Before starting a box
Add macros
Make sure you have added all the macros to ensure consisitency.
Collecting material
Check the Ephemera spreadsheet for the next box that does not have someone's initials next to it.
When you collect a box make sure to add a manual request note so people know where the material is. The box location will already be recorded in the Ephemera Spreadsheet so you will not need to note the location e.g. aisle, bay, shelf, when retrieving material.
Add your initials next to the box in the spreadsheet.
Searching items on Sierra
On Sierra, it is best to search the box under 'c SHELFMARK' but, be aware, items which have only been catalogued to bibliographic level will not have a shelfmark. Searching the box number under 'o REFERENCE NO' will pick up these records. If the item has an order number e.g. o12345678, you can search for it under '.SYSTEM NUMBER'.
Suppressing the box
Whether the box is fully catalogued, partially catalogued or fully uncatalogued, the first step will be to suppress the collection level/box level bibliographic record.
The collection-level record is the one that has the BIB LVL as 'c COLLECTION', a REF NO with just a box number e.g. EPH60 and a box as the tile e.g. 'Food ephemera :|Bread and yeast.|nBox 1.
To suppress the record, change the BCODE3 from '[blank]' to 'n SUPPRESS BIB'.
You will also need to suppress the item record attached to this bibliographic record. Simply change the ICODE2 field from '[blank]' to 'n SUPPRESS BIB'.
After this, you can start inventorying/cataloguing the items in the box.
Last updated