The following guidelines apply to
...
media equipment (i.e. DSLR cameras, projectors, camcorders, sound recorders) that
...
is assigned to the Digital Media Lab (DML).
Workflow:
When equipment is purchased, the Media Librarian will bring one copy of the manual for each type of equipment purchased the E-Resources and Non-Print Media Cataloger. The Media Librarian will also provide a spreadsheet detailing the Item Name; Item Status (Equip1, Equip2, or Equip3); whether or not the equipment was purchased by DoiT; Call Number; Accompanying Accessories; Notes/Quantity.
The Cataloger will create bibliographic records from the spreadsheet; when the cataloger is ready, she will coordinate with the Media Librarian to bring all the equipment to Tech Services for barcodes and item specific cataloging. (one-business day turnaround?)
The equipment will then return to Media for labeling.
Cataloging guidelines:
Bibliographic:
Create records in AlephEquipment can be circulating or for use in DML only. Both types get checked out to a patron. Circulating equipment is identified by call number beginning with EQP. Equipment for use in DML only is identified by call number beginning with DML.
The first time a new kind of equipment is purchased, DML personnel will notify 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:
Create records in Aleph. There is an Aleph template named "DML EQP" that can be used.
Mixed Materials record
Fixed fields: accept defaults, add encoding level K
008 fields; DtSt: n; Dates: uuuu,uuuu; country (place of pub): xx); Lang: eng; Cat source: d
245 $a (full title string from spreadsheet) $h [equipment] / $c (manufacturer)
246 any variations of the title and combinations of the title/manufacturer (moving forward only the title as provided in the spreadsheet is required).
300 equipment type (i.e. 1 digital single-lens reflex camera, 1 HD camcorder; 1 portable projector, etc.) + $e additional equipment 538 File formats, protocols, compatibility, etc.(only as requested)
500 additional notes, description if desired
STA SUPPRESSED
...
requested
STA SUPPRESSED (these are non-public records)
STA PROVISIONAL (these are flagged as non standard records and excluded from automated validation, export processes with this tag)
Item for equipment circulating from DML (call number begins EQP):
Sublibrary: BC-BC
Collection: MDEQP
Material Type: EQP
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 from DML (call number begins EQP):
852 first indicator 8
$b BC-BC
...
$h call number supplied by MediaDML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
Item for equipment for in DML use only (call number begins DML):
Sublibrary: BC-BC
Collection: MDEQPDMLEQ
Material Type: EQP
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.
barcode
HOL with call number, one for all items
Internal note: serial number; LITS/Media funded
Description: camera/accessory bagas 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 for in DML use only (call number begins DML):
852 first indicator 8
$b BC-BC
$c DMLEQ
$h call number supplied by DML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
UMBCCirculatingEquipmentItemStatuses.docx
...