When adding a new game to the catalog, always start by searching Inventory to see if Hampshire College owns it. If they do, we can share their bibliographic record! If Hampshire owns the game, first verify that we own the same edition and version of the game.
Check these fields:
245 is the title–make sure it is an exact match
250 is the edition–if the game has an edition stated on it, make sure this is an exact match in the record
264 is the publisher and/or distributor of the game–some games are published or distributed by multiple companies. Please only use a record that has an exact match for the publisher or distributor for the copy we have in our collection
300 is the physical description of the game–go through the pieces in the game and be sure ours is the same. If the game is otherwise the same and ours is missing something, we’ll have to make a note of it
Then proceed with adding our game to the catalog!
First add holdings record
Use the Inventory module to search for the instance of the item in your hand
Choose the correct instance
In the Instance record pane, click on Add Holdings
Under Location, choose UMass Amherst Science Board Games from the Permanent drop down
Under Call number type, choose Other scheme
Use the Call number field for the call number
Save and close.
Next add items
In the Inventory record pane, click on Add item next to the appropriate holdings record
Under Item data, select Analog Game from the Material type drop down
Under Loan and availability, choose 1 Week from the Permanent loan type drop down
If we are using any Check in/Check out notes, add them at this time
Scan in the barcode into the Barcode field at the top of the record
The record should automatically save
If Hampshire does not own the game:
Search for the record in Connexion
Search by title or ISBN or other number code
Scan through the records that are returned. If there are multiple different types of records, click on the listing for Visual Materials to review those records (Board games are usually considered Visual Materials for the purposes of cataloging)
Assess the record:
040 must have $b eng in it–this means that the record was created by an English language institution
245 is the title–make sure it is an exact match
250 is the edition–if the game has an edition stated on it, make sure this is an exact match in the record
264 is the publisher and/or distributor of the game. The information you need is in $b–some games are published or distributed by multiple companies. Please only use a record that has an exact match for the publisher or distributor for the copy we have in our collection
300 is the physical description of the game–go through the pieces in the game and be sure ours is the same. If the game is otherwise the same and ours is missing something, we’ll have to make a note of it
336/337/338 are fields required by Folio. This is what the information looks like for board games:
336 $a three dimensional form $b tdf $2 rdacontent
337 $a unmediated $b n $2 rdamedia
338 $a other $b nz $2 rdacarrier
There will be a lot of other information in the record. You may see things like a description of the game or number of players in a 500 field. There will also probably be subject headings in the 650 field. These are not super important for our purposes for board games.
Go to Edit – Validate to validate the record. If the record does not validate, do not bring it into Folio. See Ann for troubleshooting assistance.
Copy the OCLC number for the record–this is the number in the upper left hand corner
Go back to Folio
Make sure to reset any previous searches
Go to Actions – Import
Paste the OCLC number into the box
Make sure Inventory Single Record is selected in the drop down
The record will be brought into Folio–you’ll see a green notification box pop up and then the record should appear in the Instance record pane
Add your holdings record and items according to the instructions above