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1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
2. Delete the volumes and/or numbers to be transferred from the Holdings statements, INCLUDING supplements and indexes.
3. Display the holdings record that matches the new location and copy number. If there is no holdings record for the new location, skip to "8" below.
4. Verify that the destination Holdings record is not suppressed from the OPAC. If it is, uncheck the Suppress from Discovery box.
5. Add the appropriate "Transfer From" note to the Holdings Notes (Note type: Note), as in the above example.
6. Add the volumes and/or numbers to be transferred to the appropriate Holdings Statements of the destination Holdings record.
7. Save the Holdings record.
8. If there is no holdings record for the new location and copy number (including ANX locations, if you are transferring items to the Annex), create and edit one. Be sure to:
   
   • Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
     
   • Search FOLIO to verify that the old call number is not already in use for the new location. If it is already in use, add a w suffix to the last cutter in the call number.
     
   • Add an appropriate transfer note to the Holdings note, as in the above example.
     
   • Include appropriate Holdings statements for volumes, supplements and indexes.

IV.  Item Records

1. Single Part Item and Complete Multipart Item Transfers  

   a.  Display item record.

   b.  Change Permanent Location field to match location in the holdings record.

   c.  Edit the Permanent Loan Type, if appropriate -- for example: when transferring a title to or from a "Non-Circulating" reference collection. If you are transferring a title to a (Rare Annex #12a) location (e.g. "rmc,anx"), set the Item Type to "Non-Circulating". (NOTE: These are the only Annex locations for which the Item Type should be set to "Non-Circulating")

   e. Delete any leftover Item Notes that may not be relevant after the transfer.

   f.  Save the Item record

   g.  Repeat for each item record associated with the transfer.

    

2. Partial Multipart Item Transfers  

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a.  Relink the item records for the pieces in hand from the old holdings record to the new holdings record.

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b.  Display each item record.

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c.  Change Permanent Location to match location in the Holdings record.

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d.  Edit the Permanent Loan Type, if appropriate -- for example: when transferring a title to or from a "Non-Circulating" reference collection. If you are transferring a title to a (Rare Annex #12a) location (e.g. "rmc,anx"), set the Item Type to "Non-Circulating". (NOTE: These are the only Annex locations for which the Item Type should be set to "Non-Circulating")

V. Final Steps

1. Re-display the Instance record.  If it is suppressed, uncheck the suppress from Discovery box.
   
2. If you unsuppress the bib record, add an additional 948 to indicate a fast shelve statistic (,,s).  Note: If a new BIB record is created, add additional 948 statistics fields for inputting ( ,,i ) and fast-catting ( ,,f ) to insure that the record is exported to OCLC as a newly cataloged record.
3. Save the record to the database.
4. Line out all previous location stamps -- (see exception below).
5. Edit pencilled locations and call numbers -- (see exception below).
6. For serials, if you know that the new location is picking up an open subscription from the old location, write "Ongoing, currently received" on the location flyer. In addition, for unbound issues not barcoded separately, give recent issues (as displayed in the OPAC) to LTS Serials or Documents for further processing.
   If the transfers are computer disks , sound recordings   , or video recordings  , do additional processing if required for the new location.
   Exception: for unbound serials not barcoded separately, edit only the first and last issue in each bundle.
   Insert a location flyer and place completed transfers on the appropriate shelf (#12a) .
   

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1. Search FOLIO for the piece. If no Instance record is available in FOLIO or OCLC, forward item(s) to the LTS Inputting or DBQ supervisor to be processed as new (Instance Statistical Code: Source of Acquisition: miscellaneous)
2. If there is an Instance record in FOLIO, verify that the record matches book.
3. Check for and report an open purchase order associated with the item, if applicable.
   1. If you find an open PO associated with the piece, see Special Instructions below.
4. If the piece in-hand was the only piece cataloged in FOLIO, the Instance record will likely be Suppressed.  
   1. Un-check the "Suppress from Discovery" box in the Instance record. 
   2. Set the Catalog Date to the CURRENT date.

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• Display Holdings record.
• If the Holdings record in suppressed, make sure to un-check that the Suppress From Discovery box so that it displays in the public catalog.
• In the Holdings Notes section, remove the "WITHDRAWN [date/initials]" note, if present.
• Add "REINSTATED [date]" to the Holdings Notes field (Note type: Note) :

• If **Make sure the call number on the label matches the call number written in the book, and that BOTH of them match match the Holdings call number: Reinstatements are most often the result of there being a mis-match in the call number, resulting in the item having been "withdrawn/lost" because it was misplaced in the stacks.

Save the Holdings record.

Display item record[s]. If no item record is found, create item record[s] and barcode book[s].

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