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Procedure: Adding Items into the ASRS
rev. 20 January 15 June 2016
Purpose: This procedure describes how to put items materials into the ASRS
Overview: The three basics steps are to 1) update the item record status code to available, if necessary 2) transfer the record to the HK database via Millennium Circulation and 3) add the last five digits of the barcode to either an acid free strip or the top of the book.
One of two location codes will be used, cars0 or cars1 depending on the item type code. For materials with item type codes 0 (Circulating books), 6 (Circulating Scores) or 12 (GovDoc Main), use location code0. These item type materials will circulate when they are in the open collection and will also be able to go out on interlibrary loan. For materials with item type status code 1 (SerPer-Main), 7 (Score-Non-circ), or 11 (Book-Limited Use), use cars1. These item types do not circulate when they are in open collection, but go out for only three days when stored in the ASRS. These materials do not go out on interlibrary loan.
Required Knowledge/Skills: Knowledge of Millennium Cataloging Software
Equipment/Supplies: PC with network connection, Millennium Cataloging Software.
Procedure for Adding Items Materials with item type code 0, 6, or 12 into the ASRS from The General Collection
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Step 2: Under the Add/Remove section of the screen, make sure the radio button is on “Add items to ASRS location” and the drop down menu is on
'cars1' 'cars0'. It is very important to use 'cars0' so that materials can be requested and checked out by Ill patrons.
Step 3: Change Source tab to “Scan”.
Step 4: Scan the barcode of the item you wish to be added to the ASRS. Your 'added' item will appear below the Source area. (Note:The item location code will change to cars1 cars0 during the transfer process.)
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Step 6: Put the book on the 'To be Labeled' processing truck that will go to Circulation.
Procedure for Adding Items Materials with item type code 1, 7, or 11 into the ASRS from Archives (CVU)
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Step 2: Open the item record to be transferred; Change the status of the item from 'Library use onlyLIBRARY USE ONLY' o to 'AvailableAVAILABLE' -.
Step 3: Also change IMESSAGE to 'm' (check message). Add a note field tagged 'm' (Message) then type 'Return to ASRS'.
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Procedure for Adding Items with item type code 1, 7, or 11 into the ASRS from The Reference Collection
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