Millennium Serials Overview of Check-in Cards, Creating Items, and Claiming By Kathy Setter MORE Trainer June 2007
Log in Click on the Millennium Serials icon on your desktop. When the login screen comes up, enter your serials login username and password. A second screen will come up asking for the initials and password for your accounting unit. The initial Serials Check-in screen will appear.
Check Settings • From the top of the screen, click on Admin, then on Settings • The Settings screen will come up. If you need to check your templates for Checkin cards and Items, click on the Templates tab.
Check Templates • To edit your template, change the Record Type to Checkin, highlight your template, and click Edit near the bottom of the screen. • Your template will open. Make sure there is a value in every fixed field. (See RLOC numbers on the next page.) If any boxes are shaded in, a value needs to be entered. Most of them are a -. Having blank fields will cause problems later. • Make sure your template is under the Preferred Templates on the left side.
Check Templates – RLOC numbers 20 > River Falls Public Library 21 > Somerset Public Library 22 > Woodville Community Library 23 > Colfax Public Library 24 > Menomonie Public Library 25 > Chippewa Falls Public Library 26 > Fall Creek Public Library 27 > Spring Valley Public Library 28 > Frederic Public Library 29 > Centuria Public Library 30 > Clear Lake Public Library 31 > Pepin Public Library 32 > St. Croix Falls Public Library 33 > Hazel Mackin Community Library 34 > Elmwood Public Library 35 > Hammond Community Library 36 > Rice Lake Public Library 37 > Calhoun Memorial Public Library 38 > Plum City Public Library 39 > Augusta Memorial Public Library 40 > Cadott Community Library 41 > Phillips Public Library 42 > D.R. Moon Memorial Library • RLOC numbers are system numbers that identify each library. Please find your library in this list and fill in that number in the RLOC field in your Checkin template. 1 > L.E. Phillips Mem. Public Lib 3 > Altoona Public Library 4 > Baldwin Public Library 5 > Balsam Lake Public Library 6 > Boyceville Public Library 7 > Deer Park Public Library 8 > Dresser Village Library 9 > Ellsworth Public Library 10 > Glenwood City Public Library 11 > Hudson Public Library 12 > Indianhead Library System 13 > Luck Public Library 14 > Milltown Public Library 15 > C.A. Friday Memorial Library 16 > Osceola Public Library 17 > Park Falls Public Library 18 > Polk County Library Federation 19 > Prescott Public Library
Check Templates – Vendor Code • If your library uses a vendor for your magazine subscriptions, enter a vendor record and use that code in the Vendor fixed field. • If you do not use a vendor but order directly from the publishers, use None in the Vendor field. • To create a vendor record, Go to the Vendors Mode. • Under Admin-Settings, select the Vendor default template. • Click New at the top of the screen for a new Vendor record. Fill in the prompts with your Vendor information. • The Vendor code (VENCODE) is a code you make up to identify this vendor to you – ebsco – and that is the code you use in your checkin template.
Check Templates – Vendor Record • Once all your information is entered, click Save. • In your checkin template, double click in the Vendor field. • In the Select a Vendor window, search by vendor name or code to bring up your vendor record. • Click the Use Vendor Record button to insert the vendor code into your template.
Check Templates • Do the same for your item template. Change the Record Type to Item, highlight your template, and click Edit. You can make changes to your templates any time one is needed. • Make sure your templates are under the Preferred Templates on the left side. If you have more than one item template (one for adult and one for juvenile magazines, for example) make sure they are both there. • If one is not there but you have created it, look for it by scrolling down the templates on the right side. When you find it, click on it to highlight it, then click the top, left-facing arrow to move it to the left.
Settings Click the New Records Tab. Change the default for Check-In and Item to those for your library by clicking on the down arrow, scrolling through the list, and clicking on your library’s location code. For records to attach to a new bib record, have only checkin checked. Then click Save Settings, and OK. NOTE: If you use more than one template, you can choose to make the Item setting here “Always prompt for template” if you want to select your template for each item you create.
SetupManager-ControlledOptions • Go to Admin – Login Manager • Highlight on your login and click on Manager-Controlled Options on the bottom of the screen. • On the Setup tab, check the box in front of Take item location from checkin record if you want the item location code to come from your checkin card. This will override anything you do in the template! If your checkin card is correct, it will save you having to change templates from Adult to Juv and back again. • Uncheck the box in front of Prompt to generate claims during check-in to avoid having to constantly answer the question Claim issue? • Enter the number of recent searches you want in your history.
Manager-ControlledOptions continued • Click on the Modes tab and remove the checkmarks from in front of Routing, Binding, To bindery and Check in Bound if you do not route or bind magazines. • Click on the Tabs tab and remove the check mark from in front of Routing if you do not route magazines. • This makes your screen cleaner and easier to work in.
Search for a Title • Click on the down arrow for box menu. • Select the criteria you want to search by. Using the Magazine index is easiest. • Type in the title of the magazine and click Search.
Select Bib Record • All records matching your criteria will be displayed. • If there is only one match, that record will open.
Select Bib RecordContinued • When you highlight a line, brief information from that bib record will be displayed. It will help you in determining which is the full, correct record. • No imprint indicates a brief record. • An imprint indicates a fuller record. • It can also tell you if this is not a magazine at all.
Select Bib RecordContinued • To see the bib record, highlight the title and click on View. • To return to the Summary screen, click Browse. • Highlight the title you want to attach your checkin card to, and click Select.
Select Bib RecordContinued • The screen will tell you if there are any other check-in records attached to this bib record. In this example, no one has yet used this bib record to attach a check-in record to.
Select Bib RecordContinued If there are other cards attached to this bib record, the locations are shown at the top, the check-in card record numbers in the middle, and the total number of attached check-in records at the bottom.
Create Check-In Card • Click Attach New Checkin.
Create Check-In Card The New Checkin screen will come up, with fields for your library already filled in. Prompts for whatever variable-length fields are defined in your template will appear. Make your selection or type in the text and click Next. NOTE: Format for Library Has statement is yr. or yrs. for 1 or more years and mos. for months. Using macros for this statement can make this task go faster and be more accurate. See directions for creating macros at the end of this manual.
Create Check-In CardContinued • The Create Card screen will come up. • Leave the default options for the status and display mode boxes. • Items on Card is how many issues you want to attach to this card – the maximum is 84. Typically for a weekly this would be 52. For a monthly, the number of back issues you keep: 36 for 3 years, etc. • If you want to create item records when you check-in an issue, be sure to check that box. • NOTE: Weekly Magazines must have a new checkin card for each year!
Create Check-In CardContinued • In the middle section, select the frequency of this magazine. Click on the drop-down menu for your choices. • The cover date is the date on the cover of the first issue of the year. Entries under months/season are limited to the first three letters. Use 4 numbers for the year. • Expected date is the date you expect this issue to arrive. It defaults to the cover date. For Day, if you enter 5-12 the display will read Jan. 5, 2007-Jan. 12, 2007; if you enter 5/12 the display will read Jan. 5/12, 2007 (using Jan as an example for the month).
Create Check-In CardContinued • In the Enumeration box, enter the volume number of the current year, the issue number of the first issue, and the number of issues per volume. As an option, you can leave these blank; then there will be no display of these numbers anywhere in your record. • Numbering continuity asks if the issue numbers of the magazine start over at 1 each year (Restart) or if they are continuous. • Fill in the number of days an issue can be late before a claim notice is generated. • If you bind, fill in that information. If you don’t bind, leave the boxes for Unit of binding and Binding delay blank. When all information is correct, click OK.
Create Check-In CardContinued The Card fills with the number of boxes you specified, each with the cover date, expected date, and volume and issue number if entered. It also tells you whether that issue is Late, has Arrived, or is Expected.
Creating Cards for Unusual Frequencies • Magazines that are published on an unusual schedule (7 or 9 times a year, for example) can be a challenge to create cards for. • You can choose the Irregular frequency, and all the boxes will have blank dates. You can then edit each box as each issue arrives, adding the date. • Or, you can choose the Monthly frequency, edit the first year to reflect the publishing schedule, then extrapolate that sequence for the number of years you want to have on the card. • To Extrapolate, start on the Create Card screen; put 12 items on the card, and select Monthly for frequency. • Check Create item during check in. • Click OK.
Creating Cards for Unusual FrequenciesContinued • Delete the boxes you do not need. This example has 10 issues per year. Highlight the box you do not need; right click, select box menu, and Delete boxes. Confirm you want to delete selected boxes. • Edit boxes for double issues, if there are any. From Box menu, select Modify boxes individually. Change the cover date to reflect both months. • Now you should have the correct number of boxes with the correct cover dates for one year of publication.
Creating Cards for Unusual FrequenciesContinued • Correct the volume and issues dates, if you are using them, by highlighting all the boxes, right click for Box menu, select update boxes as a group, and fill in the correct numbers. • When everything is correct, highlight all the boxes again, right click for Box menu, and select Extrapolate Boxes.
Creating Cards for Unusual FrequenciesContinued This is how the screen came up. • On the Extrapolate boxes screen, fill in the number of times you want to repeat the pattern (NOT the number of boxes you want!). In this example, the pattern will be repeated twice, for a total of 3 years of boxes. • For the cover date, fill in the first month of your pattern. NOTE: never use a double month, for the system will assume all months are double. Start with a single month. Leave a double Dec/Jan at the end instead of the beginning, and all will be well. • Correct the Expected date. • Correct the Volume and issue information. • Click OK. After corrections.
Creating Cards for Unusual FrequenciesContinued • You now have 3 years of boxes in perfect order for this publishing frequency. Taking a little time at the beginning can save a lot of time later. • When you need to add another year, highlight the latest year and extrapolate it again.
Editing Check-In Card • If you wish to add any information to your check-in record, click on the Record tab. • Click on Insert at the top of the screen.
Editing Check-In CardContinued • An insert box will pop up. • Click on the down arrow to see the fields you can insert. • Highlight and click on the field you want to add • Enter your text in the box. • Click OK. • Here the Library Has statement has been added.
Check-In Card in OPAC • What you added will be seen in your check-in box in the OPAC.
Checking In To check-in an issue, simply highlight the appropriate box and click Check-in or type c. The Late or Expected statement will change to Arrived, and today’s date will appear where the expected date was: • If you want to change the Check-in date to a day other than today, double click in the date box; a calendar will pop-up and you can choose the date you want to use.
Checking InContinued • If you chose to leave the volume and issue numbers blank, when you click Check in an extra screen will come up. • The system is giving you another chance to fill those numbers in. Just click OK.
Creating an Item Record • Your template will appear with all the fixed fields filled in. • The first of the prompts for the variable-length fields will appear. • Fill in the appropriate text and click Next. • Complete all prompts in the same way.
Creating an Item RecordContinued • You can edit any fields before saving. The volume statement will appear on the OPAC just as it does here – if you want only the date to appear, delete the v. and n. statements. • When you’re done, click Save. • You will be asked to confirm – click Yes.
Creating an Item RecordContinued • You will be returned to the card screen where you can continue to check-in issues. • If you are done, click Close. • You will be returned to the search screen, where you can start over with another magazine.
Editing Boxes • Sometimes situations arise that require editing of the boxes on a card. A special, extra issue or a double issue, for example. • Highlight the box you want to work on, or the box before which you want to insert a box. • By right clicking anywhere on the card, a drop-down menu will appear with options for editing. • The most common edits are done from the Box Menu. • Click on the Box Menu for that drop-down menu to appear and view your options.
Editing BoxesContinued • If you didn’t create an item for an issue during check-in, you can do it from here. • Modify boxes individually is for changing a cover date or issue number. • Delete boxes is to do just that (be sure you have the correct box highlighted before you click on this). • Insert Issue Boxes Before Selected allows you to add a special issue. A screen will come up asking for the cover date and volume and issue number.
Editing BoxesSuppression NOTE: Clicking on this button will bring up the item record associated with this box. • You may need to suppress a box or add a note to it. • Double-clicking on a box will open a Modify Box Individually screen (without having to right click, click on box menu and click on Modify box…) • If you want to suppress this box from public display, check that box on the bottom of the screen. • This will suppress the box from display when a patron clicks on “Latest received” but will not suppress the item record: When suppressed, the box will display an “S” on the card.
Editing BoxesNotes • You can add a public note or a staff note to any box. • Double click on the box you want to add a note to and the Modify box screen will open. • To add a public note type the text in that box. The note will display up to 60 characters in the line mode of the public display; only the first 10 characters display in the box view. • To add a staff note, type the text in that box. An asterisk on the box means there is a staff note; open the modify box or scroll over the box with your mouse to see the note. • When done, click OK, then Save to make the changes permanent. Box display. Line display. On the card, the first 20 characters will show in the box; if you scroll over the box with your mouse, the entire note will show in a pop-up box.
Updating Boxes as a Group • If you add a special issue that has an issue number in line with the rest, the issue numbers on the rest of the boxes generated before you knew about the special issue will be incorrect. You can change them all to the correct number by highlighting all the affected boxes, starting with the first box with the wrong number, then choosing Update Boxes as a Group from the Box Menu. • Under Enumeration, check the box on the left side to indicate this is what will be changed; then change the issue number to the correct one. • Click OK. • All the issue numbers in the highlighted boxes will be changed. • You can also change the cover dates or expected dates this way.
Deleting a Check-In Card • If you need to delete a check-in card, click on the Summary Tab. • Make sure View shows Checkin. • Highlight the line with your location. • Click on Delete. • A screen will pop up asking you if you are sure. Make sure the record number in the box matches the record number for your location, and then click Yes.
Deleting a Check-in Card, continued • If there are any items attached to the boxes on the card you are deleting, a screen will come up asking if you want to delete the item records. • If you do NOT want the items deleted, click UnSelect All. The boxes in the left column will be unchecked. If you are deleting the items, leave the boxes checked. For weeklies, this is a great way to delete an entire year’s worth of issues at one time. • Click Delete on the bottom of the screen. This deletes the checkin card, NOT the items if you unchecked them. • The Card is deleted along with all the items if you left them checked. NOTE: From here you can only delete or not delete all the items attached to a checkin card. It is not possible to delete only a part.
Transferring a Check-In Cardto another bib record • When duplicate bib records are merged it is necessary to transfer checkin cards from the bib being deleted to the bib being kept. • Search for and open the bib record with the card you want to transfer. • From the Edit menu, click Transfer attached. • The Select destination bib screen will appear. • You can search by any usual means; however, using a specific record number to transfer to is the MOST SAFE and accurate. • Type in the record number and click Search.
Transferring a Card, continued • The other bib record will display. Check it over to make sure this is the bib you want to move to. • Click Use Bib. • You will be taken back to the original bib record; a screen will appear saying Transfer selected records. • Make sure ONLY your checkin card is selected; then click OK. • Your card is now on the other bib.
Deleting Boxes from a Card • To Delete boxes from a card, highlight the boxes you wish to delete. • Right click on the card. • Click on Box Menu. • From the Box Menu, select Delete Boxes.
Deleting boxes from a card, continued • A screen with all the items linked to the boxes you selected to delete will display. • If you wish to delete these items, leave the delete boxes checked. • If you do NOT wish to delete the items, uncheck the boxes. • Click Submit. • All the highlighted boxes will be deleted; if you left the delete box checked, all those item records are also deleted. If you unchecked the delete boxes, those items are still in the database and will have to be deleted through cataloging when they are withdrawn.
Marking a Card Filled • When all the boxes on a card are filled, you should mark the card filled to make it easier to identify the card you’re currently working on . • Right click on the card. • Click on Edit Card. • At the top of the card, click on the arrow for the Status field. • Highlight and click on Filled. • Click Submit. • By doing this, you can tell on the summary screen which card is your current one. Also, your current card will automatically open when you select the bib record; if more than one card is at Current status, the summary screen will open and you will have to choose the correct checkin card.
Archiving a Card • When a card is filled and you need to create a new one, a quick and easy way to do this is to archive the card. • Open your filled card. • Right Click, click Card menu, click Archive card. • A copy of your current checkin card will come up. Make any necessary changes and click Save. • You will be given the choice to either Extrapolate Boxes or Create card from Scratch; click Extrapolate Boxes. This will copy your publication schedule and the number of boxes from the current card to the new one.
Archiving a Cardcontinued • The Extrapolate boxes screen will come up with the expected cover date, expected date and enumeration; check these for accuracy. If they are correct, click OK. If anything needs to be adjusted, make the changes and then click OK. • A new card will open with all the boxes ready to go. • The old card will have a Filled status; the new card will say Current and will open the next time you select this magazine record.