Procedures for Adding items into the ASRS
Department: Metadata Technical Services
Procedure: Adding Items into the ASRS
30 July 2009rev. 11/2019 KFR
Purpose: This procedure describes how to put items materials into the ASRS
Overview: The three basics steps are to 1) process the materials, 2) update the item record status code , and 3to available, if necessary 2) transfer the record to the HK database. The transfer process allows you to change the location code in the item record at the same timeASRS database via Sierra 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 the same as when they were in the open collection and will also be able to go out on interlibrary loan. For materials with item type 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 Sierra Cataloging Software
Equipment/Supplies: PC with network connection, Millennium Sierra Cataloging Software.
Procedure for Adding Materials with item type code 0, 6, or 12 into the ASRS from The General Collection
Step 1: Open Millennium Sierra Circulation; click on the ASRS mode tab on the bottom of the left toolbar.
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 loaned via Interlibrary loan.
Step 3: Change Source tab to “Scan”.
Step 4: Scan the barcode of the item you wish to be added to the ASRS. You should then see confirmation that the item was added.Step 5: If you are adding materials from Archives to the ASRS, go back to Millennium Cataloging to edit the item record. Change IMESSAGE to "m" Your 'added' item will appear below the Source area. (Note:The item location code will change to cars0 during the transfer process.)
Step 5: With a black magic marker, write the last 5 digits of the barcode on top of the book.
Step 6: Put the book on the 'New Book Cart' processing truck that will go to Circulation.
Procedure for Adding Materials with item type code 1, 7, or 11 into the ASRS from Archives (CVU)
Step 1: Open Sierra Cataloging.
Step 2: Open the item record to be transferred; Change the status of the item from 'LIBRARY USE ONLY' o to 'AVAILABLE' -.
Step 3: Also change IMESSAGE to 'm' (check message). Add a note field in the item record tagged 'm' (Message) and add "Return to ASRS". Write the last five digit of the barcode on a acid-free strip.Step 6: If you are transferring materials from a another location, remove all location stickers and tape (ex: Reference) then type 'Return to ASRS'.
Step 4: CLOSE THE RECORD.
Step 5: Open Sierra Circulation; click on the ASRS tab on the bottom of the left toolbar.
Step 6: 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.
Step 7: Change Source tab to “Scan”.
Step 8: Scan the barcode of the item you wish to be added to the ASRS. Your 'added' item will appear below the Source area. (Note: If adding the item failed, it is because the record is still open. Close the record then scan the barcode again.) (Note:The item location code will change to cars1 during the transfer process.)
Step 9: Look at the gold Archival Materials Processing Slip for directions on where to write the ASRS number. If the 'Write ASRS number on acid free slip' line is checked then write the last five digits of the item's barcode on an acid free slip and place inside the book. Ask the labeling person to print out a title label and then attach it to the acid free slip. If that box is NOT checked then write the barcode's last five digits on top of the book.
Step 10: If no further processing is needed, place the book on the 'New Book Cart' that goes to Circulation. Otherwise put the item on the 'To be Labeled' processing truck. Both of these trucks are found in the book processing area.
Procedure for Adding Items with item type code 1, 7, or 11 into the ASRS from The Reference or General Collection
Step 1: Open Sierra Cataloging.
Step 2: Open the item record to be transferred; Change the status of the item from 'Library use only' [o] to 'Available' [-].
Step 3: Also change IMESSAGE to 'm' (check message). Add a note field tagged 'm' (Message) then type 'Return to ASRS'.
Step 4: CLOSE THE RECORD.
Step 5: Open Sierra Circulation; click on the ASRS tab on the bottom of the left toolbar.
Step 6: 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'.
Step 7: Change Source tab to “Scan”.
Step 8: Scan the barcode of the item you wish to be added to the ASRS. Your 'added' item will appear below the Source area. (Note: If adding the item failed, it is because the record is still open. Close the record then scan the barcode again.) (Note:The item location code will change to cars1 during the transfer process.)
Step 9: Remove all Reference stickers/tape and cross out any “non-circulating” stamps.
Step 10: With a black magic marker, write the last 5 digits of the barcode on top of the book.
Step 711: Put the book either on the processing truck if it needs labeling or other marking (new books), or on the truck of materials to bo upstairs if no further processing is needed'New Book Cart' processing truck that will go to Circulation.