Table of Contents | Reference Level | Example Level
PROCEDURE FOR RECORDING COPY-LEVEL NOTES
Copy-level notes are recorded in the HLDG copy-level notes field in staff mode. Several copy-level notes may be recorded for a single copy, but each must be in a separate |a subfield and all must fit within the space provided.
Using a coded note or a "um=" (universal message) causes the note to display in the OPAC.
NOTE: Only the first four public copy-level notes display in the OPAC when no MHLD is attached to the HLDG. An MHLD attached to the HLDG causes all public copy-level notes to display.
DO NOT type over or remove any information that is already in the copy-level notes field unless instructed specifically to do so.
When recording a note for OPAC display, refer to the Notation Codes for Copy-level OPAC Notes and the list of Patterns for "um=" Notes to select the appropriate note. If the note you are adding for OPAC display does not appear in either of these two lists, do not add it. Instead, give a printout of the copy holdings record, including the note to be added to the appropriate staff member in your department. The note will be reviewed and a new pattern set up where appropriate.
Ordinarily, only text from the list of Patterns for "um=" Notes may be used in a "um=" note. Exceptions to this policy are determined at the processing center level. When recording a note containing processing information for staff use, refer to the Abbreviations for Staff Notes to select appropriate abbreviations. If there is no abbreviation, record a concise note in your own words. Staff notes do not display in the OPAC.
TAB to the beginning of the copy-level notes field of the copy statement you want to add your note to.
Coded notes and "um=" notes must precede other copy-level notes. Be sure there is room to add the note you want before typing in the information. If you run out of space or make a mistake, press CLEAR before ENTERing done. This will remove any changes you have made.
Several copy-level notes can be typed, each in a separate |a subfield. For example:
Typing:
Results in the following:
The code "lv:ref" is from the list "Notation Codes for Copy Holdings". It results in the OPAC message "Latest volume in Reference". The note "gift" does not display in the OPAC because it is not preceded by a "um=".
Type "um=" before any note (except coded notes) that should display in the online catalog. Remember to follow the List of Patterns for "um=" Notes so that all units maintain consistency in the terminology to be used.
The copy-level notes field length is limited to 69 characters, including spaces, delimiters, and subfield code values. Stop at 60 characters because of the spaces taken by delimiters, etc., and the fact that this is the maximum number of characters that will display in the online catalog after using a "um=". If more than one note is needed, type each in a separate |a subfield.
If there is not enough space in the copy-level notes field, record the note in MHLD 852 |x if it is a staff note, or in MHLD 852 |z if it is an OPAC note. If a staff note is critical to correct check-in but is too long for the copy-level notes field, a note referring check-in staff to the MHLD may be recorded in the copy-level notes field. If a single part monograph would otherwise have no MHLD, an MHLD should still be created for recording OPAC notes.
If you do not have system authorization to edit or create an MHLD, give a printout of the HLDG including the note(s) to be added to the appropriate staff member in your department. Please specify which copy statement the "um=" note should be added to by highlighting the corresponding copy statement on the printout.
After you have completed adding your note to the copy-level notes field, TAB to the copy statement date (|d subfield) and change to today's date, then ENTER done. Search the record in the online catalog. Check the holdings information screen to see if the OPAC note you added displays properly.
If you have any questions concerning copy-level notes, notify the appropriate staff member in your department.
Table of Contents | Reference Level | Example Level
Rev. 12/14/95 dih