Keying a Bibliographic-Item Record

Keying a Bibliographic-Item Record





1.     In Course Reserves, select the Options menu at the top of the screen, and select Key a Bibliographic-Item Record from the drop-down menu.



2.     In the Key a Bibliographic-Item record window, select New from the upper middle portion of the screen.  


3.     Choose the template you need, either resb for Rivera or sresb for Orbach Science.


call number 



4.     Enter the call number when prompted in the Insert a non-MARC field box, and select Next when finished.

 For example:


Personal copy of a book: QA303 .L33 2002 PER (note the space before the period) 







 08eres   E-Reserves: EE001B


Personal CD:
PERS QH308.2 .C34 2003 or

                        STAT/BSAD 104 - CD-ROM




5.     Enter the author and title when prompted, using all CAPS.  Not all materials will have an author. 




  • Type in the title exactly as it appears on the article or title page, using a colon as necessary for subtitles.  For example: PLANT GROWTH AND DEVELOPMENT : A MOLECULAR APPROACH (note the spaces both before and after the colon)
  • For books, always use the information listed on the title page.  Information listed on the book's cover may be incorrect.
  • For the author's name, use as much information as possible; do not simply use the last name and first initial.
  • If there is more than one author, use the first author listed only.  


  1. When prompted, enter the edition of the book.  The edition may be found on the title page of the book; if there is no edition listed or if it is the first edition, leave this field blank.  Use the following format:  2ND ED., 4TH ED., etc.





7.     A duplicate record check will automatically be performed.  If duplicate records are found, do not use an existing Library bibliographic record.  Select Close to return to creating the new bibliographic record. 

  • If you find a duplicate record in all CAPS that matches the title of the one you are creating (this would be a record created previously by Reserves), highlight the item, click Select, then Use this Bib to avoid creating duplicate records.


new item 




8.     The New Item box will appear within the bottom half of the New Bibliographic screen. 

9.   In the Select Template box, scroll down to select the correct template, such as isresm:  SCI Reserve mono, then click select. 


10.  When prompted, enter the correct iType and copy number (use #1 only) in the Edit Data box.  Select Next when done.

11.  When prompted, scan in the barcode ( b BAR ) of the material into the Insert a non-MARC field box.  Select Next, then enter the instructor's name in the "Property of" note.  Select Next when finished.




12.     Save the new record by clicking Save near the middle of the screen.

13.  Please refer to procedures for processing specific materials for additional steps.





Adding an Additional Copy to the Bibliographic Record




1.     In Course Reserves, select the Options menu at the top of the screen and select Key a Bibliographic-Item Record from the drop down menu.







2.     When the Key a Bibliographic-Item Record screen appears, search for the bibliographic record by call number.  For example, type BIOL 117.

3.     Select the correct bibliographic record from those listed after the search is performed.  If there is only one bibliographic record that matches the call number searched for, the New Item box will automatically appear.

4.     Follow the steps above to create a new item record.  

5.     Repeat for as many copies as necessary.   


Last modified: 8/3/2012 9:20 AM by C. Arbagey

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