Procedures for Adding items into the ASRS
Department: Metadata Technical Services
Procedure: Adding Items into the ASRS
rev. 15 June 201611/2019 KFR
Purpose: This procedure describes how to put 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 ASRS database via Millennium 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 are 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 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
'cars0'. It is very important to use 'cars0' so that materials can be available to loaned via Interlibrary loan.
Step 3: Change Source tab to “Scan”.
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Step 6: Put the book on the 'To be LabeledNew 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 Millennium Sierra Cataloging.
Step 2: Open the item record to be transferred; Change the status of the item from 'LIBRARY USE ONLY' o to 'AVAILABLE' -.
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Step 4: CLOSE THE RECORD.
Step 5: Open Millennium Sierra Circulation; click on the ASRS tab on the bottom of the left toolbar.
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Procedure for Adding Items with item type code 1, 7, or 11 into the ASRS from The Reference or General Collection
Step 1: Open Millennium 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 Millennium Sierra Circulation; click on the ASRS tab on the bottom of the left toolbar.
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Step 11: Put the book on the 'To be LabeledNew Book Cart' processing truck that will go to Circulation.