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Cataloger's Actions:

1st STEP. Creating and editing Holdings for added copy of a single vol. monograph-new location

Display the Bib record.

Check to see if an Item record has been created for your copy. To do this, click on the Items icon in the toolbar or go to File/ Open Items Record.

If an Item record is already created, go to the procedure: "Holdings and Items--Creating Holdings records using Item records"

If no Item record has been created for your copy, go back to your Bib record in the Catalog module and load Holdings record (Ctrl+O) to view Holdings List

You can highlight the Holdings record for another copy and click on "Edit" in order to look for an LC call no. to use for your added copy. (Watch out for series classed as a whole.)

Close the Holdings record for other copy. If the Bib record is not displaying, call it up again. Load Holdings record (Ctrl+O) to view Holdings List

Check to see if there is a Holdings record already created for your copy.

If the Holdings record has already been created for your copy, highlight the record and click "Edit" (Alt+E)

If a Holdings record has NOT already been created for your copy, check call number(s) on Bib record. The call no. in the HOL record will be copied from the Bib in this priority order: 099 090 092 050 082. Click "Add" (Ctrl+A). Highlight the record you have created and click "Edit" (Alt+E).

LDR and 008 fields: No changes needed

852 field:
Put cursor on 852
Use Ctrl+f (to open form) or F7 (to add subfields)
Edit or add the following as needed:
1st indicator: 0 (zero) for LC call no., 1 for Dewey call no., etc.
2nd indicator: blank
Subfield a for our library: FU
Subfield b for sublibrary
Subfield c for collection
Subfield h for 1st part of call no. (what's in $$a of 050, 090, etc.)
Subfield i for 2nd part of call no. (what's in $$b of 050, 090, etc.)
Subfield x for nonpublic note (put your initials here)
Subfield z for public note

Check call no. in subfields h and i to make sure it is correct.

Click "Enter" or Ctrl+M to sort record

Save on server and local drive.

(You may wish to write down the system no. of the Holdings record you just created to make sure you link to the right HOL record in the next step.)

2nd Step: Creating and editing an Item record for an added copy-new location

Open Items Record

On Item List, click "Add" or Alt+A.

Item form opens with Tab 1 displaying

Important: Open the menu next to the "Hol. Link" box. Be careful to choose the correct Holdings record to link to.

Double click on it and press "Enter"

Click on "Refresh" button on Item List or Alt+R

The system no. of the Holdings record you have linked to will display in "Hol. Link" Box. The sublibrary, collection, shelving scheme, and call no. will be pulled from the linked Holdings record.

Select appropriate codes in:

Material type
Item status
Item Process Status

If necessary, add Web OPAC or Internal note on Tab 2 if information relevant on item level only

If the book has accompanying loose pieces (e.g., map in pocket), put pieces information in the Circ note. (See also procedure, "Accompanying/Supplementary material: Book + loose pieces…")

Important: Make a printout of any "Rush" or "Notify" information in the holdings 852 field. The "Rush" or "Notify" information should be transferred to the Circ note. The printout should travel with the item to the appropriate owning location. (The "Rush" or "Notify" information may then be deleted from the holdings 852 field.)

Replace default barcode with real barcode.
IMPORTANT!: Either highlight or delete the default barcode before scanning in the real barcode.

(If your scanner is set to "enter" after scanning a barcode, the Item Form will close. The Item record will be updated, added to the server, and will appear in the Item List.)

If you are not using a scanner or if the scanner is not set to "enter," click "Update" to enter changes or Alt+U

The Item form will close.The Item record will be updated, added to the server and will appear in the Item List.

(Please see the separate document "Instructions for Aleph Label Printing" to verify that the spine label will print correctly. This can also assist you in writing the call no. on the piece in hand.)

If the added copy is part of a series classed as a whole:

Is there a serial record for the series that displays to the public?
If so, update the volume holdings on the serial record.
If in doubt, check with your supervisor.


Indexed: Holdings and Items-Added Copy-New Location
                Holdings and Items--Added Copy-New Location

Prepared by: Tatiana Barr, Gerald Langford
Last revised: September 14, 2004

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