Preparing Item Records Templates
Starting with basics | Opening | Checking settings | Prepare item record templates | Searching for biblio records | Attaching holdings | View a record in public catalog | Deleting records | Importing records | Adding original record | Creating new biblio record | Miscellaneous
Item records belong exclusively to a single library which has sole discretion over such records, subject only to Minerva cataloging standards. Each library may attach one or more of these records to a bib record matching the material being cataloged. The item records contain specific information such a location in the library, call number, price and current status. Notes and messages indicating library specific details may also be included. Before a library can attach an item record to an existing bib record an item record template must be created. Templates may be edited to automatically provide frequently required information.
Creating an item record template
(Note: If the word “New” is gray instead of black, you are not authorized to create templates in Millennium.)
- Go to ADMIN; Settings and then Templates. Record type appears at the top of the screen. Click Bibliographic. From the dropdown menu select Item.
- Next click on the word New at the bottom of the screen. A window will open asking for Code and Name. Code usually refers to the location of the material being cataloged. For example, Saint Joseph's College would enter “sjcst” as the code for an item that will be added to the library’s stacks. After the proper location code is entered key Tab and add a descriptive phrase such as “Gardiner New Bks” or “Saint Joseph Stacks.” There is a limit on the number of characters that may be used.
- Select OK on the Template Code/Description window and a blank item record will open. Input a location code. Add codes and information to fields that should consistently display when the item record is attached to a bib record. This information may be edited as needed when the template is used. Most libraries also add “1” to the copy area and many input a default price. Double clicking on some of the boxes will display a drop down menu with choices for that field. Some libraries add a standard message if it is appropriate. (It is helpful if you are prompted automatically to complete certain fields when preparing an item record. (Note: To remove a prompt place the cursor in the appropriate field and click on the Prompt icon.) Place the cursor in the desired field and click on the Prompt icon at the top right of the screen. The name of the field for which you want to be prompted should appear in the white space at the top of the template window.
- Next click on the insert icon at the top of the screen. A narrow window will open with a drop down choice of Call # and 090, which is for Library of Congress classification.
Change the 090 to 092 if the Dewey Decimal Classification System is used by the library. Click OK. The letter c will be added in the white space at the bottom of the screen. Select Insert again and scroll down the drop down choices, clicking on OK for each one to be added to the template. To be prompted automatically for certain fields in this area, again place the cursor in the desired field and click on the Prompt icon at the top right of the screen. An orange bullet will appear at the beginning of each field.
- When finished click on Save at the top of the window. Choices that have been made will automatically be arranged in the correct order. Close the record.
- Click Save settings and OK at the bottom of the screen after closing the template.
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Copying an existing item record template
You may want to create additional templates by copying the first one you created or perhaps using one from another library. To do this highlight a template name and click on Edit at the bottom of the screen. When the template opens go to the word Edit and select Copy Template.
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Changing an item record template
(Note: Click on the word Edit in the top right corner of the screen and a number of choices will appear. To rename a template use the option Change Code or Description.)
As you begin attaching your item records to bib records you may find that you need to make changes in the item record template you created. To edit an existing template:
Select ADMIN at the top of the screen; go to Settings and Templates.
- Select the item record template you wish to change and click on Edit at the bottom of the screen. Make changes following the same procedures used to create a template.
- To delete a field place the cursor in the field and either key Ctrl + d or right click on the mouse and select Delete field.
- Save the changes and close.
- Click Save settings and OK at the bottom of the screen after closing the template.
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Using a template
Before a template will appear as a choice to be used when an item record is added to a bib record, it must be moved from the list in the right column to the left column. Highlight the item template record to be moved and click on the arrow pointing to the left column. Be sure to Save Settings and click on OK.
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