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.
The first time a new kind of equipment is purchased, BMS personal 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 is:
Title
Item status
Call number
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.
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 out of DML:
Sublibrary: BC-BC
Collection: MDEQP
Material Type: EQP
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
Holding:
852 first indicator 8
$b BC-BC
$c MDEQP
$h call number supplied by Media
STA SUPPRESSED
OWN field