Item Record Information {LCAO-3}

This option allows for the creation and updating of item records. All item records will be linked to a bibliographic record. In the case of multiple copies, more than one item record could be linked to a bibliographic record.

Since the Item information is kept in a separate table from the Bibliographic information, it is possible to deal with the bibliographic aspects separately from the item details. Should the library have more than one copy of an item, each can be allocated to a different location and the ordering and cost information of each is kept separately.

Since the Circulation Subsystem operates mainly on these Item Records, they are a prerequisite for the operation of that subsystem.

Fields in the option:

Block 1: Item Information

Field	Type & Length	Description
Item Number	N8	This is the unique identification number of each item, which is used for all circulation activities. If a “0” is entered in this field when a new record is created, the next available number will be allocated when the record is <COMMIT>ted. Bar-code labels with consecutive Item Numbers can be printed via option {LCAOR1-8}.The user can either use existing numbers by entering them in this field or use the above option.
Bibliographic Record Number	N8	The bibliographic record number to which this item is linked must be entered here. The creation of bibliographic record numbers was dealt with in Sections 3.1 and 3.4 above.
Media Type	A6	Media Types are defined in the menu LPMM and the appropriate code must be entered here. This field will default to the value in subfield 920a of the bibliographic record, if it exists.
Branch	A6	Branches are defined under option {LPMM-2}. Each item must be assigned to a branch.
Location	A3	Each Branch, as defined under option {LPMM-2}, has a default location and this location defaults to this mandatory field when the branch code is entered. This value may, however, be overwritten with any other valid location code. Location Codes are created in the menu LPMC.
Prefix	A6	If a prefix to the Shelf Number exists, the code can be entered in this field. The field is not mandatory and can be left blank if no prefix is applicable. The creation of Prefix Codes is done in the menu LPMC.
Shelf Number	A25	The Shelf Number defaults to the Classification Number (subfield 676b), the LC Class Number (subfield 680a) or the Holding Information (subfield 984c) according to the “Copy to Shelf”. This number can be extended or altered depending on local needs.
Item Status	A2	The initial status of the item must be entered here; it can subsequently be altered manually in option {LCIO-10}, or automatically when the item is “Issued” or “Returned”. Only when the status becomes “Withdrawn”, does it have to be done under this option. The creation of a status, (and the allowed changes) is dealt with in {LCIO-10}.
Volume Number	A30	This optional field can be used in two ways: in the case of multi-volume works which can be loaned, a separate item record can be created for each volume and the number can be entered here; in the case of serials, the volumes applicable to this item can be indicated in this field.
To	A30	This field is used if the item is a set of bound periodicals. The start volume of the item is entered in the previous field, “Volume Number”. The end volume is entered in this field. On information retrieval these two fields will be displayed in the format: 1993, no. 3 (start volume) to 1993, no. 8 (end volume). When the item is bound in the binding subsystem, {LBIND-1}, these two fields will be generated by the system.
New Title	A1	This mandatory field is used for SAPSE reporting purposes,in order to distinguish between the number of “titles” and “volumes” for Tables 5.7a and 5.8a. If a (Y)es is entered, the item will be counted as both a volume and a title for SAPSE purposes; if a (N)o is entered, the item will be counted as a volume only. On receipt of an item under {LACO-7} the system will check to see if any items already exist in the library for this bibliographic number, then default a (N)o if it is the case, otherwise a (Y)es if no items exist.
Author	A60	This field is transferred from the primary responsibility fields in the tag authority file, i.e. occurrence 1 of subfields 700a and 700b if they exist; otherwise the 710 or 720 tags are used. Failing the above, the 200f subfield will be used from the bibliographic record. The user may abbreviate or edit these, if so required. No information retrieval is done on this and the next field; they are for identification purposes in Circulation only.
Title	A60	This field is transferred from the 200a field in the bibliographic record. The user may want to abbreviate or otherwise change the entry. This field is used when the item is identified in notices to users and in other reports from the system. Whilst the 200a field is not limited in length, this Title Field is limited to 60 characters to ensure that it can be printed without difficulty. The amended form of the title in this field is not used for retrieval purposes, but rather the 200a field.

Example:

Block 2: Page 2

Field	Type & Length	Description
Order Number	A10	The order number on which this item was purchased can be entered here in order to simplify reconciliation with the ordering subsystem. Should the order have been placed through the Acquisition Subsystem, the Inventory Value, Replacement Value and the Department fields below will be copied from the information on the order.
How Acquired	A1	It is necessary for STATS reporting to indicate how this item was acquired i.e. (P)urchased, (H)ired, (M)anufactured, (L)oan for items taken temporarily into stock, a (G)ift or acquired in any (O)ther way.
Date Acquired	DD-MON-YYYY	The date on which the item was acquired by the library must be entered here. This date is used for identifying those items, that were acquired in a SAPSE reporting year, as well as to ensure consistency with the financial reports, this date must be in the same year as the financial year for which the expenditure is reported.
Date Deleted	DD-MON-YYYY	If an item is lost or otherwise disposed of, the item record should not be deleted; the relevant date should be entered here and the item status will be adjusted automatically to “WI” (Withdrawn).
Inventory Value	N10.2	The inventory value of the item, which should reflect the cost of acquiring it, must be entered here.
Replacement Value	N10.2	When the item record is created, the inventory value from the previous Block will also be written in this field, this is because the replacement value of an item is initially equal to its purchase price.
Last Updated	YYYY	The year in which the last replacement value update occurred. When a new record is created, the current system year defaults to this field, but this can be changed by the user. When the replacement values are updated via option {LCAM-2}, this field is updated with the current system year.
CESM Category	N2	The CESM category of the work, as defined in SAPSE 003, must be entered here. It can also be viewed by using the <LIST> option. A category “23” has been added by ITS to provide for items of a general nature. This field will default to the value in subfield 920b of the bibliographic record, if it exists.
Department	N4	The department, within the institution which requested this item can be entered here. Department codes are created in the General System, and can be viewed via the <LIST> option. A report containing the valid department codes can be printed via option {GCSR1-3}.
Subject	A7	The subject code can be entered in this field. The name will be displayed. The <LIST> function will display the valid codes.
Qualification	A6	If necessary, a qualification code as defined under option {SACAD-13}, TAB - Qualification Information, can be linked to the record.
Item Note	A60	This note field will be displayed when the item is issued or otherwise dealt with in the system. It can be used to comment on the condition of the item, the way in which it was acquired, etc.
Return Note	A60	This note field is displayed when an item is returned, and may contain such information as: “Item includes a book and two diskettes”.
		Note: When the receipt of ordered items is recorded under option {FPMO-2} new records in this Block are created automatically. The following fields will be created (if they exist on the order and the bibliographic record). Item Number - system-generated Bibliographic Record Number - from the order Media Type (920a) - from the bibliographic record Shelf Number - from Classification/LC/Holding (See LSPAR-1) Item Status - set to “IP” (In Process) Author - from bibliographic record Title - from bibliographic record Order Number - from the order Date Acquired - system date Inventory Value - from the invoice. If the order was in a foreign currency, the amount will be converted to Rand at the current exchange rate as specified under {LACM-4} Replacement Value - same as inventory value Last Updated - this year CESM Category - from 920b Department - from the order The remaining fields can be entered when the item is prepared for shelf. Periodicals are received under option {LPEO-1}. A new copy of a periodical will acquire all the following fields from the most recent previous copy that exists on the system: Media Type Shelf Number Volume Number Title Inventory Value Replacement Value CESM Category The rest of the fields are created as follows: Item Number - system-generated Bibliographic Record Number - from the order Item Status - “IP” (In Process) or “RT” (Routed) if the item is on a routing list. Order Number - from the order Date Acquired - system date Last Updated - this year Department - from the order

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
30-Jul-2007	v01.0.0.0	Amanda Nell	t134287	New manual format.
19-Aug-2008	v01.0.0.0	Charlene van der Schyff	t152525	Edit language obtained from proof read language Juliet Gillies.