Updated November 2024

Barcoding refers to adding a library's own copy of an item to a title that already exists in the database. In general this involves entering only item-specific information, such as Item Type, Home Location, Item Categories, etc. Here is a document for barcoding a copy when the title is ALREADY in the database 

If libraries have multiple items to add of the same type (ex: a stack of DVDs), properties can be set to streamline the adding of copies; instructions for setting properties can be found in this document: Setting Properties.

If additional help is needed with barcoding, contact Stephanie Thomas at the Oshkosh Public Library.  WTCS members may also contact Crystal Marschall at WCTS.

 

Updated November 2024

If a library needs to add an item, and a title record is not already in the database, they need to enter a Short Title Record. Instructions for how to do so can be found here: Creating Short Title Records.

If libraries have multiple titles to add of the same type (ex: a stack of DVDs), properties can be set to streamline the adding of copies; instructions for setting properties can be found in this document: Setting Properties.

Libraries should note that as they add a short record, most of these records are completely overlaid by a fully cataloged record by Oshkosh Technical Services(OS-TECH). The information entered in a short record, therefore, will first help OS-TECH locate the correct record to overlay, and help patrons in locating the item before it has a full record. For this reason, Winnefox does not recommend libraries enter Subject Headings for short records; any that are entered will be removed when the short record is overlaid, and as Subject Headings require a specific format to be searchable in the catalog, adding them might not be any more useful to patrons. If a library does desire Subject Headings on a particular record, they are encouraged to fill out the Database Change Request form for them.

If additional help is needed, contact Stephanie Thomas at the Oshkosh Public Library.  WCTS members may also contact Crystal Marschall at WCTS.

Use the Database Change Request form to

• report problems with titles in the database, and
• to request changes such as the addition of subject headings. 

The form is automatically sent to Stephanie Thomas (SThomas@oshkoshpuliclibrary.org) at Oshkosh Tech Services.

Updated November 2024

Here is a document describing policies for applying call numbers to items.

If additional help is needed, contact Stephanie Thomas at the Oshkosh Public Library.  WTCS members may also contact Crystal Marschall at WCTS.

Libraries put in short records when there is no matching record in the database. Oshkosh runs reports to list those short records and then search for a complete record on OCLC to overlay the short record with a full one.

Sometimes a full record does not get entered into OCLC, and then Oshkosh does original cataloging for OCLC.

The process Oshkosh uses is to place a hold on a small number of items at a time so that the library can continue to circulate them until Oshkosh is ready to work on them.    Oshkosh needs about a week to do the cataloging.

• If libraries see local hold items being transited to OS-Stephanie, that means they are being sent for cataloging. If the library doesn’t want that item to be cataloged at that time, it should email Stephanie Thomas (SThomas@oshkoshpubliclibrary.org) to have the hold removed.
• If libraries have things with no short records in the database,  talk to Stephanie Thomas about getting them cataloged.
• If libraries notice short records that have been in the database for more than three months, let Stephanie Thomas know and they will get worked on. Sometimes items do not show up the short-record lists that Oshkosh uses to track short records.

Here is a list of titles we know have Issues.  Either they aren't released yet, or only release abroad, or publication has been cancelled, or only available on XXXX streaming channel, etc. If you come across others, please let Karla Smith and Stephanie Thomas know.

• Greyhound DVD -- Tom Hanks. Not being released to DVD --just streaming
• Killers of the Flower Moon DVD -- Not being released to DVD --just streaming
• Stranger Things Season 3 [DVD]
• Nashville. Season 5 [DVD]
• Heartland 17th season [DVD]
• The Book of Boba Fett [DVD]
• Outlander Season 7 [DVD]

Here are some useful links for hleping identify/prevent bootleg copies:

• A 45 min webinar from 2018 WLA  
• SELCO (a MN Library System) guidelines for DVDS

Here is IMDB's list of movies never released to DVD. Many of them are old. IMDB

Guidelines for deciding how to add Things -- A document for specifically how to barcode a Thing can be found here.

Terminology: 

• Bib Record – the master record that identifies what the material is.
• Item Cat1-- affects statistics and is used as a limit for searching in the catalog.
• Item Type -- controls how the item circulates and has nothing to do with the type of item.
• Home Location -- defines where the item is in the library.
• Call Number –defines different volumes/variations of the material within the Bib Record. Helps patron locate item within its Home Location.

Bib Record Guidelines:   Most different Things will usually go on different Bib records.

• Ex: Title=”Sewing Machine--Husqvarna”; Title=” Sewing Machine--Singer”, instead of using 1 bib record with different call nums. 
• Except for things like Puzzles, Cake Pans, Stamps, Games, etc which are numerous and basically the same except for slight variations.
• This will make items easier to search for, easier to find, and easier to link to on a library’s website.  
• The phrase to add in the 490 and 830 fields is: “Library of Things.” Capital “T” and a “.”
• Adding the series fields will allow patrons to easily find other LoT materials, and the subseries will allow people to click on the link as well as improve findability of similar Things.
• ALL items under Cat1 of THING will get a series title of “Library of Things.”
• Many items under Cat1 of GAME, KIT-AV will get a series title of “Library of Things” but not necessarily all of them.
• All items in the Library of Things Series will get a subseries (see attached Word doc of list of subseries).
• Neenah, Menasha and Oshkosh will be working to get existing records updated over the next few months.
• The GMD—the |h of the 245 field -- broadly describes the format of the item so that the text appears after the title in [brackets].  It is not required to add the GMD, but it makes it easier to differentiate between “Monopoly” the game, “Monopoly” the book about the game, or “Monopoly” the video game.

Item Cat1 Guidelines: We are no longer going to use Item Cat1 of EQUIP.  All equipment is now considered a “Thing.” The Item Cat1s to use for Things are now:

• THING – Equipment, Electronics, Toys, Puppets, Tools, and other Things.
• GAME -- Puzzles are a GAME. As are Board/Card/etc Games & Video Games. Even if item has Cat1 of GAME it can be tagged with LoT series.
• KIT-AV – Kits, DIY, Backpacks, Storytime kits, Bookclub Kits, etc   These are things with multiple, disparate parts. It is sort of a grey area. As long as you are consistent at your library, it doesn’t matter.  For example:
  • Outdoor Adventure backpacks with a fishing pole, some lures, a net, a stringer—and maybe a copy of McElliot’s Pool(or not)  could be a KIT-AV or THING, but I’d probably say KIT-AV if there is a movie or book included and THING if not.  However, if you have fishing poles to borrow and you have tackle boxes to borrow, each of those items would definitely be THINGs. 
  • A Microscope is a THING. A Microscope with an instruction booklet and some slides is a THING. But a Microscope that comes with slides and a set of chemistry vials and electrical circuits and magnets and a booklet of fun projects is more likely to be a KIT-AV (but THING isn’t wrong either). 
  • Storytime bags, Flash Cards,  etc –all go under KIT-AV.
  • If it has a Home Location of KIT or JKIT, it probably should have a Cat1 of KIT-AV.  Items with a Cat1 of GAME or KIT-AV can still have a Series statement of Library of Things so that they are findable as a Thing—even if their Item Cat1 isn’t THING.
    • I don’t know of a good way to clearly differentiate the two. But since there will be other ways for patrons to narrow their searches to the kind of thing they are looking for, I’m not too concerned.
  • NOT OTHER. “Other” is for Microform, old newpapers, non-book Local History, and other items you Don’t want included in the Library of Things series.

Item Type Guidelines: Look on the extranet to see your library’s Circulation Map settings. That will list out which Item Types circulate for how many days and whether they are holdable, renewable, etc.

• Controls how long item checks out, fine rate, max fine rate, holdability, and renewability.
• Most libraries’ Things go out for 7 days or 14 days.
  • Item Types most libraries use for 7-day loans: DVD, DVD-LH, DVD-NH, JDVD, JDVD-LH, JVIDEO, JVIDEO-LH, VIDEO, VIDEO-LH, MICROFORM.
  • Item Types most libraries use for 14-day loans: KIT, JKIT, MAGAZINE, MAG-LH, JMAGAZINE, NEW-BOOK
  • Common Other Item Types that could potentially be made 7-Day or 14-Day: CD-ROM, CD-ROM-LH, JCD-ROM, JCDROMLH, JSPECIAL, etc. Basically, any Item Type will do—just remember all items with that type will go out with the same rules, loan period, fine, etc.
  • There is no requirement to make Things a shorter loan period, or to make them holdable or non-holdable.

 

Home Location Guidelines – any Home Location can be used for Things.

• Codes specific to Library of Things: THING1, THING2
  • THING1 = “Library of Things Display” For items that are in a specific Library of Things Display area so that patrons know where to look.
  • THING2 = “Library of Things – Ask Staff” For items that require staff intervention to locate.
• Commonly used Home Locs for Things: GAME, JTOY, PUZZLE, JPUZZLE, JPUPPET, DISPLAY (various versions), MAKER, NONFICTION. There are probably more.
• If Things are shelved with other materials, like knitting needles with How to Knit books, use that Home Location (ex, NONFICTION).

 

Call Number – Standardize as much as possible

• If adding your Thing to an existing record, match your call numbers to what is already there.
• Ex: If you are adding an Elmo Cake Pan and you see that some libraries have already used “CAKE PAN—Elmo” then make the call num for your pan “CAKE PAN—Elmo” instead of just “Elmo” or “PAN-Elmo muppet” or something.

 

A document for specifically how to add an item to the Library of Things (barcoding it) can be found here.