Item Record Management

Can I add items/books to the database myself?

• Yes, all school librarians are authorized to add, or attach, items to records in the LION database. However, it is STRONGLY advised that you take the "Item Record Management" class offered by ERS before attempting to do this. Contact the ERS Helpdesk for details regarding class availability.

Is there documentation for the procedure?

• Yes, you can find documentation for this in the Library Manual. Just search for "Attach Item".

Can I modify an item record once it has been created?

• Yes, as long as the item record location code has your school number in it. You cannot modify an item record that belongs to another school.

Besides location codes, what other information can I modify in an item record?

• You can modify the following fields: Item barcode number, Call Number, ITYPE Codes or IMESSAGE. However, unless you are "withdrawing" items from your collection, you should not modify the STATUS field in the item record.

Which bib records can I attach items to?

• Generally, you can attach an item to any bib record that has a "matching" ISBN/ISSN number and has a call number in the bibliographic record. The only exception to this rule is if the call number in the bibliographic record has "ORDER BIB" in it. If you have any questions or concerns, please contact the ERS Helpdesk.

I did a search for an ISBN/ISSN number and the system did not find a match. What do I do?

• This will happen on occasion. What this means is that there is no bib record in the system for that title using that particular ISBN/ISSN number. A new record will have to be created for it by Cataloging Services here in ERS. The record will have to be processed as a "gift book". Please refer to the "Gift Book" section of the FAQs for more details.

What is an "Order Bib?

• An order bib is a bibliographic record that is created by the system when an order is placed for an item to be purchased through Acquisitions. You may NOT attach an item to an order Bib (see next questions).

Can I attach my item records to the Order Bib?

• No. Order bibs are used strictly by the Acquisitions department here at ERS.

How do I know when I've brought up an Order Bib record?

• An Order Bib record will specifically have the words, "Order Bib" in the call number field of the record.