Introduction
Item record notes describe information specific to the physical copy associated with the item record. The different note fields should be used for certain types of information in order to make that information more easily accessible, either when viewing the individual record or when gathering bulk data.
Holdings-level information (pertaining to a single library’s holdings of the resource) should be included in the holdings record. Bib-level information (pertaining to all library holdings of the resource) should be included in the bib record. Holdings- and bib-level information is not covered in this document.
Required Alma roles
- Physical Inventory Operator
Contents
- Public Note
- Fulfillment Note
- Internal Note 1
- Internal Note 2
- Internal Note 3
- Statistics Note 1
- Statistics Note 2
- Statistics Note 3
- Unit Abbreviations
Public Note
Use this field for certain item-specific information intended for display in UC Library Search. For example, units use this note to communicate specific shelving information not reflected in the item's location. Also used to indicate sponsorship and use restrictions.
Notes in this field should not include [date] and [initials], should not be in all caps, and should be as succinct as possible while still conveying relevant information.
Examples:
Shelved behind the Morrison front desk
ASUC sponsored 1-day loan UCB students only
Maps missing
Existing data elements may be removed if they no longer apply to the item. When in doubt, leave them.
This field contains the following migrated data elements from Millennium with a corresponding prefix (which should not be perpetuated for new notes):
- OPAC Note
Fulfillment Note
Use this field for item-specific information that should be conveyed to Fulfillment staff upon check-out or check-in (e.g., existing damage before loaning, number of parts in a case, message to give an item to a supervisor when returned). This field does not display in UC Library Search.
Separate notes by vertical pipes ( | ), ordered by importance of visibility. Notes in this field should not include [date] and [initials], should not be in all caps, and should be as succinct as possible while still conveying relevant information.
Examples:
Check for 1 CD-ROM
Check for charger at both checkout and return
Shelve in Medium Rare | Lacks plates vii-x
Existing data elements may be removed if they no longer apply to the item. When in doubt, leave them.
This field contains the following migrated data elements from Millennium with a corresponding prefix (which should not be perpetuated for new notes):
- Message
Internal Note 1
Use this field for information about the item that is of interest only to staff and is NOT intended for display in UC Library Search.
Prepend the new note at the beginning of any existing notes, separated by the vertical pipe ( | ). Enter the note according to the following format standard:
[yyyymmdd] [text of the note] [unit abbreviation + initials]
Examples:
20220714 replaced by barcode C123456789 mamm
20240711 withdrawn then found, reinstated bijc | Status: WITHDRAWN …
20240828 Call# problem - diff call#; BadCat 58903. tsmm
The Internal note prepender tool is available to authorized staff to prepend Internal Note 1 values in batch.
Existing data elements may be removed if they no longer apply to the item. When in doubt, leave them.
This field contains the following migrated data elements from Millennium with a corresponding prefix (which should not be perpetuated for new notes):
- Internal Note
- Status
- Tracking Note
Internal Note 2
Do not use this field for new data or delete existing data at this time.
This field contains the following migrated data elements from Millennium with a corresponding prefix (which should not be perpetuated for new notes):
- Label Location
- Other Barcode
Internal Note 3
Do not use this field for new data or delete existing data at this time.
This field contains the following migrated data elements from Millennium with a corresponding prefix (which should not be perpetuated for new notes):
MARC 989 item subfields (NRLF-specific data)
- NRLF Accession Date
- NRLF Format Code
- NRLF Packaging Code
- NRLF Owning Loc Shared Print
- NRLF Condition Code
- NRLF Owning Campus
- NRLF Accession initials
- NRLF subfield p
- NRLF Deaccession code
- NRLF Recall Date
- NRLF Spine Width
- NRLF Deaccession Barcode
- NRLF Deaccession Date
Statistics Note 1
Except for NRLF staff, do not use this field for new data.
NRLF staff use this field to record packaging data in the form of two-character codes.
Migrated non-NRLF items may contain a migrated data element from Millennium, the Item Code 1 field value, migrated as Icode1: 0, which is now meaningless and may be retained or removed.
Statistics Note 2
Use this field to report reasons for withdrawal, reinstatement, or NRLF deaccession using predefined code values.
Related document: Withdrawal policy & procedures
Related document: Reinstating withdrawn items
Migrated items may contain a migrated data element from Millennium, the OPAC Message field value, migrated as Opac Msg: [value], which is now meaningless and may be retained or removed.
Statistics Note 3
Do not use this field for new data at this time.
Migrated items may contain a migrated data element from Millennium, the Item Msg field value, migrated as Item Msg: [value], which is now meaningless and may be retained or removed.
Unit Abbreviations (active)
| Unit Abbreviation | Unit/Library Name |
|---|---|
| ah | Art History/Classics |
| bi | Bioscience, Natural Resources & Public Health |
| bu | Business |
| ce | Environmental Design Archives |
| ch | Chemistry, Astronomy & Physics |
| dn | Newspapers/Microforms |
| dr | Doe Reference |
| ea | East Asian |
| en | Engineering |
| es | Earth Science/Maps |
| ev | Environmental Design |
| gs | Graduate Services |
| ig | Institute of Governmental Studies |
| it | Institute of Transportation Studies |
| lb | Lawrence Berkeley National Laboratory |
| ma | Main (Gardner) Stacks |
| mc | Media Services & Collections |
| mf | Moffitt |
| mo | Morrison |
| mt | Mathematics Statistics |
| mu | Music |
| n | NRLF |
| pf | Berkeley Art Museum Pacific Film Archives |
| q | Ethnic Studies |
| so | Social Research |
| ss | South Southeast Asia |
| sy | Library IT (previously Library Systems Office) |
| tb | Bancroft Library (aka, The Bancroft) |
| ts | Metadata Services & Collection Services (previously Technical Services) |
| zi | Resource Sharing Division |
Unit Abbreviations (legacy)
| Unit Abbreviation | Unit/Library Name |
|---|---|
| an | Anthropology Library |
| ed | Education-Psychology |
| oh | Optometry & Health |
| ph | Physics/Astronomy |
| pu | Public Health |
By jcripe on 09-18-2024