Books and other physical items or resources such as books, DVDs, kits, posters, magazines, and other paraphernalia need to be accessioned. Bibliographic or descriptive records of these resources, often called catalogue records, must be created using either an original (manual) cataloguing method or by importing MARC records when available. Once resources are accessioned they can be placed on shelves and loaned as required. From an accessioning perspective, each resource must be tagged to a locally defined library Site and Section within to allow circulation rights to be turned configured for respective target audiences.


Accessioning Physical Resources

 

Infiniti readily supports the cataloguing of both Physical Resources and Digital Resources. Physical Resources stored in your Infiniti catalogue are identified with attributes like title, call number, subject/s, barcode, and other descriptive data. The major distinction between physical and digital resources in Infiniti is that digital resources are stored in digital file format on a computer disk somewhere, whereas physical resources are stored in physical format on library shelves in a geographical or physical setting, usually within your school. Because of this major distinction Infiniti manages physical and digital resources differently and requires the cataloguer to clearly identify a resource as being either physical or digital.


Note: Physical resources like iPads, cameras, DVD players, and other items that have serial numbers and other asset attributes are best catalogued in the optional eAsset Manager.

 

This distinction is clearly made by tagging each physical resource with three key attributes or tags attached to each physical resource at catalogue and accession time:

  1. Media Type - found in the bibliographic record, Infiniti has a number of reserved media types and you can define additional local media types. Every media type is identified as either physical or digital. Common physical media types might be; book, kit, poster, game, and DVD.
  2. Site - all resource copies are stored in a locally defined site or library. Every site is identified as either physical or digital.
  3. Section - all resource copies are stored in a locally defined library section. Digital links are auto stored in the default Digital Section by Infiniti. They cannot be stored in any other sections.


There are a number of reserved and pre-defined media types, sections and sites. Reserved media types and sections are always displayed in italics font. You should familiarise yourself with the reserved physical media types, section and sites prior to cataloguing physical resources.

 

The process of cataloguing physical resources consists of two basic steps:

  1. Create a bibliographic record for the resource.
  2. Accession or add one or more holdings or copies to the bibliographic record.


Manually Catalogue a Physical Resource


This method applies to books and all other physical resources. Physical resources are physical, can be borrowed, and must have a unique barcode label if you intend to circulate them.


Go to: Cataloguing > Physical Resources

  1. Choose the type of media you are going to catalogue from the Physical Resources list to open the template.
  2. - populate or record bibliographic data as required. Note: To switch to a different media type, choose from the available physical Media Type in the drop down list.
  3. Optionally uploadcover image to display for this record. Note: Cover art will will be retrieved from your nominated source based on ISBN and enhances the OPAC presentation. A cover image will not be retrieved if a locally created cover image is uploaded.
  4. Savethe record.
  5. - review MARC 21 data. Note: MARC 21 records are for display and export purposes only and are not editable in Infiniti.
  6. - populate individual record data:
    1. Choose .
  7. Provide details for:
    1. Site - which digital site or library will this resource be stored in.
      1. Status - the resources' status. Note: This will usually be On Shelf.
      2. Budget - budget used to purchase this resource if tracking expenditure through budgets.
      3. Section - which section of the library will this resource be stored in.
      4. Status - the status of the item at different stages of its circulation life cycle.
    2. Remember for me - check if you want the accessioning process to remember these editable attributes above for the next physical resource you catalogue; uncheck the box when you wish to alter these attributes or return to the default et in Configure > Cataloguing.
    3. Supplier - locate the supplier from the dropdown list.
    4. Invoice Number - will be transferred from Acquisitions if recorded at delivery time. Note: Invoice numbers cannot be added manually here.
    5. Invoice Date - will be transferred from Acquisitions if recorded at delivery time. Note: Invoice date cannot be added manually here.
    6. Cost - the book's cost price. Note: Cost will be automatically transferred from Acquisitions.
    7. Replacement Cost - the book's replacement cost cost adjusted according to library policy for any additional charges that may apply. Note: Replacement cost will be automatically transferred from Acquisitions if recorded duirng the order preparation stage.
    8. Local Call Number Override - the call number as displayed on the spine label of the book.
    9. Barcodes - each copy of a resource requires a barcode or unique identifier if it is to be circulated. Scan, type, or generate a barcode:
      1. - is checked set the number of barcode numbers to generate and choose the Barcode Scheme to use from those defined. Or you can choose to deactivate the barcode number generator by unchecking the box and scan barcodes manually using one of the defined schemes:
        1. Detect Scheme From Barcode Sheet - scan the next available barcode from your stationery.
        2. Prefix: {XXX} | Digits: {?} - choose the barcode scheme.
      2. - is unchecked scan or type a barcode number for each copy of the resource into the barcode box.
    10. Add to Print Label Queue - check to send these to print spine labels or barcode labels for these book/s.
  8. - selectively record the table of contents of a resource.
  9. - will only be visible if you have enabled a reading scheme. Note: If a reading schemes is enabled, or if the librarian has decided to edit some values of an API enabled reading scheme, then multiple scheme records will display on this page.
  10. .

Note: Often the values set for Site, Status, Budget and Section are the same for each batch of books accessioned. CheckRemember for Me if you would like to use the values displayed for the current book to be used for the next book. You can instruct to remember your settings as required. When unchecked, the catalogue settings will return to the default settings from the Configure > Settings > General screen.


Importing MARC Records For Books


If you have access to MARC bibliographic records (free or paid) via a Z39.50 catalogue server and you configure the server for cataloguing, you can speed up the cataloguing process by importing bibliographic records directly from the Z39.50 server. The quality of the imported records is determined by the source server.


Import Bibliographic Records


You can choose:

  1. Catalogue bibliographic records one at a time from one source.
  2. Catalogue bibliographic records in batches from one source.
  3. Catalogue bibliographic records one at a time from multiple sources.
  4. Catalogue bibliographic records in batches from multiple sources.


Go to: Cataloguing

  1. Scan book ISBN.


Edit A Catalogued Resource

  1. Search for the resource to duplicate using the options available.
  2. Clickto retrieve the resource onto the cataloguing work bench.
  3. Edit the Bibliographic Record and Copies to suit.


Copy Cataloguing


Copy cataloguing allows you to duplicate the bibliographic record of an item.


  1. Search for the resource to duplicate using the options available.
  2. Clickto retrieve the resource onto the cataloguing work bench.
  3. Copythe bibliographic record displayed.
  4. The bibliographic record immediately will be the copy or duplicate.
  5. Edit this record and add copies to suit.


Reservations From Catalogue Page


Reservations from the cataloguing page may be useful for reserving items in acquisitions, e.g., on order but not yet delivered, or not available for display on the OPAC.

  1. Search for the resource to reserve using the options available.
  2. Clickto retrieve the resource onto the cataloguing work bench.
  3. Copythe bibliographic record displayed.


Merge Bibliographic Records


Refer to Merge Bibliographic Records.