Keying a Bibliographic-Item Record for Electronic Copy Only Items

Keying a Bibliographic-Item Record for Electronic Copy Only Items




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.     In the New Bibliographic window, select resb: Rivera Reserve Bib or sresb:  SCI Reserve bib from the Select Template box, and click Select.  This template will de defaulted when you create another bibliographic record in the same Millennium session. 




4.     Enter the call number when prompted in the Insert a non-MARC field box, and select Next when finished.  For example:  “EE133”





5.     Enter the author and title when prompted, using all CAPS.  These materials typically do not have an author unless they are copyrighted articles.

  • For non-copyrighted material an example of a title field would be: “LECTURE NOTES”  
  • 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 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.  


6.     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. 


  • If you find a duplicate record in all CAPS that matches the title of the record 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.


7.     When prompted, enter the imprint as follows: R or S for Rivera or Science, followed by the course abbreviation.  For example: REDUC282M or SBIOL123.   

8.   If the material is copyrighted and on E-Reserve, but the Library does not own the material, check that the item is first-time use or repeat use, and notify the reserves coordinator if it is a repeat use.  



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


10.     In the Select Template box, scroll down to select ineres:  Electronic Reserves Item and click Select.



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

12.      Add media to the bibliographic record following reserves procedures, and attach the item to the course record when finished.  For each article, be sure to create a separate bibliographic record; do not attach multiple media sets to the same bib.







Last modified: 11/3/2011 2:01 PM by C. Arbagey

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