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The first time a new kind of equipment is purchased, BMS personal DML personnel will supply a brief bibliographic record using guidelines below. BMS personnel can then add items to the record as appropriate. Equipment information will be provided by DML personnel (at this time via a shared spreadsheet) to be used in creating a brief bibliographic record. Minimum information needed isnotify and supply BMS personal with equipment information (shared spreadsheet) so that a record can be created in Aleph.
Minimum equipment information provided by DML personnel:
Title
Item status
Call number
BMS personnel will create a brief bibliographic record, item record (with dummy bar code) and holding record using guidelines below. BMS personnel can then create additional items as appropriate.
BMS personnel will notify DML personnel when the bibliographic record is ready and they are prepared to catalog the actual equipment. BMS personnel will add the Aleph bibliographic system number for the record to the shared spreadsheet.
DML and BMS personnel will coordinate the exchange of actual equipment for cataloging. BMS personnel will create item records and finalize them with barcodes placed on the actual equipment (at this time DML personnel are placing barcodes on the equipment). Guidelines for the item and holding records are below.
Guidelines below assume basic knowledge of bib/item/holding record creation and editing in Aleph.
Cataloging guidelines:
Bibliographic record:
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Item Status: as specified by DML personnel
Description: supply type of equipment (i.e. camera, accessory bag, portable projector, tripod, etc.)
Internal note: if requested by DML. Can include serial number, who funded purchase of equipment, etc.
Holding for equipment circulating out of DML:
852 first indicator 8
$b BC-BC
$c MDEQP
$h call number supplied by DML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
Item Status: Equip1 (IS = 30 DML Equip Fee High), Equip2 (IS = 31 DML Equip Fee Med), Equip3 (IS = 32 DML Equip Fee Low), Equip no fines (IS = 39 DML Equip No Fines) Media will supply the appropriate Item Status.
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