Tip of the Week

Tip for: 01.20.03

Item Duplicate Command

A time saving feature of Alexandria is the Duplicate command for items. This option allows for duplication of titles and copies. Both serve a special purpose.  

Duplicate Title can be used for multiple books by the same author, publisher, etc. (i.e. Nancy Drew, Hardy Boys, Goosebumps, Series of Unfortunate Events, etc.). This saves the time of entering the same information for each individual title. It is also a way to quickly catalog Encyclopedia sets where each volume is about a particular subject, such as Lands and People.

Duplicate Copy allows the user to add multiple copies of an item. For example, if you have a classroom set of a title that had 25 copies, this command could be used to add all of those copies at once. Duplicate Copy can also be used to add Encyclopedia sets on general information, such as World Book and Encyclopedia Britannica. The volume number can then be added in the Copy window.

To duplicate a Title:

From the Show menu, select Items.

Find the title you wish to duplicate by using the Find command on the Item menu. You can also use the T command to browse for the title from the Circulation window.

With the title to duplicate selected as the current title, select Duplicate from the Item drop-down menu.

A new window will open up with Duplicate Title as the default option.

Indicate the number of times to duplicate the title.

Then, check and make sure that the beginning barcode is correct. Each duplicate title will add one copy with barcodes assigned sequentially.

Once all of the information is correct, click OK.

A message will then appear telling you that the title has been duplicated. Hitting <enter> or <return> (on Mac) will clear this window.

To duplicate a Copy:

From the Show menu, select Items.

Find the title you wish to add copies to by using the Find command on the Item menu. You can also use the T command to browse for the title from the Circulation window.

With the appropriate copy to duplicate selected on the appropriate title, select Duplicate from the Item drop-down menu.

A new window will open up with Duplicate Title as the default option. Click on Duplicate Copy to add copies to the same title record.

Indicate the number of times to duplicate the copy.

Then, check and make sure that the beginning barcode is correct. Each duplicate copy will be added sequentially.

Once all of the information is correct, click OK.

A message will then appear telling you that the copy has been duplicated. Hitting <enter> or <return> (on Mac) will clear this window.

This can also be done with items which have just been added. Simply start by selecting Duplicate from the Item drop-down menu. Also, be aware of which duplication option you have selected. Remember that Duplicate Title is the default option selected when the window is opened.

We realize how valuable your time is and hope that this command will help save you time as you add different items to your collection.

Thank You,
The Alexandria Staff Librarians