Brief Record Creation

1. Brief Record Creation for Federal Depository Material 9/29/10

2. Initial steps • Choose "Cataloging" toolbar from the module toolbar • In the "Title" wizard group, choose the "Add Title" wizard • If property screen does not display , then right click on “Add Title” and choose properties. • At top of “set property screen”, choose “Wizard Startup” so that properties display every time you begin the “Add title” process. This will allow you to evaluate the default settings for each session that you add titles.

3. Brief Record Properties-Defaults Tab Always have property page display when beginning brief record process List of entries Record format Call and Item properties Fill in properties as indicated on this page . Be sure to choose the appropriate library !

4. More Brief Record Properties- Behavior Tab If adding large quantities of microfiche, in the behavior tab of “Set Properties “ check off “Auto –generate item ID when adding item”, otherwise, leave it unchecked. All other behaviors can be chosen as indicated on this page.

5. These are indicators . No initial article is present so “00” was entered . The indicators influence how the title is indexed. If the title had begun with an initial article, whether in English (A, An, or The) or in a foreign language, the first indicator would be set to '0', and the second indicator would be set to the number of letters contained in the initial article plus 1 - the ‘1‘ refers to a single space (e.g. for the title “The Journal of geography”, the 1st and 2nd indicators should read '04‘, the ‘4’ representing ‘The_’ ) brief mono record created from template

6. Class Scheme Library Barcode Home location Display results of call and item with properties set

7. Choose the following for monograph brief records Format: MARC ( Options for records other than monographs are: VM =visual material, MAP, SERIAL ) Entries Template: SELECT ENTRIES ENTRIES TO ADD 074: Use item number from shipping list without format . 086: Enter SuDoc number as indicated in slide 5 – pay attention to spacing. 245: Take from title page, if not available from title page, use cover page. For microfiche , do not use fiche header, use TP from fiche if no TP use cover page. 246: Enter a 246 field after consultation with a Documents Librarian as to need. 260: Enter year only using the delimiter and the subfield “c”, e.g. |c 2010. 500: Copy shipping list number exactly how it appears from shipping list into first 500 field. ( e.g. 2010-0654-P , MF, E, S). 500: In 2nd 500 field enter “MONNEWPEN “(space) initials e.g. MONNEWPEN gs . This format must be followed exactly in order to retrieve records in the future for upgrading. (For serials , use “SERNEWPEN “ (space) initials). 710: Search Split List by item # for appropriate agency name. Enter agency exactly as indicated , however, the country “United States” is not found in the split list but is understood and should always be entered before the agency.– e.g. United States. Veterans Administration. (Almost all agencies will display as unauthorized after you create the record. ) Split list URL: http://ckdb.rutgers.edu/GovPubs/GovPubs_split/splitsearch.CFM After record is created and overnight processing, a 596 (library name) is generated. If you have any questions about the record creation, please consult a Documents Librarian or Elizabeth Leister.