Skip to Search

  Collection Management
diagonal spacer   Library Catalog   |   Databases   |  Site Map   |  Search
George A. Smathers Libraries > Collection Management Department > CM Support > Manual

 

Creating a Holdings Record

 

It is necessary to add information to a Holdings Record when asked to notify a patron once materials arrive, handling Rush or Expedite items, and/or ordering items for course reserves. This record will be attached to the “bib record” during processing.

 

  1. With the bib record for the item displayed, AND after saving the record to the server, open #4 HOL Records tab located in the pane below.

  2. Click on "Create" followed by the "Edit" tab.

  3. Move the cursor to the “LKR” field and hit the F6 key.

  4. Type “852” on the new line, then press Ctrl+F.

  5. A popup box will open. In the Library/Loc field, type in “FU”, and tab to the next line.

  6. Type in the appropriate Sublibrary code (refer to the Location Abbreviations chart if necessary), then tab to the next line.

  7. Type in the appropriate Collection code (refer to the Location Abbreviations chart if necessary).

  8. Move the cursor down to the Nonpublic Note field (line X). Notify message information, Rush or Expedite order information, and course reserve information will be entered in this field.
    • Notify Message: Type “Please notify”, then type the name and e-mail address of the person to be notified.

    • Rush or Expedite Orders: First, type “RUSH” or “EXPEDITE”, then type the name and e-mail address of the person to be notified.

    • Course Reserve Materials: If the course reserve item is a Rush or Expedite, first type “RUSH” or “EXPEDITE”, then type the name and e-mail address of the person to be notified. Next, the course reserve information must be entered. It is necessary to include the course number, semester, and year for the course. (For example: ENC 2210 Spring 2005)
      • **If the message in line X is longer than the space provided, type to the end of the line and stop – more information can be added later in the process. (See Step 13)

  9. Tab to the Public Note field (line Z) and type “In Pre-Order Process”.

  10. Hit the “Enter” key.

  11. The Holdings record should now be visible. Hit the “Enter” key again to delete all unused fields.

  12. If necessary, more information can be added to the 852 field (line X) before saving the record to the server. **If more information is added to the 852 field, hit the “Enter” key again.

  13. Click on the “Save to Server” icon located on the taskbar.

  14. When the “Save on Server and Local Drive” window appears, click on “Continue”.
 

 

University of Florida Home Page