16.1. Copy Editor

Sitka Training Video - Copy Editor (6:17)

The Copy Editor is where you fill in the values for item attributes. You will use it to create or edit items. Below tables provide detailed description of the fields in an item record.

The Copy Editor will display during the process of cataloguing an item and can be accessed through Holdings Maintenance or from the Item Status screen by choosing Edit Item Attributes from the appropriate dropdown menu.

Table 16.1. Identification

Setting Description Notes
Status Current status of the item By default a new copy record is assigned a status of In Process. Item must be checked in to become Available or cataloguer can choose to change status to Available when a creating copy record. Some statuses, such as Checked Out and On Holds Shelf, are not editable. They can only be used by circulation functions.
Barcode Current barcode of the item The barcode cannot be updated in the Copy Editor. See Section 16.5, “Replacing a barcode”
Creation Date Date on which the item was created This field will be automatically filled when the record is saved.
Active Date Date on which the item goes into circulation This field is empty if an item is created with status of On Order or In Process. It is filled when it is checked in or out, or its status is edited to others.
Creator Username of the user who created the item This field will be automatically filled when the record is saved.
Last Edit Date Date on which the item was last edited This field will be filled/updated when the record is saved.
Last Editor Username of the last user to edit the item This field will be filled/updated when the record is saved.

Table 16.2. Location

Setting Description Notes
Location/Collection Shelving/Copy Location for the item Shelving locations belonging to the circulating library/branch and the organizations on a higher hierarchal level (library system, federation, or Sitka) are displayed in the dropdown list. Multi-branch libraries may create system level shelving locations for all branches to share.
Circulating Library Library currently circulating the item.  
Owning Lib : Call Number Owning library of Call Number and Call Number label Call Number, aka Volume, is a separate record. Call Number cannot be updated in the Copy Editor. See Section 15.1, “Adding holdings to title records”
Copy Number The copy number of the item This is an optional field. Libraries may use it to identify duplicate copies under one title.

Table 16.3. Circulation

Setting Description Notes
Circulate? Indicates whether the item can circulate or not Leave it as "YES", unless the item is with a circulating collection (shelving location), but should not be circulated. If the shelving location's Circulate? attribute is "NO", this field will have no effect. But the "NO" value in this field will block circulating when the shelving location's Circulate? is "YES".
Holdable? Indicates whether the item is holdable or not Leave it as "YES", unless the item is with a holdable collection (shelving location), but holds should not be allowed on this particular item. If shelving location's Holdable? is "NO", this field will have no effect. But the "NO" value in this field will block holds when shelving location's Holdable? is "YES".
Age-based Hold Protection Allows libraries to restrict holds to be picked up at a range of libraries Sitka provides two sets of rules: x_month_within_single_branch and x_month_among_multi_branch. The former allows holds to be picked up at the item's circulating library only for x months, while the latter at libraries sharing the same parent with the circulating library, e.g. all branches of a library system or all single-branch libraries within a federation. In general, use the former if you are a single_branch library and want to restrict holds to your own library, or if you are a branch of a multi-branch library system and want to keep the holds at your own branch. Use the latter if you are a multi-branch library system and allow items to fill holds picked up at all your branches, but not to go out of your system.
Floating? This functionality must be configured by Sitka If Sitka has not configured floating groups for you, leave the field blank.
Loan Duration Indicates whether an item uses the Short, Normal, or Long loan duration attached to its circulation modifier or shelving location set up in the circulation policy. Each circulation modifier/shelving location may have three loan durations, corresponding to these three values. Use 'Normal' if only one loan period is used. Please contact Co-op support if you need multiple loan durations for one circulation modifier/shelving location.
Fine Level Indicates whether an item uses the Low, Normal, or High fine level attached to its circulation modifier or shelving location set up in the circulation policy. Each circulation modifier/shelving location may have three fine levels, corresponding to these three values. Use 'Normal' if only one fine level is used. Please contact Co-op support if you need multiple fine levels for one circulation modifier/shelving location.
Circulate as Type Media type When circulation policy is controlled by the media type in MARC records, this field can be used to override the MARC media type for individual items. It can also be used for statistics purpose.
Circulation Modifier An identifier used for applying circulation policies and/or statistical purposes A shared list of circulation modifiers displays in the dropdown list for all libraries. Each library selects circulation modifiers to use and for each selected circulation modifier the library may define its own circulation policy.

Table 16.4. Miscellaneous

Setting Description Notes
Alert Message This message will show up when the item is retrieved or checked in or out  
Deposit? Indicates whether the checking out item requires a deposit or not  
Deposit Amount Amount required as a deposit for the item When the item is checked out a bill for this amount is automatically created in the patron account.
Price Price of the item The price entered is used when the system generates lost or damaged bills for the item. In items created via Acquisitions Module, this is the Price in the lineitem in a Purchase Order.
OPAC Visible? Indicates whether the item is visible in the OPAC or not. Leave it as 'YES', unless the item is with an OPAC visible collection (shelving location), but should not be displayed on OPAC. If OPAC Visible? is "NO" for the shelving location, this field will have no effect. But the "NO" value in this field will hide the item, if OPAC Visible? is "YES" for the shelving location.
Reference? Indicates whether the item is reference or not This flag can be used for setting up circulation policies or statistics purpose.
Acquisition Cost The amount paid by the library to purchase the item. This is the amount on the invoice for the lineitme in Acquisition Module.
Quality Indicates the quality of the item Quality is used to determine whether an item can be used to fill a hold. By default, only Good items will be used to fill holds. Co-op support strongly recommends leaving the quality of the item as Good for all items, unless you want to block holds on the item.

The Statistics Column is filled with the copy statistical categories created by your library or federation. For information on creating copy statistical categories see Section 49.15, “Statistical Categories Editor”

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