Reserves
Boreham Library Staff ManualsEReserves Manualversion 2007.07.26.a Note: minor changes in menus and wording may occur with each upgrade. Just read the menu carefully and select the correct item wherever it is. |
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All materials on reserve must have a bibliographic record, an attached item record, and then a course record to which the item is attached. It is simplest to select, download or create the bibliographic record, then the item record, and then select or create the course record to make the second attachment.
Bibliographic Records
Every reserve items must have a Bib (Bibliographic) record and an Item record (barcode record). The item record is connected in the EReserves system so it must exist, even if there is no physical object with a barcode. The basic procedure to get or create these is:
- Load Millennium Cataloging.
- Download (using OCLC Connexion) or create (using the appropriate bibliographic record template) a MARC bibliographic record.
Preferably, a record should be downloaded from OCLC, so as to obtain the most complete information possible.
This is not normally possible for individual articles from journals, however.
- Use Catalog mode and select the New button at the top of the window to create a new record.
- Select the proper bibliographic template for the material to be cataloged.
- ERscanned for material to be scanned in
- ERlinked for database articles which are to be linked from a database
- ERrrnot for physical materials not owned by the Library, which are to go in the Reserve Room.
- Materials owned by the Library already have a catalog record, so that is used.
- Click on the Save button.
If the item is a web site that is not yet in the Library catalog, let the Technical Services Librarian create or download a record for it. Then an item record can be added, and it can be placed on EReserves.
ERscanned for material to be scanned in
- Location is rrera, BGeneral is Data, Btype is Articles (even if it is a chapter or notes or other materials)
- 092 is the Course name, since no shelf call number is needed
- Title and Author of the article (delete author if not present).
If this is a media file, add in square brackets as needed: [sound recording], etc. AND change the BType to the proper media format. - citation is enough information to locate the article, etc., again if the original and data are missing
- 740 is used for alternate titles (such as "Twelve" instead of "12") for use in searching. Delete line if not needed.
583 holds:
- the title
- the c (for "created") subfield is the starting month of the first semester used (so we can check back on long-held items for currency, still in use, etc.)
- the d (for "dies") field holds the expiration date, usually the end of the semester if no permission is obtained.
Once permission is obtained or if already unnecessary, put permitted in this field.
This allows a search by YYYYMM values to find expired records to check with faculty. - the f (for "from") subfield is the name of the instructor requesting the material; more than one name can be used here
- the k (for "Kreator" [sic]) subfield is the person who created the bib record and the date it was done in YYMMDD format
Click on the Save button.
ERlinked for database articles which are to be linked from a database
- Location is wartl, BGeneral is Database, Btype is Database
- Title and Author of the article (delete author if not present).
If this is a media file, add in square brackets as needed: [sound recording], etc. AND change the BType to the proper media format. - journal citation is enough information to locate the article, etc., again if the original and data are missing, in another database
- 740 is used for alternate titles (such as "Twelve" instead of "12") for use in searching. Delete line if not needed.
583 holds:
- the title
- the c (for "created") subfield is the starting month of the first semester used (so we can check back on long-held items for currency, still in use, etc.)
- the d (for "dies") field holds the expiration date if necessary -- otherwise, put permitted in this field.
- the f (for "from") subfield is the name of the instructor requesting the material; more than one name can be used here
- the k (for "Kreator" [sic]) subfield is the person who created the bib record and the date it was done in YYMMDD format
The 856 field is the crucial link.
- in the u subfield, REPLACE the "h" with the complete URL link to the article, etc. Do not leave any stray characters in this field!
- in the x subfield, enter the date YYYYMMDD the link was last created (or updated) and the initials of the person who created (or updated) it
- in the z subfield: this text appears to the patron. Use "Full Text" and delete the rest, OR delete that and use the "PDF" part, OR use both if both are available, OR change it to the proper type of media (and add any program that must be used to access it, such as Flash or Shockwave, if needed)
Click on the Save button.
ERrrnot for physical materials not owned by the Library
*** Use this ONLY if you cannot find an OCLC record for this material. ***
- Location is rrnot, BGeneral is Reserves, Btype is Reserves
- Call is the general Dewey area call number, followed by the instructor name.
- Title and Author of the article (delete author if not present).
If this is a media file, add in square brackets as needed: [sound recording], etc. AND change the BType to the proper media format. - n 500 should be used for a citation if no OCLC record is found
- 740 is used for alternate titles (such as "Twelve" instead of "12") for use in searching. Delete line if not needed.
583 holds:
- the title
- the c (for "created") subfield is the starting month of the first semester used (so we can check back on long-held items for currency, still in use, etc.)
- the d (for "dies") field holds the expiration date if necessary -- otherwise, leave it as YYYYMM in this field.
- the f (for "from") subfield is the name of the instructor requesting the material; more than one name can be used here.
If the lender is not the name in the f field (OR there is more than one name there) then add a note as to the name of the lender. - the k (for "Kreator" [sic]) subfield is the person who created the bib record and the date it was done in YYMMDD format
Click on the Save button.
Creating an item record to attach to Reserves
EReserves depends on linking item records (not Bib records), so everything in EReserves MUST have an item record.
- In MilCat, get the Bibliographic Record. Click on the Summary button at the top.
- Down on the page is a dropdown menu item labeled View (NOT the View button at the top).
Click on this menu and select Item. - Click on the Attach New Item button.
- Select the appropriate action for the item: ERonline for scanned or linked materials that do not need barcodes, or use the existing item record which the Library owns..
ERonline for scanned or linked materials that do not need barcodes
No barcodes are needed for scanned or linked items, or materials which will not be checked out or counted inhouse.
- Location is prompted. Use:
- wartl for linked articles, etc. in databases or web sites
- rrera for scanned articles or files
- Change the IType as needed:
- 001 for EReserves scanned in
- 002 for EReserves linked online
- Click on the Save button.
- Connect the item to the Course record
No other data is needed in the item record for online items.
ERbarcode for unowned materials that need barcodes
Physical items (books, videos, etc.) which are checked out or counted for circulation inhouse must have a barcode.
- Location is normally rrnot since unowned items are in the Reserve Room.
- For IType use the appropriate one for the time of checkout:
- 200 for Reserve noncirculating
- 201 for Reserve 1 day circulation (overnight)
- 202 for Reserve 2 day circulation
- 207 for Reserve 7 day circulation
- 212 for Reserve 2 HOUR circulation
- 230 for Reserve 30 day circulation
- Enter the ten digit barcode when prompted (it may be read in with a barcode scanner).
- The details on the type of item, etc., should be in the bibliographic record, so the item record contains just enough to allow circulation.
- Click on the Save button.
rrown for materials owned by the Library
Use the existing item record. No preparation is necessary.
Connect the item to the Course record
- In Millennium Circulation:
- click on (left bar) Course Reserves button
- Retrieve by COURSE [or by PROF/TA]
- Enter the course name desired. This may pull up a list of existing records called Course List. Click here to skip course record creation.
- If no course record exists, the course record must be created.
- Click on the New button at the top of the screen.
- Enter the beginning date of the course (normally the first day of the current semester).
- Enter the end date of the course, or leave it blank if unknown at this time.
- Enter the Location as none.
- Enter the instructor's name.
- Enter the name of the course, using the 3 or 4 letter code and number, followed by the name:
- ENGL 2763 British Literature to 1789
- Enter a course note if necessary for more information.
- Save the course record.
- Search the course or instructor again to get the new record on the list.
- Select the correct course.
- Select Add Items.
- Search for the bib and item records needed.
- Select the item record to be placed on reserve and click Add Selected Item(s).
- A popup screen appears for Course Reserve Setting.
- Change the Location ONLY IF the physical item is moved to the Reserve Room.
- Change the Item type ONLY IF the circulation time of the physical item changes.
- Change the Active status to:
the last day of the semester IF no permission has yet been obtained for an item that needs copyright permission
OR until the end of the course IF no permission is needed or has been obtained. - Click OK to place this item on reserve.
Physical items normally need no permission.
Normally, only scanned or otherwise copied or changed items need permission.
Faculty are responsible for obtaining permission from the copyright holder by the end of the first semester or the item is deactivated.
This is the same place where you can remove items or change status (active/inactive).
Technical Explanations
III has subcontracted the software for the Online Reserves viewer to another company. This viewer works with the files attached to catalog records using Millennium. However, the resolution for this viewer is, at best, 300 dpi (dots per inch), while most modern laser printers can print 600 dpi or better. By scanning materials at a higher resolution without going through the simple process built into the III software, more detail is retained at a cost of taking longer to scan material (for staff), more disk space to store the material, and the extra time to load the Adobe Acrobat viewer and files (for patrons).
Graphics and text are two VERY different things to computers. A graphic could be considered as one solid block, which can be tilted this way or that, or painted on the outside; but without time-consuming action with specialized software, it is unreadable as text, even if the graphic is a picture of text. As far as the computer is concerned, a graphic is always just a graphic. Text, on the other hand, is text, and is in the computer as a file consisting of a code for each letter, symbol and space; the computer can read text in a limited manner. While the human eye and mind can read the text in a picture, a computer cannot normally manage it.
GIGO: Garbage In, Garbage Out. A bad graphic in a good program -- is still a bad graphic. Without a lot of time-consuming tweaking, a bad graphic remains a bad graphic and displays badly. One should not expect a program, no matter how well it supposedly handles graphics, to alter that limitation without spending time fixing the graphic.
Photocopies must be within reasonable limits of readability. Those not readable to start with will only get worse when scanned.
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