Procedures for Adding items into the ASRS
Department: Metadata Services
Procedure: Adding Items into the ASRS
rev. 12 January 2016
Purpose: This procedure describes how to put items into the ASRS
Overview: The three basics steps are to 1) update the item record status code, 2) transfer the record to the HK database and 3) add the last five digits of the barcode to either an acid free strip or the top of the book.
Required Knowledge/Skills: Knowledge of Millennium Cataloging Software
Equipment/Supplies: PC with network connection, Millennium Cataloging Software.
Procedure for Adding Items into the ASRS from the General Collection
Step 1: Open Millennium 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
'cars1'.
Step 3: Change Source tab to “Scan”.
Step 4: Scan the barcode of the item you wish to be added to the ASRS. A confirmation that the item was added will appear below the 'Source' area.
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 processing truck that will go to Circulation.
Procedure for Adding Items into the ASRS from Archives (CVU)
Step 1: Open Millennium 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 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. A confirmation 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.)
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 'Archives' area of the book truck that goes to Circulation.
Procedure for Adding Items into the ASRS from Reference (CVU)
Step 1: Open Millennium Cataloging.
Step 2: Open the item record to be transferred; Change the status of the item from 'Library use only' o to 'Available' -.
Step 4: Close the record.
Step 5: Open Millennium 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. A confirmation 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.)
Step 9: Remove all Reference stickers/tape and cross out any “non-circulating” stamps.
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" (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) and cross out any “non-circulating” stamps. With a black magic marker, write the last 5 digits of the barcode on top of the book.
Step 7: 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.