Cataloging: On the Fly Items
Purpose: On-the-fly items are documents and books to facilitate prompt circulation but are not linked to a full record. Most commonly, these items come from the Government Documents collection. Occasionally, items from the stacks will turn up without barcodes as well.
In these cases, Circulation creates a temporary record called an on-the-fly record in order to check the item out to a borrower. This temporary record typically consists of a brief bib record in all caps with an item record attached. When the item is returned, Cataloging staff transfer the item record to a viable bibliographic record and delete the temporary bib record.
- From Sierra Catalog search screen, select (b) barcode index and scan the item’s barcode. Click Search or press Enter to call up the item record.
- If the call number begins with “St. Docs,” set the item aside to bring to Special Collections (they process their own on-the-fly items). Otherwise, proceed:
- Check the IMessage field in the item record. If IMessage = f, then continue. If not, put the item aside as it is not an on-the-fly record.
- Keeping the bib record window open, toggle back to the search screen and enter a title, author, call number, or ISBN search to find the proper bibliographic record for the item. (See Copy Cataloging: Pre-Cat URSUS Search for more information.)
- If the proper catalog record is not found, put the item aside for OCLC copy cataloging and bib record overlay. If the record is found, continue:
- Toggle back to the on-the-fly record. (Note: selecting Tile Horizontally or Tile Vertically from the Window menu will allow for side-by-side display of both records).
- From the on-the-fly record, go to the Edit menu and select Transfer Attached. The bib record # for the proper catalog record will appear as an option. Select it.
- Select: Transfer All Attached Records, Delete Source Bib.*
- Close all windows, return to the search screen and call up the item again by scanning the barcode.
- Double check that the transfer was successful, and make sure that all of the item record fields are correct: Location, Call number, Volume (if applicable), Status, I-type.
- No statistics are kept on the number of on-the-fly records that are deleted. However, statistics are kept on the number of items that are newly linked to a bib record.
Overlaying a New Bibliographic Record from OCLC
If processing a particular on-the-fly item requires the downloading of a new record from OCLC, follow the steps below:
- Begin as instructed in the Copy Cataloging page.
- When entering the 949 command line, use the following format:94933*ov-.bxxxxxxxx;b1-b;b2-o;b3-8;bn-oro
- xxxxxxxx = the bib record number of the on-the-fly record.
- If the item is not a monograph, replace the “b” in b1-b with the appropriate material code.
- Do not add the remainder of the command line string normally used when downloading and creating a new item record.
- Proceed, as usual, with Step 4 from the Copy Cataloging procedures.
*If an error message appears stating that the item cannot be deleted because it is still checked out, return the item to circulation. It will come back to Cataloging in a few days ready for deletion.
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