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In OLIB the availability details of a physical item are stored in 'copy' records. A bibliographic Title record may have any number of physical copies associated with it. A copy record exists for each physical item and these store details such as Location, Sub-location, Circulation status and specific Shelfmark.
In order to add a copy to a title using the default settings for category and status, simply enter the barcode into the Copies field.
When creating a new Title and proceeding to Copy details, default settings are taken from system defaults and options settings. The fields completed by default are:
Field | Description |
---|---|
Locatie |
Taken from the location of the logged in user. This is populated if the above Location has a default Sub-location set. |
Sub-location | |
Shelfmark | Either defaults to the primary classmark or the primary classmark plus the verbal extension (first 3 letters of the first author’s surname). This is set in OLIB Defaults. Alternatively may default from the verbal extension (Verbext) in Title details. |
Category | Taken from the setting in Admin Client Defaults. |
Status |
This procedure creates a new copy which does not have the Category and Location defaults applied.
OLIB adds the new copy.
In many cases a new item in the library is already in stock and catalogued, and you need to add an extra copy record. If configured on your system, this may be possible from the Titles hit list - this is the fastest method. Alternatively, add a Copy from the Titles main details.
In the Titles domain hit list, this is a quick way to add a copy to a Title that already exists.
Search for the title that you want to add an extra copy to.
When you add another Copy in Title main details as above, OLIB provides defaults:
If Shelfmark is empty,OLIB generates a shelfmark. This field is pre-populated with the generated shelfmark value (based on the primary classmark and the primary author as normal), but you can make any free text adjustments or corrections (e.g. prefixing it with “REF”) before clicking the fast forward button to add the copy record.
Note: if you want to include Shelfmark in the default fields above, the System Manager first needs to add the attribute to the General layout using Layout Manager (Copy Shelfmark Entry (ti_shelfmark_entry). This must be added to the layout after the Barcode field.
Each Location record can optionally have Sub-locations configured by the system manager. These can represent physical areas within a Location, for example, Ground Floor, First Floor and so on. These are unique to each Location record. One of the Sub-locations can also be flagged as default, so that when new Copies are created, the default Sub-location is automatically entered. You can change this to another Sub-location within the same Location.
The Sub-location can also be entered or edited in the Copies screen:
This change can also be made directly from the Copies domain.
The Sub-location for the Copy is displayed in parentheses after the Location, whenever the Location is displayed - e.g. copies hit lists:
9064573465 Main Library (First Floor) 362.17 BER Standard Available
As well as the Location, Sub-location and Shelfmark to indicate the whereabouts of a Copy, the Shelf can optionally be used. This is cataloguing reference data that can be a physical area within a Location e.g. Large Print. These are created in the Shelves domain and can be used in any combination with Location records. The system manager may have configured a default Shelf for each specific Location.
An individual Copy can be edited and the shelf information recorded, or you can use an 'Action' in the hit list to update a selection of Copy records to a specific Shelf area:
This information is displayed after the Sub-location and before the Shelfmark, e.g. in copies hit lists:
9064573465 Main Library (First Floor) Large Print 362.17 BER Standard Available
In Reference Data, a shelving area can be assigned to a specific Location record rather than being usable with any combination of Location records. If this is configured on your system, it controls shelf assignment when adding or modifying a Copy record. Depending on configuration, the Shelves available to you in the copy record may be limited depending on the Location you have already selected.
Whenever a new copy record is added (either directly from the Titles screen or indirectly, e.g. during Acquisitions check in), the copy shelfmark can be automatically populated with the title’s primary classmark and, optionally, the first three characters of the primary author’s surname ('Verbal Extension'). If the author is a corporate body or conference the first 3 letters of the author are still used.
When you add a new Copy record to a Title, the new copy is automatically added to the reservation list if there are any active reservations for that Title. The copy being added must match the parameters set in the Copy, user’s Location and Loan Terms records for it to be reservable.
In addition, when you modify a Copy record, a check is made to determine whether there are any active reservations on the Title that the Copy can now be used to fulfil.
For example, if you change the Copy Category of an item from e.g. Reference (which you may have configured to be not reservable by anyone) to Standard (which you may have configured to be reservable by users at the Copy’s Location), the Copy will now be added to the reservation list.
Note: a variety of searches are available in the Copies domain. This is also accessible from the Circ. Desk.