Page History

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Unit:  Database Quality

Date last reviewed: 14 Jun 2023 16 Apr 2024 

Date of next review: April 2025

*As of 6/14/23, this procedure is still in the process of being updated.

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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.   ***SAME AS ABOVE-- WOULD WE REMOVE "Deselected" Holdings note instead? Click on the quill pen button. If deselected note appears, remove noteDelete 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  

•       a.  Relink the item records for the pieces in hand from the old holdings record to the new holdings record.
•       b.  Display each item record.
•       c.  Change Permanent Location to match location in the Holdings record.
•       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")

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1. Re-display the Instance record.  If it is suppressed, uncheck the suppress from Discovery box.
   
2. Add two 948 local statistics fields to the record: one for the withdrawal; another for an added copy, an added location, or added volumes -- as appropriate. 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) .
   

• Examples   of Holdings notes for transferred:
  
•   Transfer from Uris, 3/13/03
•   Vols. 1-8 transferred from Uris, 3/13/03  

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• Display Holdings record.
• In the Holdings Notes section, remove the "WITHDRAWN [date/initials]" note.
• Add REINSTATED [date] to the Holdings Notes field following the call number(Note type: Note) :

If necessary,

Select system tab.

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