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AlephPro

Affiliated Libraries Cataloging Procedure


UF Libraries provide a mechanism whereby departments, centers, and other entities can display their resource collections in the library catalog.  A written agreement between the Libraries and the affiliated library detail information regarding the composition of the affiliated library's collection, the associated acquisition and circulation policies, the affiliated library's representation in the library catalog, and the Libraries' role vis a vis training and support. 

The following procedure is a guide for affiliated libraries to use when adding holdings or creating records within the Aleph client.


Matching Record: UF Catalog
Open Catalog Module
Click on binocular icon in left panel to open search tab
Use search options to search for title in UF catalog
If Brief List appears, find and highlight record
Click Catalog to view full record
Confirm record matches
Add holding record

Matching Record: Library of Congress Catalog

If no record matches in the UF catalog, use the Find search option to search the Library of Congress catalog

If Brief List appears, find and highlight record
Click Catalog to view full record

Click ok when prompted to choose record format
Confirm record matches

With record displayed in Catalog Module, type ctrl n

Click ok when prompted to select library
Add a TKR field:
     Place cursor on OWN and hit F6 button
     Type TKR in the new line
     Tab once, then type a
     Type TKR using the following format: TKR a (FU)[name of affiliated library]/mmddyy/initials

Remove 9XX fields (To delete, place the cursor on the tag and type ctrl F5)

Do not remove SID field
Click icon to save to server (or File--Save on Server and Local File)
When first window ("Save on Server and Local Drive") appears, click Continue
When second window ("Record Check Warnings/Errors") appears, click Override

Add holding record

No Matching Record: Add Record from Template
Type ctrl a (or Cataloging--Open Template) to open template list
Choose the following template: SATELLIT.MRC
Enter the following information as needed and delete unused fields and subfields
(To delete, place the cursor on the tag and type ctrl F5 (field) or ctrl F7 (subfield))
     Author's last name and first name
     Title and subtitle (do not include initial article in title transcription)

     Place of publication, publisher, and publication date
     Series if applicable (do not include initial article in series title transcription)

     Subject keywords if desired (separate by semi-colons)
With cursor on 008 tag, type Ctrl F, type publication date in Date 1, and click OK
Click icon to save to server
When first window ("Save on Server and Local Drive") appears, click Continue
When second window ("Record Check Warnings/Errors") appears, click Override

Add holding record

To add affiliated library's holding record
With bib displayed, click tab 4 HOL Records in bottom panel
When holdings List appears, click Create button
With holding record in list highlighted, click Edit button
Place cursor on 852 line and type ctrl F
For Library, type FU then tab to next line
Sublibraries and Collections

For Sublibrary, type affiliated library's sublibrary, then tab to next line
For Collection, type affiliated library's collection, then tab to next line

For Classif. part, type affiliated library's classification number
For Item part, type additional classification information if needed

Add Nonpublic note or Public note as desired
Enter (or click OK button)
Click icon to save to server
When window ("Save on Server and Local Drive") appears, click Continue

When second window ("Record Check Warnings/Errors") appears, click Override
Pencil Aleph bib number in book (bib number appears in holding LKR field)

To mark affiliated library's holding record for deletion
With bib displayed, type ctrl o (or File--Load HOL record from server)
With holding record in list highlighted, click Edit button
Place cursor on LKR and hit F6 button
Type STA in the new line
Tab once, then type a
Type SUPPRESSED
Click icon to save to server (or File--Save on Server and Local File)
When window ("Save on Server and Local Drive") appears, click Continue
Notify the library contact to delete the holding


To mark affiliated library's bib record for deletion
Retrieve record
If STA is present on record, change "PROVISIONAL" to "SUPPRESSED"
If STA is not present:
     Place cursor on LKR and hit F6 button
     Type STA in the new line
     Tab once, then type a
     Type SUPPRESSED
Click icon to save to server (or File--Save on Server and Local File)
When first window ("Save on Server and Local Drive") appears, click Continue
When second window ("Record Check Warnings/Errors") appears, click Override
Notify the library contact to delete the bib

Indexed: Satellite Cataloging Procedure
               Satellite Cataloging Procedure

Prepared by: Betsy Simpson

Created: October 27, 2004
Revised: June 10, 2008

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