Setting Up or Updating a Collection

You set up your collections at installation. You can create or update your collections anytime. (For example, if you add a new rare books section to your library, you can create a new collection for it.)

You can change the code of an existing collection if items have not yet been assigned to the code. You can also delete collection codes. However, do not delete codes that are already assigned to items on Horizon. If you need to delete collection codes that already have items assigned to them, call Horizon Customer Support.

Before you begin, complete these tasks:

Set up item statistical classes as explained in Collection Item Statistical Classes (ISTATs) .
Set up call number types as explained in Call Number Types.
Review the items in your library to identify any collections that you want to create.

To set up or update a collection

View: collection
Process: Administration\System Setup\Collection Codes

1 In these fields, do the following:

Field

Action

Collection Code

Enter a code for the collection.

This code can contain up to seven characters. (For example, you may enter “FIC” for a fiction collection.)

Note: Do not worry about duplicating codes used in other contexts (such as the collection ISTAT). In fact, SirsiDynix recommends using the same codes throughout Horizon when describing the same materials, such as always using “PB” to identify paperbacks, whether it be for an ISTAT or a collection code. Although you can always look up codes, it may be easier for library staff to memorize common codes and manually enter them. This is easier to do if codes are consistent throughout the system.

Description

Enter a description for the collection.

This description displays on statistical reports and should be unique for each collection in your library or consortium member.

If you are a member of a consortia, you might want to enter a description that describes the location (for example, “Main Periodicals”).

PAC Description

Enter the collection’s description that you want to appear for titles in PAC displays. (You cannot leave this field empty.)

This field can contain up to thirty-one characters.

Note: If you want the location to display for Serials Copies in PAC, you include that as part of this PAC description.

Spine Label Descr.

Enter the collection’s description that you want printed on spine labels.

This code can contain up to eight characters.

Call No. Type

Enter or choose the code for the call number type you want.

Note: The call number type lets you break collections into groups of call numbers, to create groups of similar topics. (For example, you could divide the non-fiction collection into science, humanities, and political science groups according to their call numbers.) Statistics will then be generated separately for each group. (For more information, see Call Number Types.)

Item Statistical Class

Enter or choose the code for the ISTAT that you want to use for this collection.

When you assign an ISTAT to a collection, that ISTAT is automatically assigned to any items with this collection. Horizon uses this ISTAT to generate statistics for the items to which it is assigned.

Note: You can assign more than one collection to a single ISTAT. For example, you may want to divide the items in the reserve bookroom to separate collections, “Reserve Periodicals” and “Reserve Textbooks.” But you may not want to generate separate statistics for the items. Therefore, you would assign both collections the same ISTAT. (For more information, see Collection Item Statistical Classes (ISTATs) .)

Index Fast-Add

If you want fast-added items in this collection to show up in staff searching, to be included in other indexes, and to show on overdue notices, mark this box.

(For more information on collections and fast-added items, see Collections.)

2 In these fields, do the following:

Field

Action

Fast-Add Code

If items in this collection can be fast-added, choose the process for checking in the items:

No special handling at checkin. The record remains unchanged in the database. Horizon does not alert the circulation staff to send the item to cataloging; the item is checked in and shelved.
Send to cataloging at checkin. Horizon alerts the circulation staff to send the item to cataloging, but it does not delete the fast-add bib or item record.
Checkin will delete the item. Horizon deletes the fast-add item record but not the bib record. Using this option for temporary item records saves you from having to delete them in a separate step.
Checkin will delete the item and bib. Horizon deletes both the fast-add item record and bib record. Using this option for temporary bib and item records saves you from having to delete them in a separate step.
Delete item at owning location. Horizon deletes the item once it has been checked in at its owning location. If an item is checked in at a location other than the owning location, it is transited to the owning location. In order to use this feature, you must either update the existing collection codes used for ILL or create new ones.
Delete item and bib at owning location. Horizon deletes the item and bib once the item has been checked in at its owning location. If an item is checked in at a location other than the owning location, it is transited to the owning location. In order to use this feature, you must either update the existing collection codes used for ILL or create new ones.

Avg. Replace Cost

Enter the amount charged as a replacement cost if no price exists on the bibliographic record for an item.

The amount you enter should be the average cost of all the items assigned to this collection. (For example, enter “5.00” or “19.95”.)

Note: This average replacement cost is what the ITYPE uses to compute maximum fines, if the maximum fine is set to be a percentage of the average replacement cost. The maximum fine is specified in the ITYPE table. (For more information, see “Defining Item Circulation Types [ITYPES]” in the “Preparing Horizon to Work with Item Records” section in the Circulation Setup Guide.)

Label Set

Enter or choose a code to specify the label set that you want to assign to the collection. (Leave this field empty if no labels apply to the collection.)

Note: A label set consists of predefined labels and line information printed on the labels. You should have determined your call number types and ranges during implementation and then created those types during installation.

Serials Label Set

Enter or choose a code to specify the serial label set that you want to assign to the collection (if you use Horizon to produce spine labels).

Selfcheck Sort Bin

Enter or choose a code to choose the bin in which you want borrowers to return items they check in when using the 3M SelfCheck machine.

You would use this field if you have separate bins available for these items.

Floating

Mark this box if you want checked in items to “belong” to the location they are returned to instead of routing them back to their owning location.

(For more information, see Setting Up a Floating Collection.)

Misshelved Rpt

If you use Horizon Inventory, do one of these options:

Mark this box if you want items in this collection reported as misshelved on the Inventory Exceptions report.
Clear this box if you do not want items in this collection reported as misshelved on the Inventory Exceptions report.

For example, you would not track misshelved items while you take inventory of items on a shelving cart.

 


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