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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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Withdrawals
Batch Single Volume Monographic Withdrawals
Transfers
Reinstatements
Medium Rare Annex
Additional Steps : Special Cases
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II. Single Part Item and Complete Multipart Item Transfers
1. Display
- Display the Instance Record and enter an Administrative note for Postcataloging maintenance (,,mc)
- Display the Holdings record that matches the old location and copy number of the title and edition in hand.
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- Verify that the record is NOT suppressed from public view. If it is suppressed, uncheck the Suppress from Discovery box.
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- Change the Permanent Location field to the new location.
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- If needed, add
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- a copy number in the Holdings record and Item records.
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- Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.
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- In the Holdings
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- Record, add a note (Note type: Note) showing which collection the piece originally came from, and when it was transferred. Make sure the "Staff only" box is checked:
Exception: Transfers to Annex do NOT require a transfer note
7. Search the database to verify that the old call number is NOT already in use for the new location. If it is, add publication date and work letter to the call number already in use, or work letter only if call number already contains a date.
8. Save and close the Holdings record.
III. Partial Multipart Item Transfers
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- Re-display the Instance record. If it is suppressed, uncheck the suppress from Discovery box.
- 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.
- Save the record to the database.
- Line out all previous location stamps -- (see exception below).
- Edit pencilled locations and call numbers -- (see exception below).
- 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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