Volume field
The volume field is used to help circulation staff and patrons in the selection of specific items, namely DVDs and multi part sets. Cataloging policy (approved by the Minerva Executive Board June, 2010) requires the addition of volume fields for the following circumstances:
- Item is part of a series or set and is cataloged all on one bibliographic record.
- Item is part of a multi part unit, as in a DVD series.
- Item is missing a component or has some other characteristic that must be noted, such as a missing map; if a DVD set is not broken up, the phrase “Complete Set” will be noted in the volume field.
Status
Status types that are non-requestable are:
q- unavailable (only Maine InfoNet staff can use this)
$ – paid
z – claims returned
m – missing
l – lost
s – on search
n – billed
w – withdraw shelf
k – online
e – in tech service
o – library use only
Often these status codes are confusing to both staff and patrons. Items with statuses that aren’t apparent (i.e. Available, Local Use Only, etc.) should be assumed to be not readily accessible for circulation. If another copy is available, staff should help patrons locate that copy. Library staff are encouraged to contact the owning library if an item has a special status type.
Creation of On-The-Fly Records
Occasionally circulation staff must create a short bibliographic record to checkout a material. These records MUST BE completed or deleted when the item is returned to the owning library. For directions on how to create an “On the Fly” record, please go here:
https://www.maineinfonet.org/supportportal/training/circ-training-resources/on-the-fly/
For information on withdrawing “On the Fly” records, the cataloging committee does have procedures for withdrawing records, which can be found at:
