Symphony Workflows Barcoding and Maintaining Your Library s Collection Barcoding Item s p. 2-5 Barcoding a second copy (same call number) p. 6-7 Barcoding a second copy (different call number) p. 8-9 Modify an existing item record p.10 Scanning instructions p.11 Scanning with the wand p. 12 Transferring the images from wand to computer p. 13 Emailing addition files to NCLS p.14 NCLS responds Ready to barcode p.15-17 Page 1
Barcoding Items 1.) Log into Symphony Workflows 2.) Click on the Items menu. 3.) Click on the Call Number and Item Maintenance option. The default for Index should be set at General and the default for Type should be set for Keyword. Page 2
4.) Check and make sure the item in hand is your library s material and not a book borrowed from another library. Also check to make sure the item in hand is not already barcoded. 5.) Search for a bibliographic record that matches the item. The best search method is General / Keyword. For books and audios, the best search method is author and title. If you don t get a hit, then try other searches such as just the author, just the title, or the ISBN. Examples general / keyword search: Roberts and Stars of fortune title / keyword search: Stars of fortune author / keyword search: Roberts, Nora For DVD s and Blu-ray s, the best search method is the title and the word video. If you don t get a hit, then try other searches such as just the title, ISBN, an actor or director s name, etc. Examples general / keyword search: Jurassic world and video title / keyword search: Jurassic world author / keyword search for actor: Pratt, Chris **If you change the search option from general, to title or author, always remember to change it back to general or it will affect searching of your next item! For music CD s, the best search method is the title and the word audio. If you don t get a hit, then try other searches such as just the title, ISBN, an musician s name, etc. Examples general / keyword search: Two lanes of freedom and audio title / keyword search: Two lanes of freedom author / keyword search for actor: Mcgraw, Tim Page 3
What is needed for a matching bibliographic record? For books and audios, the ISBN on your item must be in the record for it to be a matching record. If your ISBN is NOT in the record, set it aside to scan and email it to cataloging@ncls.org. For very old items an ISBN might not be present, so match publisher & copyright. **Remember that large print items are NOT to be barcoded to regular print item records. For DVD s, Blu-ray s, and music CD s, if there is an ISBN on your item, the ISBN must be on the record for it to be a matching record. If the item does NOT have an ISBN, then the UPC number and Publisher number on your item, must be in the record for it to be a matching record. If it is a special edition such as an Anniversary or Collector s edition, this must also match. This information can be found in the 250 field. If this information is not in the record, set the item aside to scan and email to cataloging@ncls.org. The ISBN for your particular item will be found on the back cover of the item. Always use that ISBN. In the rare case that there is not an ISBN on the back cover, then refer to the back of the title page. 6.) Determine if you have found a matching record. If a matching record is found go to step 7. If no matching record is found, set the item aside to scan and email to cataloging@ncls.org. 7.) Click Modify 8.) Click Add Call Number The following box will appear titled Add Volume: Library for new call number. Be sure your library name appears in the box, and click OK. Page 4
In the following screen shot, you can see where your item will appear in the left pane. The item s information will appear in the right pane. 9.) Edit the information in the right pane. Input what you would like your library s Call number to be Skip Item ID for now and complete the other fields Click on the down arrows to select from a list for the Type, Home Location, Item Cat1 (if used), Item Cat2. Fill in the Number of pieces (if more than one piece) and the Price. Put your curser in the Item ID field, place a barcode on your item, and scan it. Notice the save button is grayed out and your changes have been saved. Review the information in the left pane to see that it is correct. 10. ) Click Return to search, and begin again with your next item. Page 5
Barcoding a second copy (of the same item with the SAME call number) 1.) Click on your library s call number. 2.) Click on Add Item. A second item has been added below to NCLS s first item. Page 6
3.) Edit the information in the right pane. Skip the library s Call number field Skip Item ID for now and complete the other fields Click on the down arrows to select from a list for the Type, Home Location, Item Cat1 (if used), Item Cat2. Fill in the Number of pieces (if more than one piece) and the Price. Put your curser in the Item ID field, place a barcode on your item, and scan it. Notice the save button is grayed out and your changes have been saved. Review the information in the left pane to see that it is correct. Page 7
Barcoding a second copy (of the same item with a DIFFERENT call number) If you are barcoding a second copy of an item, but giving it a DIFFERENT call number, click on Add Call Number rather than Add Item. 1.) Click on your library s call number. 2.) Click on Add call number. A second call number has been added for NCLS. Page 8
3.) Edit the information in the right pane. Input what you would like your library s Call number to be Skip Item ID for now and complete the other fields Click on the down arrows to select from a list for the Type, Home Location, Item Cat1 (if used), Item Cat2. Fill in the Number of pieces (if more than one piece) and the Price. Put your curser in the Item ID field, place a barcode on your item, and scan it. Notice the save button is grayed out and your changes have been saved. Review the information in the left pane to see that it is correct. Page 9
Modifying an existing item record -Search for the correct bibliographic record, and click Modify -Click on your library s item number in the left pane. -Make the change in the item record information in the right pane. -Click Save. -If you do not click Save, the screen below will display. Click YES to save changes. Page 10
SCANNING INSTRUCTIONS Separate into piles, by item type, the items you did not find a matching bibliographic record for. For example, A-FIC, ANF, LP, YA, Juvenile/Easy, VIDEO, and AUDIO. Take each pile to the scanner, and scan each item before you put property stickers on them. For books, 1. You will need to scan (1) the title page, (2) the back of the title page, and (3) the back cover of the book. Be sure the ISBN number is clear. Please keep all images upright. (If there is information on the cover or spine that is different than on the title page, please scan that as well and let us know in an email.) 2. Please scan no more than 5 items at a time. For Videos and Audios, 1. Open the container and scan the entire cover including the spine so we have the publisher number, and scan the disc as well. Try to keep everything scanning right side up. If the DVD cases are reflecting or too dark, try taking the cover art out of the plastic case to scan. (If you still can t get a clear copy, send the item to NCLS via the delivery with a note attn: cataloging. Please make sure your library stamp is on the item.) 2. Please scan DVD s and Audio s one item at a time. If you only have one or two items of various item types to scan and send, scan them one at a time and email them separately. An all-in-one copier/printer/scanner is best to use if your library has one. Each one works a little differently and if you need help in learning how to use it, you may contact Technical Services or the IT department. If your library does not have an all-in-one copier/printer/scanner, and is using the wand scanner provided by NCLS, please see instructions on the next page. Page 11
Scanning with the Wand Make sure the scanner is not connected to the computer. Turn on the Wand by holding the power button for 2 seconds until the LCD window displays. Use the default settings of the wand or staff can change them. Select the type of scan, PDF or Jpeg. PDF is fine. Select the resolution by clicking the DPI button. Click the power button once and the little green scan light displays. Run the scanner down the page from top to bottom. Press the power button again to stop the scan. Make sure the scan number advances. If not, rescan it. Continue with each scan. Turn off the scanner when complete. When scanning book pages, it doesn t matter whether you try to get only one page or you hold the scanner over both pages, whichever helps you get a clear picture. Try turning the book and scanning side to side. If the barcode on the back is too close to the bottom, turn the book upside down and scan so that the rollers on the scanner stay in contact with the page. Then when reviewing the scans, you can rotate the images to be right side up. Be sure all information is easily read. Please remember to scan before putting your property stickers and labels on the containers. Page 12
Transferring the images from wand to your computer. Create a folder on your desktop or my documents called Scans with today s date. i.e. Scans100516 (1006 represents October 5 2016) Connect the wand to your computer using the USB cable. Turn on the wand. A window will pop up allowing you to select open folder to view files. Click on the folders DCIM and 100 Media. (If you do not get the window, click start - computer and double click on Removable disc E) Highlight each image on the scanner and drag it to the Scan folder on your desktop, or move all at once. Double click on the Scan folder to be sure your scans are there. Then highlight those located on this scanner window and delete them so you start clean next session. Turn off the scanner and disconnect. Return to your scan folder on the desktop. Open each scan in your folder to be sure it is good quality. If it isn t, remove all scans that go with that item, and put the item back in a pile to be scanned again. Rotate any scans that are not right side up. This is a learning curve, it will take a bit of practice before you get it perfect, and maybe some of the DVD s will have to be sent in to us. Now go to your email and attach the images, keeping them in order. See Emailing the files to NCLS on the next page. Page 13
Emailing addition files to NCLS through Gmail Log in to your email account. Click on Compose Fill in the appropriate fields: TO: cataloging@ncls.org SUBJECT: XXX A-FIC1029 mw (use your library s three-letter code in place of the x s, the type of material, the date, and your initials if more than one person submits files) If you have an item with a hold or need the item for a program, use the term RUSH in the Subject Line of your email when sending in additions. For example, if Watertown has the book Truth or die by James Patterson with a hold on it and there is not a record for it in Workflows, the subject line of the email would be their three letter code and RUSH. Example: Subject Line: WAT RUSH Truth or die Click on the paper clip to retrieve your attachments If you saved your work in My Documents, then select My Documents in the look In window, or select desktop if you saved it there. Click on the files you would like to send. Click open. (To send multiple files, highlight the first file, hold down the shift key and highlight the last file, Click open and then wait while all files highlighted are brought into your email.) Click send and then Log Out. NCLS will pick up this attachment and create records for the items in the Workflows database. Our aim is to have all records created within five business days. Set aside all items sent. We will email you when your additions have been completed. At that time, please follow instructions for What to do after NCLS has created a record in Workflows (SIRSIDYNIX) for your item. Page 14
What to do after NCLS has created a bibliographic record in Workflows for your item and you have received an email saying Ready to barcode. Once you have received notice that your items have been added to the database by NCLS staff, you may retrieve the items you previously set aside, and now add your copy to the record. Log into Symphony Workflows Click on the Items menu. Click on Call Number and Item Maintenance option. Search for the item. (if you get a hitlist, select the record NCLS created for your library and click modify) You may see one of 3 different windows appear. Follow the directions for the correct display. (1) If you see the call number/item displayed with no copy attached and it belongs to your library, follow the instructions below. If it is not your library, Add Call Number as usual. Click Add Item at the bottom of the screen. The item record will appear. In the right pane, edit the information (Call number, Type, Home location, Item cat1 (if used) and Item cat2, Number of pieces (if more than one) and the Price. Notice the information in the left pane changes to reflect the info you just added. Review the information in the left pane to see that it is correct. Click Return to Search to search for the next item. Page 15
(2) If you see a call number with XX(xxxxx-x) and no barcode number that belongs to your library, follow the instructions below. If it is not your library, Add Call Number as usual. This is an auto-generated copy which appears when we duplicate a record. In the left pane, click on the line where the barcode information should be. (In the above screenshot it states 1 BOOK STACKS) In the right pane, edit the information (Call number, Type, Home location, Item cat1 (if used) and Item cat2, Number of pieces (if more than one) and the Price. Put your cursor in the Item ID field, place a barcode on the item and scan it. Review the information in the left pane to see that it is correct. Click Return to Search to search for the next item. (3) If you see a call number with an auto-generated barcode that belongs to your library, follow the instructions below. If it is not your library, Add Call Number as usual. Page 16
This is a record we have created new specifically for your library. In the left pane, click on the auto-generated number. In the right pane, edit the Call number, Type, Home location, Item cat1 (if used) and Item cat2, the Number of pieces (if more than one) and the Price. Highlight the auto-generated Item ID, delete it from the field, place a barcode on your item, and scan it. Review the information in the left pane to see that it is correct. Click Return to Search to search for the next item. Please contact NCLS if you have any questions or concerns. Page 17