What to do when Check-in Card is Full

HOW MANY BOXES?

There should always be AT LEAST ONE "expected" box remaining on the check-in card, so Innopac can flag the title "LATE" if it stops coming.

Exception: If the title is "on order" and there is an "UPDATE" message in the check note, do NOT add expected boxes. These titles are claimed from the order record only.

There should always be one box with status "arrived", indicating the last issue received and the date that issue was checked in.

There are three ways to make room for additional issues on the check-in card.

INSERTING BOXES

1. This can only be done if the number of boxes is less than 84.
2. Go into Maintenance mode
3. Key U to update a range of boxes.
4. Key I to insert a range of boxes.
5. Perform any additional editing for the expected boxes if necessary.

COLLAPSING BOXES

1. If the card has 84 boxes (the maximum allowable on Innopac), you may collapse boxes to make more room on the card.
2. Go into Maintenance mode .
3. Modify the first "Arrived" box on the card.
4. Blank out the cover date, volume/issue, and transaction date fields.
5. In the box note, enter the range of issues.
6. Delete boxes for all arrived issues mentioned in the box note.
7. Follow the steps listed under INSERTING BOXES

DELETING BOXES

1. Arrived issues
   
   • If the arrived issues on the card mirror the holdings in Gladis, boxes for arrived issues may be deleted instead of collapsed.
   • DO NOT DELETE or modify the box of the last issue received. This information is needed for check-in and claiming.


2. Expected issues
   
   • Sometimes a card is filled with expected boxes, and a new box needs to be inserted (ex.: index, supplement, etc.). If the 84th box is "Expected", it may be deleted to make room for the piece in hand.
   • Go forward to the end of the card.
   • Delete the 84th box ONLY if it is "expected".
   • Insert the new box following standard procedures.

ARCHIVING RECORDS

General Description

In rarer cases, the above methods cannot be used and an additional check-in card is needed (due to large number of gaps or titles published out of sequence). Since you cannot attach multiple cards to the same check-in record, a new check-in record and card must be created. IDENTITY fields are added to differentiate these records from one another. This process is called archiving records.

Archiving automatically creates a new check-in record that is identical to the original check-in record. If a new card is created as well, it will have the same parameters as the original card. The starting cover date, volume/issue, and transaction date fields will begin where the old card left off.

How to archive a record

1. In the check-in record, key (NEW CHECKIN info, archive old info).



2. You will be then be prompted:
   
   Are you sure you want to create a new record and archive old info? (y/n)
   Key y
   
   
3. There are two check-in record display defaults.
   
   CHECKIN record defaults
   1 > checki : Checkin
   2 > sets : Set within Seps
   
   Choose one (1-2)
   
   NOTE: If you have already archived a record in the same Innopac session and are archiving again, Innopac will retain your choice and skip this step.



4. Next you will be asked whether you wish to add a new card to the record:
   
   Create another card? (y/n)
   Key y.
   
5. Innopac will prompt you on how to set up the new check-in card. The new card is created by extrapolating the old card's pattern of cover dates and volume/issue numbers onto the new card. Select a range the range of boxes that should be used for the extrapolation. Your screen should look like this:
   
   

   A > Use ALL boxes F > Scroll forward

   K > Key in a box range to use I > Ignore past cover dates

   C > Use boxes (x) through (y)

   Choose one (A, K, C, F, I)

   Key A > (Use ALL boxes)



6. Key for all prompts.



7. After the card is created, update the parameters as needed.



8. In the check-in record, change (or insert) the IDENTITY field. Key the range of volume/issue numbers included on the card.



9. Key (LOOK at the other checkin record). Examine both records for accuracy. Correct any errors.



10. Key to quit. You will be prompted to add the new check-in record.



11. Key <A> (Add record to database).



12. A new check-in record number will appear on the screen. This new number is for the ARCHIVED record. The newly created record for LATER issues now carries the ORIGINAL record number.



13. In the archived record, add the last volume of coverage to the identity field.



14. Key S to view the record summary. The check-in record containing the archived information is listed before the record containing the later issues.



15. Key to move records. Reverse the order of the check-in records, placing the record with the later issues before the older record.



16. Quit and make changes to the bibliographic record permanent.