Middlebury

Equipment Cataloging Procedures

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General instructions: Create brief local bib records for any equipment that will be checked out by faculty or students.

Basic responsibilities

  • Create new bib record for equipment
  • Process equipment by adding barcodes, labels
  • Edit exisiting bib records
  • Add item records
  • Delete item records and bib records
  • Record withdrawn items on Googledocs spreadsheet

How to catalog equipment

Choose template from Millennium

  • Click NEW icon
  • Select Equipment bib

Modify template

  • Add: 099 CAMCORDER, CALCULATOR, TRIPOD, etc. [in capital letters]
  • Adjust: 245 (Create title specific to item) -- Sony digital Handycam, etc.
  • Add: 246 (alternate title if necessary) -- Handycam, Digital, etc.
  • Adjust: 300 (Add brief description) -- 1 camcorder in leather case 1 instruction sheet, etc.
  • Add: 500 note if necessary for contents -- Models: Sony, Mitsubishi, Panasonic.
  • Add: 655 (Index/Genre term) -- Camcorders, Tripods, etc.
  • Keep: 655 -- Equipment.
  • Add: 856 (URL, if necessary)

Item Record

  • Location: usually mmce or mace
  • Item code 2: u [uncataloged]
  • Cost: check with Charlie Conway if necessary
  • Add BARCODE: usually on main item only; sometimes on label tags
  • Add VOLUME field for MC number [ctrl+i, v]: e.g., #18 (some have numbers on them from Media Services, some you make up yourself)
  • Add MESSAGE field [ctrl+i, m]: Check for 2 cables, etc.

Special Notes

  • Laptops
    • 4-hour loaners within library: give to P&P for security strip; no property label necessary
    • Staff/Faculty loaners: Tape a property sticker on top. These do not get barcoaded
  • Luggage tags to attach to equipment bags: use the laminator in LIB 133 (needs about 10 minutes to preheat)
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