[[linking_serials_from_barcoded_sheets]]
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linking_serials_from_barcoded_sheets [2010/05/25 12:40] – cknapplinking_serials_from_barcoded_sheets [2020/09/30 16:18] (current) – [Need help?] annk
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 ====== Linking Serials From Barcoded Sheets ====== ====== Linking Serials From Barcoded Sheets ======
 +
 +HISTORICAL WORKFLOW: DO NOT USE
 +
 +If you have questions, please contact [[annk@umass.edu|Ann Kardos]]
  
 ===== Linking ===== ===== Linking =====
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   - In the lower left tree under UMA50, double click on the text "Items."     - In the lower left tree under UMA50, double click on the text "Items."  
   - Are any items linked?   - Are any items linked?
-    *  No.  An item without a description is probably a dummy and can be used to begin linking.  The dummy barcode range is **312066017000013-312066025790305**.   Dashed barcodes may signify a dummy, unbound, or electronic item.  Electronic items (which display a status of “Internet”) and unbound items should be left alone.  Continue on to “Create items” below. +    *  No, there are no linked items on either Aleph or under "Linked" on the right side of your barcoded sheet.  An item without a description is probably a dummy and can be used to begin linking.  The dummy barcode range is **312066017000013-312066025790305**.   Dashed barcodes may signify a dummy, unbound, or electronic item.  Continue on to “Create items” below. 
-    *  Yes, linked items are present.  A list of already linked items titled “Linked” will be on the right side of your barcoded sheet.  Tip: 1995+ items are almost always linked. +    *  Yes, linked items are present on Aleph and under “Linked” on the right side of your barcoded sheet.  Tip: 1995+ items are almost always linked. 
-  - Duplicate an item.  In the Aleph list (upper right screen) an item will be hi-lighted.  Choose this or another item and click Duplicate to get a template item.   Original item tab2 codes will be duplicated (tab3 notes will not) so check to be sure that the item you are duplicating has the codes you want (see [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#duplicating_items|Tips and Troubleshooting]]).+  - Duplicate an item.  In the Aleph list (upper right screen) an item will be hi-lighted.  Click Duplicate to get an item template. Do not duplicate electronic items (which display a status of “Internet”), UMSCI (ISEL items), Reference, unbound or any other items with differing codes.  Original item tab2 codes will be duplicated (tab3 notes will not) so check to be sure that the item you are duplicating has the codes you want (see [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#duplicating_items|Tips and Troubleshooting]]).
   - Create items.  The first barcode on the sheet should have a description next to it. After taking a look at notes for anything unusual,   - Create items.  The first barcode on the sheet should have a description next to it. After taking a look at notes for anything unusual,
     * Click on item tab 2 (for correct existing codes see [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#item_tab2_field_codes_should_be|Tips and Troubleshooting]]). The Item Process Status of your new item should be blank unless you are creating a missing (n.o.s.) item.        * Click on item tab 2 (for correct existing codes see [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#item_tab2_field_codes_should_be|Tips and Troubleshooting]]). The Item Process Status of your new item should be blank unless you are creating a missing (n.o.s.) item.   
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     * Enum Level 1 is given a number taken from the Description. Use only a number, such as “35” for v.35 or “1983” for a date.  Enum Level 2 is used if there is a second level.  Use “2” for v.35 no.2 or 1983 pt.2. This number is used only for sorting items.  See [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#sorting_problems|Tips and Troubleshooting]] for sorting problems and examples below.       * Enum Level 1 is given a number taken from the Description. Use only a number, such as “35” for v.35 or “1983” for a date.  Enum Level 2 is used if there is a second level.  Use “2” for v.35 no.2 or 1983 pt.2. This number is used only for sorting items.  See [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#sorting_problems|Tips and Troubleshooting]] for sorting problems and examples below.  
     * Wand the barcode into the Barcode field.       * Wand the barcode into the Barcode field.  
-    * Incompletes?  Use Item Tab 3 to fill in "LACKS" or "HAS" notes. See [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#sorting_problems|Tips and Troubleshooting]].+    * Incompletes?  Use Item Tab 3 to fill in "LACKS" or "HAS" notes. See [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#incompletes|Incompletes, Indexes, Supplements and Missing Items]].
     * Item Tab 4.  Enter today’s date in the “Arrival Date” field by clicking on the box or by macro.     * Item Tab 4.  Enter today’s date in the “Arrival Date” field by clicking on the box or by macro.
     * Item Tab 5.  Fill in Chron Level 1 with the year from the Description field.       * Item Tab 5.  Fill in Chron Level 1 with the year from the Description field.  
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            * Enum.Level.2=4-6             * Enum.Level.2=4-6 
            * Chron.Level.1=1971            * Chron.Level.1=1971
-       * Chron levels 2 and 3 don’t affect sorting, so use the following for a Description reading “1960 no.3-5” or "1960 v.3-5":  +       * Chron levels 2 and 3 don’t affect sorting, so are not used. The following works for a Description reading “1960 no.3-5” or "1960 v.3-5" or "Mar-May 1960" or "1960 Mar-May":  
            *  Enum.Level.1=1960            *  Enum.Level.1=1960
            *  Enum.Level.2=3-5            *  Enum.Level.2=3-5
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     * Ctrl O brings up the OPAC public view catalog.       * Ctrl O brings up the OPAC public view catalog.  
     * Click on “Click here for call numbers and availability.”  Scroll down.       * Click on “Click here for call numbers and availability.”  Scroll down.  
-    * Compare what you have linked against the holdings on your sheet.  Make sure all volumes are either “Available” or “Missing.”  +    * Compare the list of items in Aleph against the holdings statement located above the list.  Make sure all volumes are either “Available” or “Missing.”  
     * If any volume is “Expected” it either has not yet arrived (relatively recent volumes) or you forgot to add the arrival date.  Go back to the item record and change it if it is not an unbound volume.      * If any volume is “Expected” it either has not yet arrived (relatively recent volumes) or you forgot to add the arrival date.  Go back to the item record and change it if it is not an unbound volume. 
     * If the call number does not show, the item is probably not linked to the HOL record.  Either go back to item Tab 6 and link it or ask us.     * If the call number does not show, the item is probably not linked to the HOL record.  Either go back to item Tab 6 and link it or ask us.
     * Look for gaps, typos or inconsistencies.       * Look for gaps, typos or inconsistencies.  
     * **The holdings statement should match the list of items. See [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#holdings_statement|Tips and Troubleshooting]]).  All volumes should be accounted for.**  If the barcoder missed volumes or potentially made a mistake, please note the problem and put the sheet in the "Linking Questions" folder.     * **The holdings statement should match the list of items. See [[http://wws.library.umass.edu/wikis/acp/doku.php?id=linking_serials_from_barcoded_sheets#holdings_statement|Tips and Troubleshooting]]).  All volumes should be accounted for.**  If the barcoder missed volumes or potentially made a mistake, please note the problem and put the sheet in the "Linking Questions" folder.
-    * If a stacks check is needed, link all volumes, add a note with your question and noting that all volumes have been linked, and put the sheet into the "Stacks Check" folder.+    * If a stacks check is needed, link all volumes, add a note with your question, a note that all volumes have been linked, and put the sheet into the "Stacks Check" folder.
     * Put completed sheets into the “Linked Sheets To Be Checked” tray.       * Put completed sheets into the “Linked Sheets To Be Checked” tray.  
-    * Keep statistics of the number of barcodes linked on a linking statistics sheet.  +    * Keep statistics. Record the number of volumes linked under "From Stacks", "Ser/Per" on a Linking Project statistics sheet.  
    
  
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 ==== Missing items. ==== ==== Missing items. ====
-  * “N.O.S.” items on barcode sheets:  If the item record does not already exist, create an item with an ALEPH-generated barcode (by clicking the ADD button without wanding in a barcode).  Add “SF” for first search in the Item Process Status.  Remember not to duplicate this item because the SF code will transfer!  +  * “N.O.S.” items on barcode sheets:  IF the item record does not already exist, create an item with an ALEPH-generated barcode (by clicking the ADD button without wanding in a barcode).  Add “SF” for first search in the Item Process Status.  Remember not to duplicate this item because the SF code will transfer!  
   * Missing items that turned up during barcoding:  Just remove “SF” from Item process status and wand in the barcode.  Make sure that the description is correct etc.   * Missing items that turned up during barcoding:  Just remove “SF” from Item process status and wand in the barcode.  Make sure that the description is correct etc.
  
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 ==== Descriptions ==== ==== Descriptions ====
-  * Many periodical/serial descriptions use one the following formats:+  * Many periodical/serial descriptions use one of the following formats:
       * Volume = v.       * Volume = v.
       * Number = no.       * Number = no.
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 ==== Enum and Chron levels. ==== ==== Enum and Chron levels. ====
   * **Making a change to existing enum and chron levels may disable x-links.**  If there is any chance that the item is x-linked to another bib (it isn’t always easy to tell), please check with us.   * **Making a change to existing enum and chron levels may disable x-links.**  If there is any chance that the item is x-linked to another bib (it isn’t always easy to tell), please check with us.
 +  * A volume with description “v.21-40 1955-60 Index” needs Enum and Chron levels that place it after the last volume covered by the index.
 +    *Enum.Level.1: 40.2 (use a number that will place it after the last volume number)
 +    *Chron.Level.1: 1960 (use the last date)
 +
  
 ==== “Expected by…” ==== ==== “Expected by…” ====
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 ==== Sorting problems? ====  ==== Sorting problems? ==== 
-  * Below the listed items is a box called “Sort Options.”  If this is set on “Vol./Desc./Library/Collection” items should sort correctly.   But if they don’t…+  * Below the Aleph items list is a box called “Sort Options.”  If this is set on “Vol./Desc./Library/Collection” items should sort correctly.   But if they don’t…
   * Check the Material Type.  Bound serials and periodicals use Material Type ISSBD.  If there are items with another Material Type, they will sort separately.  Do not change unbound issues.   * Check the Material Type.  Bound serials and periodicals use Material Type ISSBD.  If there are items with another Material Type, they will sort separately.  Do not change unbound issues.
   * If there is nothing in Enum level1 and numbers in Enum level2, Aleph will not sort the items.  Filling in Enum level 1 should fix the problem.   * If there is nothing in Enum level1 and numbers in Enum level2, Aleph will not sort the items.  Filling in Enum level 1 should fix the problem.
    
 +
 ==== Macros. ==== ==== Macros. ====
  If you have access to MacroExpress and would like help setting up macros, please let us know.  We also have instruction sheets available.  If you have access to MacroExpress and would like help setting up macros, please let us know.  We also have instruction sheets available.
  
-==== Need help? ==== 
-  * Laura       5-6861    lwilliam@library.umass.edu 
-  * Marcelle    5-2164    mplipke@library.umass.edu 
-  * Catherine   7-0579    cknapp@library.umass.edu 
  
- --- //[[cknapp@library.umass.edu|Primary contact: Catherine Knapp]]// 
  
  
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