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:
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, 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 (only as requested)
500 additional notes, description if 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:
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:
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:
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:
852 first indicator 8
$b BC-BC
$c DMLEQ
$h call number supplied by DML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
Notes on Item Status
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 for in DML use only (call number begins with DML):
852 first indicator 8
$b BC-BC
$c MDEQP
$h call number supplied by DML personnel (in shared spreadsheet)
STA SUPPRESSED
OWN field
Holding:
852 first indicator 8
$b BC-BC
$c MDEQP
$h call number supplied by Media
STA SUPPRESSED
OWN field