If you want to add a club or organization to your library system, you can create a Clubs and Organizations record. You use a Clubs and Organizations workform to enter information about these groups.
As you complete the workform, keep in mind that you may want to update the information in the record periodically to keep it current. Much of the information about an organization can change over the course of a year. (For example, club officers can change annually.) The workform contains a tag where you can enter the date that you want to update or delete the record. Horizon builds indexes on these two dates for use in maintaining your database. You must decide on a convention to use when entering dates (for example, yyyy/mm/dd). This lets you perform a Date Take Action Browse or Purge Date Browse search to find the record at the designated time. (For more information, see Other Tasks.)
When you create a Clubs and Organizations record, you should add authority tags. You can include author, series, and subject tags. This lets Horizon automatically create authority records for clubs and organizations.
To create a Clubs and Organizations record
1 | Open the Clubs and Organizations workform that you want to use. (For instructions, see Finding and Opening a Clubs and Organizations Workform.) |
2 | Enter the information that you have gathered about the club or organization in the appropriate tags and subfields. (For instructions on gathering information, see Gathering Information for a Clubs and Organizations Workform.) |
3 | In the 046 tag, do one of these options: |
• | If you want to update this record on a certain date, enter the date in subfield f. |
• | If you want to delete this record on a certain date, enter the date in subfield g. |
4 | If necessary, add authority tags. (For instructions, see “Creating an Authority Record Automatically” in the “Authority Records” chapter of the Cataloging Guide.) |
5 | Save your changes. |
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