Creating item records in TIND

Revision as of 15:49, 2 January 2024 by ErinBlake (talk | contribs) (Tweaked after user testing)

Each separate bibliographic unit in TIND requires an item record in order to appear in the Item grid at the top of a bibliographic record display and to be circulated electronically. Normally, item records are created as part of the Acquisitions process (see the staff-only instructions for Acquisitions in TIND.docx). This article shows how to create an item record for an already-accessioned item.

  1. Log in to TIND.
  2. Find the bibliographic record for the title in hand (if it does not yet have a bibliographic record, create one according to instructions not yet added to Folgerpedia).
  3. Check to see if the item already has a MARC 852 representing that item. If so, and that MARC 852 contains a $7 with the item's holding ID, skip to the next step. If not, select "Edit Bib Record" and add a new 852 field or add a $7 to the existing 852 field as appropriate. In the Text MARC view you can copy-and-paste the following string: 8528_ $$aUS-DFo$$7$$jNo case or accession number present
    1. Add the next serial number from your Holdings IDs for 852-subfield-7 (if you don't have a list, see a TIND administrator).
    2. Leave the $j as-is or add a case or accession number, as appropriate.
    3. Add $h for call number, if needed (for LC-format call numbers, add $h and $i and change 1st indicator from 8 to 0).
    4. Add $z for copy-specific information, if appropriate
    5. Add a MARC 583 Action Note such as 5830_ $$acopy added$$c2024-01$$kSBS$$n1$$opiece$$2local$$5DFo
  4. Check to see if the bib record already has the correct MARC 983 TIND Item access code. If so, go to the next step. If not, add a new 983 field with the appropriate code.
  5. Save the bib record (or cancel the editing if you haven't made any changes)
  6. Select "Edit item record" (from the search results page) or "Item details" (from the record page)
  7. Select "Add new copy" (or, if there's already a copy with the same location and/or volume numbering, select "Add similar copy" from that item's drop-down list)
  8. Replace the system-supplied dummy barcode with a real barcode
  9. Select "Store call no" to activate the call number box then enter the item's display call number
  10. Select "Suppressed" if appropriate
  11. Select the appropriate Location by typing part of the location name until you see the one you want (then either select it, or keep typing until it's the only choice, and hit "Enter")
  12. Do the same for Location exception, if appropriate
  13. Select the appropriate Item type
  14. Select the appropriate Item status
  15. Add volume number or other necessary designation to the "Description" field (do not use the "Volume" and "Issue" boxes; they're for Serials pattern prediction)
  16. Scroll to the top of the Item record and select "Save"