Bibliographic Accessioning in FOLIO

Each accessioned item in FOLIO will need 3 records: an Instance record, a Holdings record, and an Item record. Follow the instructions below to create these.

1. Log in to FOLIO.
2. Go to the Inventory App.
3. Check to see whether Smith College Special Collections already holds the title using a Title search. Make sure “Instance” is selected and “Keyword (title, etc)” is chosen from the drop-down menu. Enter your title in the search field. Under “Effective location (item),” search “sc” and select “SC Rare Book Collection.” If the title exists, skip to step 12. If not, continue on to step 4. If there is an existing record that is NOT Smith College Special Collections, create a new record. DO NOT add an item to the existing record.

4. In the Inventory App, search for “Template” and filter by “Staff suppress” = yes.

5. Choose the record “SC TEMPLATE FOR SPECIAL COLLECTIONS BOOKS.”

6. Click Actions → Derive new MARC bibliographic record. (Note that although the template is suppressed, the record you derive will not be.)

7. If the record in the MRBC Acquisitions Airtable base has an OCLC number in the “OCLC number/other useful info” field, only replace the text in field 541 in the subfields c, a, d, and e as appropriate. (For student workers, this is usually the only field you will fill in in the Instance record.). Click "Save & Close."

8. Before entering the OCLC number, check it in Worldcat to be sure that it is for the correct book. If the number yields a number of results, add “AND [author’s last name]” to your search and it should come up. If the book title, author, and publication date match the item in hand, proceed to step 9. If they do not, bring this to the attention of the Accessioning Archivist.

9. Select “Overlay source bibliographic record” from the Actions menu and enter the OCLC number in the “Enter the OCLC Worldcat identifier” field and press “Import.” Proceed to step 12.

10. For records in the MRBC Acquisitions Airtable base that do not have an OCLC number, fill in the information in the following fields:

    • 008: Change the xxxx in Start date to the date of publication

    • 100: Replace the text with the actual author

    • 245: Replace the text with the title of the book.

    • 264: Replace the Date part in the subfield c with the date of publication you put in the 008

    • 300: Replace [#] with the number of volumes

    • 541: Replace the text in the subfields c, a, d, and e as appropriate.

    • Save & Close.

11. The new record should pop up in the Inventory record editor.

12. Add holdings

• On the new record you just created, click Add holdings.

• In “Location” section
  • “Permanent” should be one of the following, as appropriate:
    • SC Rare Book Collection (SRBC)
    • SC College Archives (SCA)
    • SC Rare Book Collection Reference (SCBCR)
    • SC Sophia Smith Collection (SCSSC)
    • SC Special Collections browsing (SPBRO)
  • Type in the acronyms in parentheses above to find the correct repository. The example below is for MRBC items or SC Rare Book Collection (SRBC).

• Under “Holdings call number”
  • “Call number type” should be Other scheme
  • “Call number prefix” should be “Accession number”
  • “Call number” should be the actual Accession number

• Under “Holdings notes” add a note with the type “Provenance.” Put the ArchivesSpace URI of the donor or vendor in the Note field, and check the “Staff Only” box. If the donor/vendor does not already exist in ASpace, add it (or let the Accessioning Archivist know that it needs to be added).

• All other fields can be left blank.
• Click Save and close.

13. Add item
    • Click “Add item” next to holdings.

• If we have multiple copies of the same volume, you’ll need to add 2 items, each with its own barcode.
  • Under “Administrative data”
    • In Accession number field, put the accession number.

• Under “Item data”
  • In Material type field, select Book from the drop-down menu.

• In Permanent loan type field, select Non-circulating from the drop-down menu.

• Save & close the record.

14. Click back into the item record by clicking on the carat left of the Holdings information to see the item. Click on “No barcode” to access the item record and choose “Edit” from the “Actions” menu.

    • Click on “Add administrative note” in the “Administrative data” section and add the location of the item once shelved in the Cube. Click “Save & close.”