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NIC Library Manual

Brief Records

A Brief Record should be created when you need to circulate an item that has not been fully cataloged, or does not need to be fully cataloged. Items that have been temporarily borrowed from another institution (such as Interlibrary Loans and Media Loans) need to have a brief record created before they can be checked out. Temporary brief title records are shadowed and do not appear in the OPAC. Brief titles created for Reserves are not shadowed, and will appear in the OPAC. 

 

Items with temporary Brief Records should be discharged as usual when they are returned. Removal of brief records will be done by Library Tech. Services on a monthly basis. 

  1. In Workflows select:  Circulation > Common Tasks > Add Brief Title. 

  1. At Title enter: source of loan, capitalized and in parenthesis, followed by the book title.  E.g. (ILL) The sinking of the titanic;  

  1. At Call Number and Copy Info: select appropriate library.   

  1. Item Type:  ILL-BOOK 

  1. At Item ID:  delete automatically assigned ID# and scan the item’s barcode. 

  1. Click Add Brief Title > Close.  

Note: ILL-BOOK items are checked out for 21 days and generate $1.00 / day overdue fines. No Renewals. 

Note: includes both videos and DVDs. 

  1. In Workflows select:  Circulation > Common Tasks > Add Brief Title. 

  1. At Title enter: (Media) followed by the video/DVD title.  E.g. (Media) Fish Sticks. 

  1. At Call Number and Copy Info: select appropriate library.   

  1. Item Type: ILL-VIDEO. 

  1. At Item ID:  delete automatically assigned ID# and scan the item’s barcode. 

  1. Click Add Brief Title > Close.  

Note: Due date for ILL-VIDEOs must be adjusted manually: due date is show date (as written on the banner) – do not give receipt from circ printer.  There are no overdue fines. 

Brief Records for equipment should only be added by Tech Services. see: Processing New Equipment 

Brief records for items being placed on reserve should be created with the Reserves wizard so they will be visible in the OPAC. To add brief records see: Reserves-Articles. 

If a user attempts to borrow an item from the regular collection but it does not have a record the error message “Item not found in Catalogue” will be displayed. A Brief Record can be created on the fly in workflows: 

  1. From the Circulation > Common Tasks > CheckOut Wizard click on the “Add Brief Title” helper. 

  1. Under Title Info add the personal author and Title of the item (title is a required field) 

  1. Under Item ID Enter the item’s barcode 

  1. Change Home Location to “TECH-SERV” 

  1. Click Add Brief Title. 

When the item is returned it will be rerouted to Technical Services. Get in touch with tech services to see if the item should be sent to CV for cataloguing, or if it should be removed from the catalogue and discarded 

If you receive the error message “Item library not defined” when you attempt to create the brief title: 

  1. Right click on Circulation > Common Tasks > CheckOut and select Properties

  1. Select the Helpers tab 

  1. Click on the Add Brief Title button 

  1. Under Library select your branch 

  1. You may wish to change Home Location to “TECH-SERV” to make that the default 

  1. Click OK twice 

Note: you must be signed into Workflows with your branch Staff account, not the Circ account.