Item Record Variable Length Fields (Sierra)

Field Number or Letter

Field Label

Description

Data in Field Entered by

Limits

a

CARL Info

This field was used in a previous ILS and is no longer relevant to our Sierra system.

Library

b

BARCODE

This is the item's barcode used for circulation.

Library

Maximum 10,000 characters

c 

CALL #

or Call No.

The item's call number. The call number in the item record is displayed in the Sierra system and the catalog.

Call number pre-stamps must be in a subfield d because this is the field that the Pika catalog will display.

Format and subfields are critical for inventory control and statistical reports that are based on call numbers. They should be formatted accordingly to facilitate inventory and reporting.

● Do not include spaces between the subfield, the delimiter, and the data in the 092 tag. Spaces may be included within the call number, if needed.

● In the 099 tags, the entire call number is in the subfield ‘a’ with spaces. For OCLC’s label printing program, you would use a second subfield, “a,” for each line on the label.

● Do not put a space at the beginning or the end of the call number in any of

the call number fields of the item record.

CALL NUMBER FIELDS

• Dewey classification = 092

• Local or text = 099

• Library of Congress = 090

• SuDocs/CoDocs (government documents) = 086

Here is an example call #:  |dDVD|a782|bM528

Library

Maximum 10,000 characters

d

PREV ILS I

If an item was loaded in a migration, this field stores the item data as it was exported from the other system.

Marmot 

e

ACTION NOTE

This is the MARC 583 action note. We keep it in the item record because the action performed or agreed to may only apply to one copy. Marmot uses this to identify copies to be retained according to the Colorado Alliance of Research Libraries shared print trust policies. The export profile that sends records to the Alliance database will move this note into the bib record.

The export to the Gold Rush shared print system will move them to the bib record.

Library or System

Maximum 10,000 characters

f

MARC Tag

It can be used to limit a field by the MARC Tag. 

You can see an example of a MARC tag when exporting using Create Lists.

Used in a bibliographic record. See the MLN1 cataloging standards for more information.

g

econtent

This field can send information to Pika about how to treat the URL in this record. This is rarely used since most electronic resources are now side-loaded into Pika. 

See eContent Cataloging for more information.

Library

i

Inputter

This field can be used to record the initials of the person who input the record.

Library

l

Owning location

This is used for those libraries that use the  Floating Collections. 

 A floating item's LOCATION fixed-length field is updated upon check-in at a non-owning location, limiting the number of items in transit between library branches.

Contains the LOCATION code of the branch that originally owned the item.

System

Maximum 10,000 characters

m

Message

A free text message field. 

An item record can contain several MESSAGE fields, but only the first one displayed in the item record is displayed in circulation functions (all MESSAGE fields appear while editing the record). 

The system also displays the first MESSAGE field when you check the item in or out.

The system adds a message to an item record when an item goes In Transit. 

Library or System

Maximum 10,000 characters

n

Local Note:

A note about your local copy that does not apply to other libraries: include your library’s name in the note.

Library

Maximum 10,000 characters

p

Price2

This is an extra price field. Libraries could use items as pseudo-order records to estimate prices.

Library

r

RESER NOTE or Reserves Note

An optional field containing the date the item was put on active reserve for a course.

System

N/A

s

WHOHADIT

An optional field that is no longer used. This field was created when the Sierra system did not display the last known patron. 

Library

N/A

v

Volume

The item's volume number. Used for titles that have more than one volume.

The volume field is an additional non-MARC variable field in item records. Volume information can be placed either in a separate volume field or in the subfield e of the call number.

When there is data in the volume field of any item attached to a bib record, a patron or staff member placing a hold in Pika will be asked to select an individual copy. The hold is then is assigned to the item rather than the bib record. It is a problem to create item-level holds when bib-level holds are possible.

Library 

Maximum 10,000 characters

x

Int. NOTE

or Internal Note:

An internal note can be added by a library staff member or the system.

Library or  System

Maximum 10,000 characters

y

URL

URL associated with the item. The system looks for URLs in fields with a "y" field group tag. Use the "y" tag for fields that contain URLs.

Put URL link in subfield |u, link text in subfield |z. Use the 856 in the bib record if the online resource is available to all users. Put it in the item record if it is limited to your library.

Here is more information about the URL in an item record.

Library

Maximum 10,000 characters

4

Virtual Rec or Virtual Record

Temporary records constructed by INN-Reach software. 

Virtual records do not exist as autonomous records. Instead, they are stored within the records to which they are linked. The virtual Item represents an item requested by an INN-Reach patron. The virtual item record is stored within the requesting patron's record.

System

N/A

5

Booking 

Inserted in the patron record of the patron making the booking and the item record of the item being booked.  Here is more information about Booking fields.

System

N/A

6

Course ID

The course record number associated with this item when it was put on course reserve.

Here is more information about Course ID.

System

N/A

8

Hold

Maintained by the system as items are requested by patrons and pages.

System

N/A

Field Number or Letter

Field Label

Description

Data in Field Entered by

Limits

I301

Old Location

Floating Collections use the location that originally owned the item.

System

N/A

I701

Save item itype

The original item type before the item was placed on Course Reserves. 

This value is restored to the item type field when the item is no longer on Course Reserves.

System

N/A

I702

Save item location

The original item Location before the item was placed on Course Reserves. 

This value is restored to the item Location field when the item is no longer on Course Reserves.

System

N/A

I703

Save item checkout total

The original item checkout total before the item was placed on Course Reserves. 

This value is restored to the item checkout total field when the item is no longer on Course Reserves.

System

N/A

Field Number or Letter

Field Label

Description

Data in Field Entered by

Limits

a

Item Field

Not in use

Library

N/A

b

BARCODE

The item's barcode.

Library

Maximum 10,000 characters

c 

CALL #

or Call No.

The item's call number. The call number in the item record is displayed in the Sierra system and the catalog.

Library

Maximum 10,000 characters

d

Donor

This field stores information about the donor of the item.

e

Fiction Call #

Not in use

N/A

f

Fund Code

Not in use

N/A

h

Search

Not in use

N/A

i

All Search

Not in use

N/A

o

Shelf Date

This field is used locally

m

Message

A free text message field. 

An item record can contain several MESSAGE fields, but only the first one displayed in the item record displays in circulation functions (all MESSAGE fields appear while editing the record). 

The system also displays the first MESSAGE field when you check the item in or out.

 If the Show All Messages feature is enabled, all item MESSAGE fields display when you check the item in or out.

Library or System

Maximum 10,000 characters

r

Responsibility

This field is used locally

s

Vend/Suppl

This field stores information about the vendor or supplier of the item.

t 

Custom Sort

This field is used to show a numeric number

Library

v

Volume

The item's volume number and used for titles that have more than one volume.

Library 

Maximum 10,000 characters

x

Note

An internal note can be added by a library staff member or the system.

Library or  System

Maximum 10,000 characters

y

Accession #

Not in use

4

VirtualRec or Virtual Record

Temporary records constructed by INN-Reach software. 

Virtual records do not exist as autonomous records. Instead, they are stored within the records to which they are linked. The virtual Item represents an item requested by an INN-Reach patron. The virtual item record is stored within the requesting patron's record.

System

N/A

8

Hold

Maintained by the system as items are requested by patrons and pages.

System

N/A

!

Marc Tag

It can be used to limit a field by the MARC Tag. 

You can see an example of a MARC tag when exporting using Create Lists.

Used in a bibliographic record. See the MLN2 cataloging standards for more information.

Library