The University of Arizona
 

Create Holding and Item Records with Locally-Assigned Call Numbers

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Create Holding Record

Every unique documentary resource held in the Museum needs a bibliographic (bib) record, holding record and an item record.  The holding record will show where in the Museum the item is located and the call number will show its shelf location. For example, if an item is held by the Library, AZSITE Records Office and Archives, there will be one bib record, three holding records and three item records. For currently received items located in the AZSITE Records Office, Archives and Archaeology Repository, the call number will be the Museum's Accession Number assigned to the item.  For older items in these departments, the call number may be a project number, a Record Group (RG-n) number, or an ASM SFO AZPROJ number. See the section on ASM Site-Specific Numbering and Locations for information on the Museum's unique numbering system.

To create a holding record, open the Cataloging module. For logon instructions, see the section Logon and Options.

If you know the bib ID number for the item that you want to add a holding record, go to the menu and select Record>Retrieve by Record ID>Bibliographic. Enter the bib ID number in the Enter the record id box.  Click Retrieve.  The bib record will appear on the screen and the bib ID number will appear in the blue title bar.

f you do not know the bib ID, then you will need to search for the item to retrieve the bib record. Select the Search icon (magnifier) and in the available options you can choose to search by title (Title<) or author (Staff Name Heading,) or any more approriate search term that will retrieve the bib record.

With the bib record open/active on the screen, click on the icon New Hldgs. A new holding record will appear with information already supplied in the 852 field provided the Options>Preferences>Holdings/items default location is set correctly and the 099 MARC field in the bib record contains a locally-assigned free-text call number. 

Verify that the information in the indicators and subfields is correct. For departments using locally-assigned call numbers, the first indicator in the 852 MARC field will be coded 8.

The department's location code is entered in the subfield $b of the 852 field.

ARCHRECOFF is the location code for AZSITE Records Office.

ARCHREPCOL is the code for Archaeology Repository Collection.

ARCHIVES is the code for Archives.

PHOTO is the code for the Photography Collection.

BIOARCH is the code for the Bioarchaeology Laboratory's library.

Verify that the location is correct.

Call number (accession number) information is in subfield $h. If the call number information is not already populated in $h, you will need to supply it. Leave a space after the $h and input the accession number. For information on the Museum's unique numbering system, see the section ASM Numbering. You do not need to add copy number information for resources that are classed with non-LC classification. These resources would be those located in Archvies, Archaeology Repository Collection and AZSITE Records Office.

The holding record must be saved to the database.  Click on the icon Save to DB.  A confirmation message will show that the holding record has been added. Keep the holding record open/active in order to add an item record.

Once saved to the database, you can retrieve the holding record by clicking on Get Hldgs.

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Create Item Record

With the holding record still active in the window, create an item record by clicking on the icon New Items.  An item record will appear with information already populated in the record.  Check the accuracy of the information.  In the Perm Location box, your location code should be correct.  If not, use the slider bar to find your correct location.  In the Item Type box, verify that the item type matches the item in hand. We catalog all survey reports as "Book" items, letter reports as "Manuscript" type.

Click on Save to DB to save the item record to the database.  A message will appear that tells you the item has been successfully added to the database.

Once saved to the database you can then retrieve item records by clicking on Get Items.

You have successfully created holding and item records and can now close the item record, holding record and bib record by clicking on the X in the top right corner of each record.

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