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3.16. Adding Call Numbers and Items in the Holdings Editor

Last Updated 11/03/2023

Adding Holdings in the Holdings Editor

In Evergreen, you attach copies to bibliographic records using a call number record. To create individual copies of items that will be findable in the catalog and follow the circulation policies you set in your library, you must first create a call number record for your branch, and then attach barcoded copies to that call number record.

Creating Call Number Records

From the Holdings tab in the Holdings Editor, you can create call number records individually or in batch. To add call numbers:

1. Start from the Holdings View of the Bibliographic Record to which you will be adding call numbers and copies.
2. Select the branch that will own the call numbers you're adding.
3. Click the Add Holdings button underneath the record summary.
   
4. In the Holdings Editor, use the plus sign icon to the right of your branch name to add lines for every copy you will be adding. If you are adding copies for multiple branches, you can change the branch in the drop-down menu from that icon.
   
5. Fill in the classification scheme, call number prefix, call number label, and call number suffix. This can be done row by row, or in the Batch Add section at the top. If using Batch Add, click the apply button after filling in the fields to autofill the information in each row below.
6. Add a barcode for each item.
7. The Item # field refers to copy numbers. If your library utilizes copy numbers, fill them in here. 
8. Add part labels if this item will utilize the Monographic Parts function.
9. You can click the Print Labels box at the bottom of the interface, but this is not recommended if you print your spine labels in sheets.
10. Click Apply All & Save.

Adding Item Attributes

The Item Attributes are the details that tell Evergreen how to interact with any item. Each of these pieces works together to let Evergreen know which circulation policy to use when a patron tries to check out the item. Creating templates for this form for item types you catalog often is possible. 

Identification Column

• Copy Status: Change this to the item status you want the copy to appear with once you click save. Most items should receive an item status of In Process. This will automatically update when you check the item in.
• Barcode: Automatically set from the barcode entered in the Holdings tab.
• Creation Date: Automatically set.
• Active Date: Automatically set.
• Creator: Automatically set to your account username.
• Last Edit Date:  Automatically set.
• Last Editor: Automatically set to your account username.

Location Column

• Shelving Location: Set this using the drop-down menu.
• Circulating Library: Automatically set from the branch listed in the Holdings tab. You can change it on this page if needed.
• Owning Library: Automatically set.
• Copy Number on Volume: Automatically set from the Item # entered in the Holdings tab.

Circulation Column

• Can Circulate: Set to no if the item will not be available to circulate.
• Is Holdable: Set to no if the item should not be placed on hold.
• Age Hold Protection: Standard is 6 months, but can be set to 3 months. This will keep patrons at other libraries from placing a hold on the item to receive through resource sharing.
• Floating Group: If your library uses floating, and this item will be part of that policy, choose the appropriate group.
• Loan Duration: Set to Normal.
• Fine Level: Set to Normal.
• Circulation Type: Set this from the drop-down menu as needed. Most items do not require this to be set.
• Circulation Modifier: Set this from the drop-down menu. This is key to ensuring that the material follows the correct circulation policies.

Miscellaneous Column

• Add Item Alerts: If staff should see an alert during transactions, add it here.
• Is Deposit Required: Set to no unless you require patrons to make a financial deposit to borrow this item.
• Deposit Amount: Only set if the previous field is yes.
• Price: This is the amount patrons will be charged if they lose the item.
• OPAC visible: set to yes unless you don't want the item to appear in the public catalog.
• Is reference: set to yes or no as needed.
• Cost: This is only used as part of the Acquisitions Module. It will update automatically from invoices.
• Is Mint Condition: Set the item's condition to Good or Damaged.

Statistics Column:

• Add Item tags: If you use local tags to group items in reports, add them here.
• Add Item Notes: This is for notes that would be added as local notes to the MARC record in a non-centralized catalog. If the item was a donation, this is where you should add that note.
• Stat Cat Filter: Select your library from the drop-down.

Templates

To create a template:

1. Type a unique template name into the Template field at the top.
2. Fill in the fields you would like to populate in your template.
3. Click the Save button to the right of the Template field.

To use a template:

1. Select the template from the drop-down menu in the Template field.
2. Click the Apply button.
3. Edit any fields that were not pre-filled in the template or need to be different than the template's default option.

To delete a template:

1. Select the template from the drop-down menu in the Template field.
2. Click the Delete button.