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Department:
Circulation
Procedure: Adding large donations to the ASRS
Purpose: There are times when the library will be adding a large number of books to the ASRS.
Purpose:
To store new items in the ASRS system.
Required Knowledge/Skills:
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Knowledge of the ASRS System
Safety Issues/Precautions:
None
Equipment/Supplies
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ASRS computers
Procedure
1. Open Millennium and access the ASRS on the left hand side at the bottom of the scroll bar.
2. Open the ASRS module and at the upper center of the page using the drop down menu switch the location from cars0 to cars1.
3. In the center section find source and using the drop down menu switch from Scan to Review. This should change the scan bar into a drop down menu with all lists that are currently in Millennium.
4. Using the drop down menu find the appropriate list to be added to the ASRS.
5. Click Process. The size of the list will determine how long the process will take.
6. Once the list is processed it will inform you that it is finished
7. Write the last 5 digits on the top of the book or on an archival flag depending on what is being added to the ASRS.
8. Go into the back and pull up an empty or partial bin depending on need. The ASRS manager will provide a list of empty bins if that is needed.
9. If the books are to go into a dedicated bin(s), dedicate the bin(s) as they are brought up.
Dedicating Bins:
10. Log into the ASRS computer as an Administrator.
11. Choose the Containers tab at the top of the screen.
12. Once in the container screen chose the Filter tab at the top center of the screen. (The icon looks like a calendar and funnel)
13. When the filter screen opens use the first drop down menu on the left and click “+” in front of ASRS Location.
14. In the first drop down box choose “Aisle”
15. On the second drop down menu choose “Equal To”
16. In the third box choose the appropriate option for the aisle that is going to be used.
17. Click on the “+” at the end of the line to add additional filters.
18. The second filter created will be ASRS Location = Bay
19. Click on the “+” to add a third filter
20. The third filter created will be ASRS Location= Level
21. If appropriate create a fourth filter ASRS Location = Side
Example of filter for Bin Number ML020170821
Aisle = 2
Bay = 17
Level = 8
Side = 2
22. Click Accept
23. Highlight Bin
24. At the bottom left of the screen find the modify container tab and click on it.
25. On the storage type switch from “Random” to “Dedicated”
26. Make sure that the bin will have 8 sectors.
Storing Books:
27. Click on Add Audit in bottom left corner
28. Switch to the work request tab
29. Left click on each of the audits and delete them before switching to the operations tab.
30. Click on Operations tab
31. Click on appropriate sector starting with 2A, and moving up to 1A and continuing through left to right so the last sector filled will be 1D.
32. When a sector is filled click on the button marked Sector full. Each sector should be filled before moving to the next on ensuring the sectors will be relatively even.
33. To store the book, make sure you are in the appropriate sector and scan the barcode place the book in the bin
34. When the bin is full release the bin so it returns to the rack.
Trouble Shooting:
If when scanning a book an error message shows up put the book aside and when storing is done take the book to make sure that it went into the ASRS Database. Go back into the ASRS module and change the source from Review to Scan and
rescan the book individually. If you get an error message saying that the item doesn’t exist then the book will need to go down to Technical Services to be catalogued.
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- When logged into the Admin side of the Dematic software choose the Inventory tab.
- At the bottom of the page click on ‘Add Inventory’
- In the Item box scan in the barcode of the item being added
- Add the Title and Call number in the appropriate boxes
- On the Bin type drop-down menu choose ML-8
- On the Bin height drop-down menu choose the appropriate height for the book if they are 12 inches or under place them in a 12-inch bin.
- On the Storage type drop-down menu choose random storage unless otherwise told. Faculty Authored items will always be stored in dedicated bins.
- Go into the Activate Store tab and follow the Activate Store process.