Fulfillment-related Searches

Owned by Johnny Weyand
Last updated: Jul 09, 2018 by Jason Clarke
3 min read

 

This is a review of part of the Searches and Sets that are most pertinent to Fulfillment functions, especially Circulation and other service desks.

Fulfillment-related Searching

Important things to mention

  • Although searches will often contain electronic titles, we're focusing on physical books or media here.
  • We start with a simple search: copies of Penguin's Portable series found at Harvard libraries.
    • Penguin is the publisher. Portable is part of the title, for example, Portable Dante, Portable Harlem Renaissance Reader
  • Here's how to view the bibliographic, holdings, and item records from a search results list.

Viewing Bibliographic Records

  1. From the permanent search bar, select All Titles > Keywords > type "portable penguin". ENTER
  2. Check that both Sort Bys are Rank. If not, change them to "Rank"
  3. You’re looking at the results of your search
  4. Click on any title. You’re now viewing the bibliographic record.
  5. Click the Back Arrow
  6. In the upper right, click Expand and select Physical
    1. This displays the physical holdings for all results.
    2. Note that there don't happen to be any electronic holdings
    3. Harvard isn’t using digital records presently
    4. Click the grey close box near Expand: Physical

Viewing Holdings Records

  1. Click any Physical (1) link under any title.
    1. You’re looking at the holdings locations for a single title
  2. Click on the Holdings link
  3. From the "List of Holdings" page, click a Holdings ID link.
    1. You’re viewing the holdings records
  4. Click the Back Arrow to the left of "Record View"
  5. On the next screen, click the Back Arrow to the left of "List of holdings"

Viewing Item Records

  1. Click on any Physical (1) again
  2. Click on Items link
  3. Look at the information that’s displayed for you: library, call number
  4. Click on the barcode link.
    1. You’re viewing the item record.  You could also edit here but don't.
  5. Click the back arrow to the left of Physical Item Editor.
  6. Click the back arrow to the left of List of Items.

Title Searching vs. Item Searching

  1. (Again) From the persistent search bar, select All Titles > Keywords> type "portable penguin". 
    1. Click the Search icon
  2. Now change "All Titles" to "Physical Titles" and confirm that "Keywords" and "portable penguin" remain the same.
    1. Click the Search icon
    2. Note that in this case, Physical Titles displays similar results as "All Titles," though with slightly less info
  3. For any single title, click on the "Physical" link to display the physical holdings for that one record.
  4. In the persistent search bar, change "Physical Titles" to "Physical Items" and confirm that "Keywords" and "portable penguin" remain the same.
    1. Click the Search icon
    2. Note how the display changes. You're looking at individual items and each entry displays the barcode

Barcode Search

  1. Select any barcode in the physical items results list and copy it
  2. Do a search via All Titles > Keywords > paste the barcode
    1. Note the speed of the results
  3. Do another search via Physical Items > Barcode > paste the barcode
    1. This more direct search often delivers faster results.

Call Number Search

  1. In persistent search bar, select Physical Titles or Physical Items
  2. For the secondary search limiter, choose Permanent Call Number
  3. Type in the call number PN1996, which happens to cover screenwriting
  4. Note that one asterisk only may be used at the end of the call number and represents one or more characters.
  5. Type in the call number PN199*, which covers a broader range of motion picture topics

ALEPH Number ("HOLLIS number") Search

NOTE: You must use all nine digits to search for an item by its ALEPH number (which we used to colloquially refer to as a "HOLLIS number"). Add zeroes to the front of the number to make it to nine. For example, if your ALEPH number were 56078, you should search for 000056078
  1. In persistent search bar, select Physical Titles or Physical Items
  2. For the secondary search limiter, choose Local field 900: Aleph number
  3. Enter the ALEPH number and search

Using Articles in a search

Important things to mention

  • Unlike most search engines, including articles like "the" does affect the results of a search
  • The Sort by and Secondary Sort by should both be set to Rank.
  • Compare the following:
  1. Search for Physical Titles > Title > Way
    1. Look at the results
  2. Search for Physical Titles > Title > The Way
    1. Note that the results of this search differ

 

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