Temporary items are checked in the same way as other items. However, once the temporary item is checked back in, the transaction record and temporary item (barcode) information are removed from Alexandria. As a result, you will no longer be able to see any information regarding the temporary item after it has been checked in.
Items
Add, view, duplicate, move, and modify the the items in your database.
To access it directly, add /items to the end of your Alexandria URL.
Items Video Playlist
Related Tips
Contact Support
Items FAQs
Navigation
The Items Management gives you a record list on the left, and shows the current record on the right. Navigate between the Items Tabs (Publication, Copies, Subjects, Terms, Notes, Other, and Programs), and use the MARC toggle to enter exit the MARC View Editor. Click the padlock to lock/unlock the interface for editing, add a new record with our SmartMARC® Title Assistant, hover over the cover art for picture options, and access the action menu for more Title Actions.
See Hotkeys for Circulation shortcuts.
MARC Toggle
This button will transform the Current Record pane; you can toggle between the normal Item View and the more advanced MARC View Editor.
Add Items
When unlocked, the drop down menu allows you to choose between adding a new item (Ctrl/⌘ + A) or a copy (Ctrl/⌘ + ⇧ + A) to whichever record is highlighted.
Actions Menu
The Actions drop-down menu (represented by a gear/cog icon) contains specialized, title-centric item management functions.
- SmartMARC® Title Assistant. Opens the Title Assistant dialog, which allows you to add or update title records through databases.
- Remove title. Permanently removes the selected title record and all associated copies; title holds and reservations will be lost.
- Duplicate title. Duplicates the currently selected title; other than creation dates, duplicated title records can be exactly the same.
- Quick export. Quickly exports the selected title record as a .txt file in MARC format.
- Move copies to this title. Opens the Move Copy dialog. Use this feature when a copy is mistakenly imported (or added) to the wrong title.
- Title statistics. Shows title-specific circulation information; this information is used to help assess library and item usage. It can be used for reference when ordering additional copies of items in high demand or weeding out infrequently used items. This statistical information can not be modified.
- Merge titles. Get rid of duplicate titles, while retaining history for all copies, and updating the title history to reflect actual usage.
See Title for more information about the main Items page, and the Items Tabs.
Move copies to this title
Use this feature when a copy is mistakenly imported (or added) to the wrong title.
- Go to Items.
- Select the title from the list on the left.
- Click the Actions menu.
- Click Move copies to this title.
- Select by barcode list or barcode range.
- Enter the barcode of the copy you wish to move or merge with the currently selected title record.
- Remove source titles with no copies (optional). If the copy being moved is the last copy of the selected title and you would like that title record to be removed after the move has been performed, leave this box checked.
- Click Move.
Items FAQ
I am adding several eBooks to our collection. How should I catalog them?
Cataloging eBooks is simple but slightly different from what you may be used to. Unlike a book with a physical copy, eBooks do not require a copy barcode. Please visit our free online support center for Best Practices for eBooks to find out all the steps you will need to catalog your eBooks.
I have multiple copies of the same book with different title records. Is there a way to combine them?
Yes, merging the title records is an easy process. Please follow the steps below to complete this:
- Open Items
- Search for the title records you wish to merge and choose the one you want to keep
- Unlock the program
- Select the Actions Menu
- Choose Move Copies to Title
- Enter the barcodes of the copies you want to move
- Select Save
Once you have moved the copies, you can delete the title record you no longer need.
Which MARC tag and subfield do I use?
In Alexandria, it’s easy to catalog items whether you understand MARC tags and subfields or not. However, if you can’t find a spot for the information you want to add in a title record, you may need to switch to MARC View and add it that way. So… where can you go to find information about what each tag and subfield represents?
The Library of Congress (LOC) website has a special section devoted to MARC tags and fields, which shows what each tag and subfield represent and examples of how each is used.
To get to the Library of Congress MARC webpage:
- Go tohttp://www.loc.gov/marc.
- Click on Bibliographic under the MARC Formats section or Bibliographic under the MARC LITE section.
- Use the Table of Contents to select a portion of MARC information you would like to learn about.
- Use links from the resulting page to view specific tag information.
You can also click Read About This Tag when looking at a specific tag in MARC View to go straight to the relevant LOC page.
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MARC LITE is a subset of the full MARC 21 Bibliographic Format. It includes all essential data elements that are needed to create bibliographic descriptions of information items. Records using only those elements are valid MARC records and may be integrated with fuller records without alteration. |
How can I get a list of all items that are checked out and their due dates?
To get a list of all the items that are checked out along with their due dates, follow these simple steps:
- Select Operations
- Select Reports
- Categories: Circulation
- Select Loaned Items Information
- Select Run
Once the report is generated, you can see all the checked-out items along with their due dates. Any due date that appears in red indicates that the item is overdue.
How do I manually add a new book to my catalog?
Adding a new book to your Alexandria catalog is easy with the SmartMARC Title Assistant. View a step-by-step video tutorial HERE.