides drop down boxes topopulate database fields!This is
to prevent typingmistakes databasesperform best when fields
areaccurately filled in!Choose the correct: Material Type Loan
Period Fine Code Renewal Limit Material Type and Fine Code are
always the same.43 43. Completing the Item Record Work FormFinally,
fill in the callnumber information,before saving your newitem
record!These fields will createthe spine label for youritem, and
there are nodrop down menus toensure accuracy!Each field should
ONLYcontain the data it isdesigned for if the searchengines are to
workproperly. BE CAREFUL!44 44. Completing the Item Record Work
FormScheme: Dewey Decimal.The scheme should notbe changed
TRACcurrently uses thisclassification systemthroughout the
entirecollection.Prefix: Enter the correctprefix for the item
asused for similar items inyour library. UseCAPITAL letters and
donot enter unnecessaryspaces in this field.Prefix examples:FIC
(Fiction)F (Fiction)E (Easy)LP (Large Print)45 45. Completing the
Item Record Work FormEnter the Dewey DecimalClassification Number
in theClass field, if applicable.Typically this field is NOTused
for Fiction nor for EasyNon-Fiction.Use the following
format:xxx.xxxxxx Use no spaces,and no other charactersbetween the
digits.Some libraries abbreviate to amaximum of three digitsafter
the decimal point,others use all.The class field should neverend in
zero (0). If there areonly three digits, leave off theperiod. (ie:
379)46 46. Completing the Item Record Work FormEnter the Cutter -
If theitem has an author in theauthor field at the top of thework
form, use theCAPITALIZED first threeletters of the last name.If
there is no author, as is thecase in some
multi-authoredpublications, use theCAPITALIZED first threeletters
of the title.In this example, McGee is thelast name so a four
lettercutter, MCGE is correct. Thisis the practice for all
namesstarting with Mac or Mc.Again no spaces and threeto four
CAPITAL letters onlyshould be used in this field. 47 47. Completing
the Item Record Work FormEnter the Suffix, if used.The suffix field
is not used forsorting by Polaris, soformatting issues are
notstringent. It is still goodpractice to use internalstandards so
your spine labelslook orderly. Lowercasecharacters are acceptable
inthis field.Some example suffixes foundin the TRAC
database:k-2Season 1Gr. 5-7c.248 48. Completing the Item Record
Work FormThe volume field is aparticularly sensitivefield. It is
used formultiple part (multi-part)publications. This book
iscomplete in one volume,so no volume informationis required. Keep
yourcursor out of this field!The guidelines for usageof the volume
field willbe covered in part two ofCreating and EditingItem
Records. If you enter something in the volume field by mistake, be
sure to fully delete thecontents because the field is space
sensitive. (Even one space will disrupt Polaris search processes -
backspace your cursor to remove spaces.) 49 49. Completing the Item
Record Work FormComplete the Copy field,if necessary. Usually, if
youhave only one copy of thisbook in your library, thisfield is not
used.The standard format forthis field is lower case c,followed by
a period, andthen the copy number. Nospaces allowed: c.1 or c.2When
adding a secondcopy, it is good to edit theitem record for copy 1
withcopy information.Editing is covered in parttwo of Creating
andEditing Item Records.50 50. Completing the Item Record Work
FormAt this time, Polarisdoes not show the copyfield in the list of
linkeditems attached to a Bibrecord, unless the copyinformation is
added tothe suffix field.If it is important tohave this detail on
yourreports, and in this list,please use the sameformat (c.#) in
thesuffix field for yourcopy number.Note the on-order record on
this list of items linked to Bib #488845.NEVER open and edit this
record to create the item you are adding to the database. 51 51.
Completing the Item Record Work FormThree checkboxes to look
atbefore saving: Display in PAC Loanable outside system
HoldableThese must be checked for your item tocirculate.Do NOT
check non-circulating, unless the item is not meant to
circulateaccording to the TRAC Operational Guidelines. 52 52.
Completing the Item Record Work FormThree ways tosave: Click the
save icon Choose Save from the File Drop down menu Ctrl + s 53 53.
Completing the Item Record Work FormPrint the spinelabel. 54 54.
Completed Item Record Work FormSaved!Note how Polarishas added
thenew ItemControl Number Now lets look at some more examples. 55
55. 56 56. Follow this three step process every timeyou add an item
record: Examine the item in hand Find the correct Bib record by
searching for the ISBN. Keep referring back to the item to ensure
accuracy Create a correct item record, and save it.57 57. Step one:
Examine the item in hand scan the 13 digit ISBN foundon the back
cover to find aBib record, using a Bib findtool, to search. If
there is an ISBN, and youdo not find a record, sendthe book to
headquartersfor cataloguing. The ISBN may also befound in the
informationbehind the title page. 58 58. Step two: Compare your
item to the Bib details. Check: format,number of pages, edition
(large print). Cataloguers rely on the title page (rather than the
bookcover, or spine) to ascertain the correct title, sub-title
andauthor. Title page and physical copy 59 59. Look at the Tp.
Verso (reverse side of the title page) forsubjects, classification
and other details.Tp. versoThis Bib record is a perfect match for
this newitem. Now to add the item by creating a newitem
record.Click60 60. Step three: Create a correct item record, and
save it.1) Affix and scan your barcode2) Add the price3) Choose
collection code and shelf location4) Choose the four circulation
parameters from the drop down menus5) Add prefix (LP) (Large
Print)6) Remove the slash (/), spaces or punctuation marks from the
class field7) Type in the cutter (BLU)8) Confirm the three check
boxes on the right9) Save the record and check in your new
holding!Now Bib record 982702 has a new item link! 61 61.
Audiobook, item in hand:Details to find: Title (and subtitle)
Author Narrator The full book or an abridgement? Number of discs
Number of hours Publisher Search by:Search by ISBN whenever
possible.Multiple results are common! Take timeto examine each Bib
thoroughly. 62 62. Audiobook, Bib record:Details to find: Audiobook
format icon Title (and subtitle) Author and Narrator The full book
or an abridgement? Number and size of discs Number of hours
Publisher & publication dateDo not link to Bib 796011,
unlessUse the scroll bar to find moreall the details are correct,
for the information about this Bib record.audiobook you are
adding!63 63. Audiobook, item record:64 64. DVD, item in
hand:Details to find: Title (and subtitle) Cast Format Number of
discs Number of hours Publisher Search by:Search by scanning the
UPC code, (chooseUPC from the search parameter drop downmenu).For
DVDs you may also search by manuallyentering the 13 digit ISBN or
its 10 digitequivalent if found beside the UPC code. 65 65. DVD,
Bib record: Details to find: Title (and subtitle) Language Producer
and director Special features per cover detail Number and size of
discs Number of hours Publisher and year Format DVD or
Blu-RayMultiple formats:If your movie contains multipleformats (DVD
and Blu-ray or MP3)you must watch the next part ofCreating and
Editing Item Should a Blu-ray movie be linked toRecords before
adding your item!this Bib record (# 1054602)? ... NO! 66 66. DVD,
item record:67 67. 68 68. Search in Polaris for the answers to
thisshort quiz1. Name the author and publisher of ISBN #
9781439156735?69 69. Search in Polaris for the answers to thisshort
quiz2. What is the format and the Bib control # ofISBN #
9780446523059? 70 70. Search in Polaris for the answers to
thisshort quiz3. Who is the publisher and what is thedescription of
ISBN # 0788845659?71 71. Search in Polaris for the answers to
thisshort quiz4. In an item record screen which three fields are
automatically populated by the Bibrecord:a) Material type, owner
and title.b) Title, author and bib control number.c) Title,
circulation status and fine code.d) Barcode, title and Bib control
number.72 72. Search in Polaris for the answers to thisshort quiz5.
What are the three steps for adding an item record? a) Read the
title, search for the item by title, and find an item record to
use. b) Examine the physical copy, find a matching Bib record,
create a new Item record. c) Look for an ISBN, scan it, pick a Bib
record with no links, and add the item.73 73. Search in Polaris for
the answers to thisshort quiz6. Which Item record fields are space
sensitive? a) Suffix and Shelf location b) Fine code and Collection
code c) Volume and Classification 74 74. Search in Polaris for the
answers to thisshort quiz7. Which Item record fields must be
CAPITALIZED? a) Suffix and Copy b) Cutter and Prefix c) All of the
above. 75 75. Quiz questions1.Name the author and publisher of ISBN
# 9781439156735?2.What is the format and the bib control # of ISBN
#9780446523059?3.Who is the publisher and what is the description
of ISBN# 0788845659?4.In an item record screen which three fields
are automaticallypopulated by the Bib record: a) Material type,
owner and title. b) Title, author and bib control number. c) Title,
circulation status and fine code. Please try for 100% in this d)
Barcode, title and Bib control number. quiz before proceeding
to5.What are the three steps for adding an item record? a) Read the
title, search for the item by title, and find an item Part two of
Creating and record to use. b) Examine the physical copy, find a
matching Bib record,Editing Item Records. create a new Item record.
c) Look for an ISBN, scan it, pick a Bib record with no links, and
add the item.6.Which Item record fields are space sensitive? a)
Suffix and Shelf location b) Fine code and Collection code c)
Volume and Classification7.Which Item record fields must be
CAPITALIZED? a) Suffix and Copy b) Cutter and Prefix c) All of the
above. 76
