II. Item Records

A.  Direct Input to Horizon

Horizon Item Record

1. Title: The system automatically transfers the title from the bib record.

2.  Item#: The system automatically supplies an item#.

3.  Copy#: If the item is attached to a copy record, the system automatically supplies the copy record#.

4.  Staff only: A check mark indicates that the item is only visible to the staff, not to the public.

5.  Item Type: Enter a valid itype code for your location. Although you only need to enter the code, the Items screen automatically displays the full itype description.

6.  Item Barcode: Enter a valid barcode for the item. 

7.  Location:  If necessary enter a valid location code. 

8.  Collection: Enter one of your library's valid collection codes.  Although you only need to enter the code, the Items screen automatically displays the full collection description.

9.  Call Number: Include call number and any cutter.  Type it exactly as you want it to appear in the catalog.  The collection description will provide location information and will appear next to the call number in the public catalog.

When adding items to generic records the following guidelines should be followed for this field.

Annual report:  Company name/Year

Artwork: Artist/Title

College catalog: Name of college

Equipment: serial number

Game: Name of item

Map: Title/Description

Newspaper: Title

Pamphlet: Title

Paperback: Author/Title

Phono Record: Artist/Title

Puppet: Name of item

Puzzle: Name of item

Travel: Name of Item

Vertical file: Name of item

10.  Copy Statement: The copy/vol statement displays after the call number on the same line.

If the title is already available in Horizon, follow the established pattern.  If the title is not available, then the pattern will normally be established using the following rules.

a.  Use the title page as the source of information.

b.  This volume specific information is most often used in open entry cataloging, such as serials, standing order, continuations, etc.

c.  Use the following abbreviations

NAME                    ABBREVIATION          EXAMPLE

1. edition                        ed.                       15th ed.

2. volume                        v.                         v.1

3. part                             pt.                        pt.1

4. number                       no.                        no.1

5. year                            (none)                   1991

6. copy number               c.                          c

Example:  COPY/VOL ($e)  15th ed. v.1 pt.1 no.1 1991 c.1

Small letters are used for all the above abbreviations.  In most cases, there is no space between the abbreviation and the numbers and there is one space between each piece of information.  When adding volume information only, add the necessary spacing to accommodate for filing.

The majority of items records will leave this subfield blank.  However, if you use copy numbers, the following will be more usual:

Example:  COPY/VOL ($e)       c.1

All numbers and years must be written out in full except for years following a slash, which generally have only two digits:

CORRECT                             INCORRECT

1982-1985                          1982-5

1973-1981                          1973-81

15-19                                  15-9

1967/68-1969/70              1967/68-69/70

102-193                             102-93

Additional abbreviations and words may be used in the copy/vol statement if present in Appendix B of the current version of Angle-American Cataloging Rules.

11.  Price: Enter as xxx.xx (where x = a number).  Do NOT include dollar sign.

12.  Fill in other fields as needed.

B.  Indirect Input to Horizon

1.  949 Tag Format Specifications

Properly formatted MARC records may be loaded into the VLC database using the Horizon import source after Horizon has been searched to verify that the title is not already available. 

Items information should be input to the 949 tag subfields using the following format so that items records will be automatically created.  This format may be used for serial as well as non-serial items.  When entering non-serial information you may ignore any fields that are serials specific.

The data for each field in the Horizon items record should be entered starting with a delimiter symbol used by your bibliographic utility and a subfield designator. The following examples use "$" as the delimiter symbol.

Delimiter        Subfield Name                Example             

    $b       Barcode                        $b33243000000753

*   $c      Collection Code             $cBPREF

*   $d      Call Number                  $d641.5 Smith

     $e      Copy/Vol/Year               $ec.1

*   $n       Location                        $nBPI

     $p      Price (do not include dollar sign but do include decimal)$p12.95

*   $t        Item Loan Type             $tBLBK

     $u       General Notes                                                                                         

* = required fields

If other fields are necessary, contact the VLC.

Sample 949 Tag:

949 10 $b33243000000753$cBPREF$d641.5 Smith$ec.1$nBPI$p12.95$tBLBK

2.  Rules for Creation of 949 tags

The following rules apply to the creation and use of 949 tags and subfields to be used by Horizon for the creation of items records:

a.  Any spaces entered in the MARC record (e.g. Call Number) will also appear in the items record.

bIf a barcode is not included in the $b, the Horizon system will generate a barcode based on a pattern of ‘mq’ followed by the item# (i.e. mq3517903).

c.  If more than one items record is to be attached to a BIB record, the data for each item should be entered in a separate 949 tag.  Multiple 949 tags may be included up to a limit of 100 before a new BIB record is required.  There is no limit to the number of Horizon items records attached to one Horizon BIB when added directly through Horizon.

d.  When inputting price, do not use a dollar sign"$", but do include the decimal point (i.e. 5.00 for $5.00)