Tip of the Week - Awards, Awards, Awards -- Take Note!

Tip for: 01.25.10

Awards, Awards, Awards -- Take Note!

In the past it has been an issue as to where to easily put awards information.  Do you use the Bibliography area, enter the information in a subject, or are you a purist and resort to the MARC view so you can enter it in the proper tag?  A new feature in Alexandria is that it is now simple to enter awards notes in the proper 586 tag without having to use the MARC view.

To enter awards information while in the simple Item view in the Items Management window:

• Click on the Notes tab, then on the Awards section.
• Enter the awards information for the title.
• Click on Save.

It is possible to switch the information from the Bibliography section of the Categories tab and Subject Headings using Utilities; however, you will need to identify the text that you want to switch.  Use Authority Control to determine what the various entries are that you want to switch.

• Go to Tools on the menu bar and select Authority Control.
• Change the drop-down menu in the upper-left corner to change to Bibliography or Subject Headings.
• Search the list and make note of any awards listed in the Authority Control index that you are searching.  The text will need to be exact, so you might want to copy and paste each one into a word processor document.

To switch notations that you have made in the Bibliography section of the Categories tab:

• Go to Tools on the menu bar and select Utilities.
• Click on the Titles tab, then on the Catalog button.
• Click on the + icon in the lower-left corner of the window.

• Set the Utility Type to Switch Tags.
• In the Replace field enter the tag number (653 for Bibliography, 650 for Subject) for the tag number you wish to change and then enter 586 in the With field.
• Set the Select By drop-down menu to Bibliographic Term (or Full Subject) and enter the text for Alexandria to use when selecting the messages.  If there is a range (such as Newbery Award, Newbery Honor, Newbery Honor Book, etc.,) enter the first in the Starting With field and the last in the Ending With field.  Make certain that there is nothing in that range that you do not want to have switched to the Awards Notes (586 tag).
• Click on Run.
• When asked if you want to Archive, the answer is always "Yes."

For v6: