1.3 Adding Copies

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Creating records for physical copies of material


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In this course we will discuss creating copy records. If you recall, copy records are attached to the title record. The copy records are created for the physical copies you will circulate in your library. In our last course, we created our title record. Now it’s time to add your copies. You probably noticed that when you clicked save, it mentioned that “This title does not have any copies. Would you like to add some now?” Click Add. Up at the top of the record, Alexandria will automatically move to the copies tab. You will now see information regarding the physical copy of the book. Keep in mind, the barcode number, copy ID, Volume, Call number, purchase and replacement cost will automatically fill in information. Consider filling out these fields with relevant information before saving your record. The barcode field will auto fill unless you apply an unused barcode number of your choosing. The policy field is also important, if you watched our Implementation series, you will have created your policies. Select the policy that suits the records you are creating. You will want to consider several factors. Such as replacement cost and purchase cost. Remember, that if a patron loses or damages a book, the replacement cost is the fine that will be applied to their record. Copy condition allows you to set the condition the book is in when you catalog it. This helps will help you verify the deterioration of the book over time. Accession date is the date when your record was created. Once you have verified the information, you are ready to save the record. To do this, simply click save up in the upper right hand corner. You are now ready to go forth and catalog! Try out a few items, you will be a cataloging machine in no time! In our next course, we will discuss some of the other areas of items management that will be useful to you.