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Equipment 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, a brief record will be written by BMS personnel 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 add create additional 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 record. Information needed is:
Title
Item status
Call number
When the record is ready and item records created, 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 added to the shared spreadsheet).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 "EQUIPDML EQP" that can be used.
Mixed Materials record
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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 (only as requested)
500 additional notes, description if requested
STA SUPPRESSED
STA PROVISIONAL
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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
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Item Status: as specified by DML personnel
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 bag
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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
$c MDEQP
$h call number supplied by DML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
Item for equipment for in DML use only (call number begins DML):
Sublibrary: BC-BC
Collection: DMLEQ
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 for in DML use only (call number begins DML):
852 first indicator 8
$b BC-BC
$c MDEQPDMLEQ
$h call number supplied by MediaDML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
UMBCCirculatingEquipmentItemStatuses.docx
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