Cataloging Equipment

Create a new MARC record for Inventory

1. Open FOLIO Inventory

2. Select Search – Instance and choose keyword from the dropdown menu

3. Type um template and click Search

4. Select UM TEMPLATE FOR EQUIPMENT

5. In the Instance record pane, click on Actions – Derive new MARC bibliographic record

6. Review the fields that are written in all caps

   1. Replace those fields with the correct information for the piece of equipment in your hand

7. Fill in the following required fields in the new MARC record: 245, 300

8. 245 is the field for title. Use a title describing what the equipment is called

9. 300 is the field for description. Describe what it is and how many pieces it contains (if needed)

   1. Example: 1 camera kit (1 camera, 1 lens, 2 USB charging cords in a bag)

10. Other fields that you may fill in if you have the information are: 500, 538

11. 500 is a general note field, which is used for any general description about what the equipment is or what it does. Only add this field if you feel there is something extra you would like to include about the equipment

12. 538 is the field for technical requirements. Use this if a piece of equipment requires that users purchase batteries or need to use specific software, etc. Delete this field if you do not need it

13. Do not edit any fields that are not typed in all caps

14. When you are finished, click Save & Close

If you would like to see example records, search in Inventory using Search – Instance:

1. Use Effective location (item) dropdown and type digital

2. Check off the box next to UM Digital Media Lab

3. Use Resource type dropdown and check off the box next to three-dimensional form

Create holdings record

1. Click on the blue Add holdings button

2. Scroll down to Location and select a location from the Permanent dropdown

   1. Generally equipment is cataloged for UM Digital Media Lab or UM Du Bois Learning Commons Desk

3. In the Call number type dropdown, select Other scheme

4. Type the call number in all caps into the Call number field

   1. ex: DML DIGITAL CAMERA KIT (for Digital Media Lab)

   2. ex: LC APPLE MACBOOK (for Learning Commons)

5. Click Save & Close

Add item records

1. Click on the blue Add item button

2. Scroll down to Item data and choose Equipment from the Material type dropdown

3. Scroll down to Loan and availability and select the appropriate option from the Permanent loan type dropdown (you may need to ask the person who gave you the equipment)

4. Scroll back up to the top and scan the barcode into the Barcode field

5. The record will automatically save and close