Adding Items
Click on the Serial tab that looks like a stack of books. From the left hand menu, click on ‘Item List’. You can now see all the schools that have this particular journal. Now we can add items to the list.
Click on the ‘New’ button on the right hand side, and follow the instructions below:
- In the lower pane, click on the ‘General Information (1)’ tab .
- Scan a new barcode. You will get a message bubble that says “Sublibrary does not exist”. Put the following information in the given fields:
- ‘Sublibrary’ is always SMU
- ‘Collection’ is always SMSER
- ‘Material Type’ is either ISSBD for bound issues, or ISSUE for unbound issues
- You can type in the above codes, or select them from the drop down menu.
- The ‘Hol.Link’ is always SMU SMSER
- You must choose this code from the drop down menu. You cannot just type in the code in this field.
- ‘Description’ is where the volume number, issue number, and year are entered. They are entered in a specific way to keep the entries uniform in the catalogue. Here are some examples:
- Examples for bound journals:
- v.52(1993)
- v.63:no.1-6(1987)
- v.76:JAN-JUNE(1956) [If the month has four or less letters, do not abbreviate. There are no periods after an abbreviated month].
- v. 10:INDEX(1995)
- Examples for unbound journals:
- v.34:no.1(1978)
- v.56:no.3-4(1990)
- If you come across a journal that does not fit into any of the above formats, please ask a Supervisor for assistance.
- There are no spaces in the description. Always put a period after the v. and no., both of which are always lowercase. Use a colon after the volume number to separate it from the issue number. The year is always in brackets.
- A little note on the year format: If the volume encompasses 1987 and 1988, it is entered as 1987/1988. If the volume goes from 1987 to 1990, it is entered as 1987-1990. So, / for ‘and’, - for ‘to’.
- ‘Item Status’ is always 42. This code tells the system that this is a 7-day loan with a 25¢ a day fine. You can type this code in or select it from the drop down menu.
- ‘Enum. Level 1’ is for the volume number. ‘Level 2’ is for the issue number, if applicable.
Here is how the record will look for this tab for a bound volume:
and for an unbound issue:
Click on the ‘Serial Information’ tab and put all zeroes in the Issue Date and Exp. Arrival Date. (00/00/000):
Before:
and after:
- If you are entering a new record, you may have to click on ‘Update’ first. Updating will put today’s date in this field. You will then have to change it to all zeros and update again.
- If you are duplicating a record (see below), Aleph will automatically update if you are scanning barcodes, so today’s date will appear in this field, which you then change to zeroes. If you are typing the barcodes in manually, you may have to update before you can change the dates.
Now click on the ‘Serials Levels’ tab and enter the year in ‘Chron. Level 1’.
The ‘Enum. Level 1’ (and ‘2’, if applicable) will automatically show up in this pane.
Before:
and after:
- If the year is 1988-1991, just enter 1991.
Click on ‘Update’. You can now duplicate records, starting with your new one, to create records for the rest of the issues and/or volumes.
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