Item Notes

An Item Note is a typically a staff-facing note attached to an individual item record (barcoded item).

An Item Note is used to record internal information about a specific copy of a library item. It is most often visible only to library staff (depending on note type and settings) and may not be intended for patron display.

An Item Note can be added to a record when creating a new item record, or later to an existing item.

Purpose and common uses include:

• Recording condition issues (e.g., “Cover damaged,” “Pages loose”)
• Noting processing or handling instructions
• Documenting local copy-specific details
• Tracking staff observations or decisions related to the item

Key characteristics:

• Tied to the item/copy, not the bibliographic record
• Can be configured as public or private, though most are private
• Helps support consistent staff workflows and decision-making

To add an Item Note when adding a new item to the catalog:

• Find the record for your item in the Evergreen catalog
• Click Add Holdings
• Fill in the usual information (Call Number, Barcode, Apply Template, etc.)
• Go to the column an the far right of your screen titled "Alerts, Note, Tags, Statistics"
• Click on Notes
• Enter a title for your note
• Enter content
• Be sure to click the Public? box to get the note to display in Aspen
• Click Add New -- your note will now be seen in Pending Item Notes
• Click Apply Changes
• You can now see that there is 1 new note in the Notes field in that far right column and that changes are pending at the bottom of your screen
• Click Apply All, Save & Exit
• Your new item with its note has been added to the Evergreen catalog (if the Public? has been checked, this note will be displayed in Aspen)

To add an Item Note to an existing cataloged item:

• Find the record for your item in the Evergreen catalog
• Go to the Holdings View tab and select the item to which you want to add the note
• Once highlighted, you can either click on the Actions button or right click on the highlighted row to reveal the Actions menu
• In the Add section, select Item Notes
• When the Item Notes box opens, enter in a title for the note
• Then add the content
• Be sure to click the Public? box to get the note to display in Aspen
• Click Add New -- your note will now be seen in Pending Item Notes
• Click Apply Changes
• You will then see on the lower right of your screen a confirmation indicating that an item note was added
• You will need to wait a few minutes (2-5) for Evergreen and Aspen to "talk" to each other
• After waiting, perform a search in Aspen for the title of your item
• Once you click on that title record, scroll down to see your newly added Item Note

-- KathrynRiedener - 28 Apr 2020