 |
 |
 |
 |
 |
 |
 |
|
|
|
|
|
|
|
There are 4 note fields on the check-in record that are used for shelving and routing information:
LABEL NOTE
LOCAL NOTE
CHECK NOTE
SHELVING
Issue-specific note information is recorded in the box-specific note field of the check-in box.
If you want the information to be printed on the check-in label: use the LABEL NOTE field.
If you do NOT want the information to be printed on the check-in label, the note used depends on the title's receiving location (RLOC).
Use the CHECK NOTE field:
Use the LOCAL NOTE field:
Optionally, you may use the SHELVING note in conjunction with the other note fields in certain situations described below.
See below for more detailed guidelines:
LABEL NOTE (TAG = E)
Use this field for data that should be printed on check-in labels. Keep in mind that the maximum size of a spine label is 8 characters wide and 8 lines long. Longer notes will need to be abbreviated or appropriately spaced for logical line breaks. Watch for long call numbers that may truncate LABEL NOTE information. (The LABEL NOTE on a spine label is allocated however many lines are leftover after the call number, vol/issue/date, and shelving location are printed).
LOCAL NOTE (TAG = M)
CENTRALLY RECEIVED TITLES
Use this field for local information that you do NOT want to print on labels.
Ex.: Hand to ____
Bind on receipt
When checking in new issues, the central receiving unit inserts a green flag in order to alert the subject specialty library of the presence of a LOCAL NOTE.
RECEIVED DIRECT TITLES
Although this field is primarily intended to be used on centrally received titles (to distinguish the local information of the subject specialty library from that of the central receiving unit), subject specialty libraries may optionally use this field as they see fit for other local information.
CHECK NOTE (TAG = N)
Some common check notes:
Hand to ____
Claim within ____ days/months
Current only
Do not claim
Do not claim skipped issues
Comes bound
Update
In process
Any series treatment information (Ex.: ANAL, Sep/ae, MVM, etc.)
NOTE: Series treatment information should ALWAYS be given in the first check note.
CENTRALLY RECEIVED TITLES
A subject specialty library should NEVER use this field to record local information on centrally received titles. This field is for the exclusive use of the receiving unit for its instructions pertaining to check-in and claiming.
If a subject specialty library feels a check note should be added to a centrally received title, (to add claiming instructions, frequency information etc.), the library should first consult the central processing unit responsible for checking in the piece.
RECEIVED DIRECT TITLES
The subject specialty library uses this field for any instructions needed to support check-in and claiming.
The Serials Documents Division may also add a check note if a piece needs to be referred for bibliographic work.
If the subject specialty library does not print labels on a received direct title, include the shelving information in this field so it will be visible on the check-in card. If a label is to be printed, you may optionally repeat the LABEL NOTE information in this field.
Although the check-in record screen displays all check notes, only the 1st 60 characters of the 1st check note is displayed on the check-in card. If you have multiple concepts to convey in the 1st check note, enter them in the check note as follows:
Comes bound; Hand to ___; Claim within 60 days
SHELVING (TAG = S)
This optional field is the equivalent of the GLADIS SUF/SHL fields (but does not download from GLADIS). It does NOT print on check-in labels, is NOT flagged by the central processing units during check-in, and is NOT displayed on the check-in card screen.
Some branches may want to use this field to record complex shelving arrangements:
SHELVING Recent unbound issues on Reserve; bound volumes in periodical stacks
LABEL NOTE Reserve
Some branches may want to routinely add shelving information to this field (in addition to the LABEL NOTE, LOCAL NOTE, or CHECK NOTE) so that public service staff can locate this information quickly.