Equipment Cataloging Procedures in Alma

Equipment Cataloging Procedures in Alma

Policy Statement:

This document provides systemwide guidelines for the creation of simple but findable equipment records in Alma for circulation and cataloging staff. Bibliographic records for equipment are general in scope. Products of the same type are described on one bibliographic record regardless of their models (e.g. all PC laptops on a single bib record, etc.). Cataloging of library equipment begins with circulation staff in Fulfillment and will be updated by cataloging staff in Resources as necessary. When no existing record exists for the type of equipment in hand, circulation staff should go ahead and create a new bibliographic record by following the procedures below:

Method for Circulation Staff Working in the Fulfilment Module:
1. Go to Fulfillment>Scan In Items
2. Select Create Item
3. Select “New” and “Book” (the only logical option available)
4. Fill in the following fields:
  1. Title (Required; maps to MARC 245 field): Enter the most commonly used name for this type of equipment. If unsure, locate the item at BH Photo Video (https://www.bhphotovideo.com/) and use one of their category names (e.g., VGA cables, handheld GPS, USB microphones).
  2. Pages (Required; maps to MARC 300 field): This field is not just for pages, but for resource extent and type. Enter the number of items included and a description of those items, each separated by “ + “. (e.g., 1 audiovisual interface + 1 remote + 1 power adapter + 1 AV cable; 1 wireless charging pad + 1 micro-USB cable + 1 wall charger + instruction card; 1 umbrella)
  3. Call number (Required; maps to holdings record MARC field 852 $$h): Enter EQUIPMENT [Name of equipment]—(e.g., EQUIPMENT Umbrella; EQUIPMENT MacBook). This allows the collocation of all equipment records through call number browsing.
  4. Do not suppress from discovery.
  5. Location (Required): Choose the desired location for the item in the local collection. This maps to MARC 852 $$b and $$c in the holdings record.
  6. Material type (Required): Choose Equipment in nearly all cases.
  7. Barcode (the 2^nd one listed on this screen): Enter the barcode for the item.
  8. Item policy: Choose an item policy from the following list if the terms of use are different from the default policy for that location (28/90/365 for a circulation desk location, 2 hours 60¢ per hour for a reserve location). If not, leave blank.
    1. Circulation desk location item policies: 1 Day Loan, $1 Per Day Fine ($20 Max); 1 Day Loan, 3 Available Renewals; 2 Hour Loan, 4 Available Renewals; 3 Day Loan, $10 Per Day Fine; 3 Day Loan, 4 Available Renewals; 5 Day Loan, 1 Available Renewal, $1 Per Day Fine, 1 Day Grace Period; 14 Day Loan, 4 Available Renewals; Fragile Items Not for Loan; Not for Loan; Not for Loan, Override Allowed, $1 Per Day Fine ($20 Max)
    2. Reserve location item policies: 1 Day Loan, $1 Per Day Fine ($20 Max); 1 Day Loan, 3 Available Renewals; 3 Day Loan, $10 Per Day Fine; 3 Day Loan, 4 Available Renewals; 3 Hour Loan, 60¢ Per Hour Fine ($20 Max); 4 Hour Loan, 60¢ Per Hour Fine ($20 Max); 5 Day Loan, 1 Available Renewal, $1 Per Day Fine, 1 Day Grace Period; 14 Day Loan, 4 Available Renewals
  9. Click Save.
  10. Search for the barcode you just assigned to access the item record.
  11. In the Item Record:
    1. In the Description field, add the local equipment name for the item (e.g., MUSPUB15)
    2. In the Pieces field, enter the total number of circulating pieces (e.g., 6) if more than 1.
    3. Click on the Notes tab.
    4. Add any model-specific information in the Public note field (e.g. Dell Latitude 5490).
    5. If relevant, add a Fulfillment note for circulation staff to check parts (e.g., Pieces count: 5 (1 laptop, charger (2 parts), 1 mouse, 1 bag)). This will trigger a pop-up window for circulation staff when the item circulates or is returned.
    6. Click Save.
5. Notify Cataloging so they can update the bibliographic record as needed. Please specify any restrictions on use or other information that it would be helpful to users.
  1. Contacts:
    - Biomedical (& BIOANNEX) Thanita Sweat
    - Central (& CENANNEX) Zora Breeding
    - Divinity (& DIVANNEX) Chris Benda
    - Law (& LAWANNEX) Sara Saddler
    - Management (& MANANNEX) Pete Wilson
    - Music (& MUSANNEX) Jake Schaub
    - Peabody (& PBYANNEX) Susan Bell
    - Science (& SCIANNEX) Zora Breeding
    - Special Collections (& 21 North) Rachel Lavenda
Procedures for Cataloging Staff Working in the Resources Module:
1. Add the following fields as needed:
  1. LDR/06 (Type) (Required): r [replacing exiting code a]
  2. 245 (Required): Enter the most commonly used name for this type of equipment. If unsure, locate the item at BH Photo Video (https://www.bhphotovideo.com/) and use one of their category names (e.g., VGA cables, handheld GPS, USB microphones).
  3. 246: Enter any alternative titles that would be helpful in locating the title record.
  4. 264: Add if relevant.
  5. 506: Enter restrictions on use if relevant.
  6. 500: Add any other details relevant on a general level.
  7. 951 (Required): ai;[initials];[MMYYYY]
  8. Any record meant for items that loan to the public should not be suppressed.
  9. In the holdings record:
    - 852 _8 $$b, $$c, $$h (Location and Call number) (Required): Enter $$b [Library code], $$c [Library location code], and $$h “EQUIPMENT [Name of equipment] (e.g., EQUIPMENT Umbrella; EQUIPMENT MacBook).
  10. In the item record:
    1. 1. In the Description field, add local equipment name for the item (e.g., MUSPUB15)
      2. In the Pieces field, enter the total number of circulating pieces (e.g., 6) only if more than 1.
      3. Click on the Notes tab.
      4. Add any model-specific information in the Public note field (e.g. Dell Latitude 5490).
      5. If relevant, add a Fulfillment note for circulation staff to check parts (e.g., Pieces count: 5 (1 laptop, charger (2 parts), 1 mouse, 1 bag)). This will trigger a pop-up window for circulation staff when the item circulates or is returned. Note that consistency in this field is desirable.
Examples of Equipment Records: [Provide real Alma records]

Example One

Bib 245: Mobile Audio Kit

Holdings: 852 8_ $$b SCIENCE $$c SCI-RESERV $$h EQUIPMENT Mobile audio kit

Item Public note: Mobile Audio Kit

Item Fulfillment note: Pieces count: 20 (1 recorder, 1 foam windscreen, 1 SD card, 1 memory card reader, 1 deadcat windscreen, 2 lavalier windscreens, 2 lavalier clips, 2 lavalier microphones, 2 audio adapters, 2 lavalier bases, 4 AA batteries, 1 tripod, 1 carrying case)

Example Two

Bib 245: Laptop (PC)

Holdings: 852 8_ $$b Law $$c CIRC-DESK $$h EQUIPMENT Laptop-PC

Item Description: LAWLAP3

Item Public note: Dell Latitude 5440

Alma Record # 1: Mobile Audio Kit (MMS ID 991043575769703276)

Bibliographic Record: