Page History

...

• If the transfer is going to Rare Annex (rmc,anx) or any of the "ranx" sublocations, follow the  Rare Annex (9a) instructions below.
• If the title is a serial: 
  • Check for and report an open purchase order to the Serials Unit, to make sure new issues are processed for the correct location. See Additional Steps: Special Cases below
  • If the transfer involves superseded editions or volumes, see also Secion V "Final Steps"below.
• If the resource has a non-LC call number, such as "Pamphlet..." consult with the Cataloging supervisor about whether it can go to the new location as-is, or whether it needs to be re-cataloged/re-marked with a new call number.

...

1.  Display the Instance Record
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:t userid:[netid] ploc:lts 
      • NOTE: The macro for this is ,,t
      • As with Withdrawals (above), add "pcs:" to the end of the transfer code if you are transferring more than one piece, followed by the number of pieces being transferred.
2.  Save the Instance Record
3.  Display the Holdings record that matches the old location and copy number of the title and edition in hand.  If there is any discrepancy between the piece and its records, consult with the DBQ supervisor.
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. 
   2.  Change the Permanent Location field to the new location.  
   3.  If needed, add an appropriate copy number in the Holdings record.  You will need to add the copy number to the written call number in the piece as well.
      
   4. Add a Holdings Note (with Note type: Note) showing which collection the piece originally came from, and the date it was transferred, plus NetID (for single-part, see example 1 below).  "Staff only" box should be checked. 
      • For multi-part transfers of volumes, and/or supplements, note specific pieces as appropriate in the Holdings Note (see example 2). 

...

1. Display Instance record.
   1. Add the Administrative note for Transfers as described in Step II above (use the macro macro ,,t), but as with Withdrawals, add "pcs:..." to the end , showing how many were transferred)as applicable.
   2. Save the Instance.
2. Display the holdings record that matches the old location and copy number of the title and edition in hand.
   1. Delete the volumes and/or numbers to be transferred from the original Holdings statements, INCLUDING supplements and indexes, if applicable.
   2. Save changes to original Holdings record. 
3. Display the holdings record that matches the NEW (destination) location and copy number. If there is no holdings record for the new location, skip to step 6 below.
   1. Verify that the destination Holdings record is not suppressed from discovery. If it is, UN-CHECK the "Suppress from Discovery" box.
   2. Add the appropriate "Transfer From" note to the Holdings Notes of the destination record (Note type: Note), as in the above example 2, noting which volumes were transferred. (e.g. "Vols. 3 and 4 transferred from Echols Ref. 3/9/2015 pca1")
      
4.  Add the volumes and/or numbers being transferred to the appropriate Holdings Statements of the destination Holdings record, including supplements and indexes as applicable. (this is the info deleted from the original holdings statements)
5.  Save the destination Holdings.
6. 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 a New Holdings. Be sure to, create and edit a New Holdings, EXCEPT if the new location is for the Annex, and there is ALREADY a copy at the Annex IN A NON-RARE LOCATION.  Assuming no un-wanted duplication:
   1. Add the appropriate information to the Holdings Type and new Permanent Location fields. 
   2. Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, and add them as necessary.
      
   3. 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, or consult with a cataloger or DBQ staff.
      
   4. Add an appropriate transfer note, with volume numbers, to the Holdings note, as in the above example.
      
   5. Include appropriate Holdings statements for the newly-transferred volumes, supplements and/or indexes as appropriate.
7. Save the New Holdings Record.
8. Relink the item records for the pieces in hand, from the original holdings to the new (destination) holdings.  After re-linking,:
   1. Display each re-linked item record. 
   2. Change Permanent Location field to match the new Holdings record, as for single-part and complete sets, described above.
   3. Edit the Permanent Loan Type, if appropriate -- for example: when transferring a title to or from a "Non-Circulating" collection, such as Reference or Rare Annex.

...

1. Search FOLIO for a matching Instance.  If no record is found,  Skip to section Ia below.
2. If there is an Instance record in FOLIO, verify that the record matches the book.  
3. Check for and report an open purchase order associated with the item, if applicable.  See Special Instructions below Additional Steps: Special Cases below.
4. If the Instance record is suppressed, un-check the "Suppress from Discovery" box in the Instance record, and set the Catalog Date to the CURRENT date.
   1. If you un-suppress an Instance record, add an Administrative note with the Transaction code for Fast-shelving (,,s), to reflect the reinstatement. 
   2. If you the bib is NOT suppressed, you're likely reinstating an additional copy or location for an item that is already heldalready un-suppressed, do not add the Fast-shelve code, but add the appropriate added location, added copy, or maintenance/pre-cataloging code as applicable.
5. Save  the Instance.

Ia . No Instance Record in FOLIO

1. If no record is found in FOLIO, import one from OCLC, or Input from scratch as applicable. (Instance Statistical Code: Source of Acquisition: miscellaneous).
2. Add an Administrative Note with the code for Inputting (,,i)
3. If you imported the record from OCLC, assess whether and it is fully cataloged, with full encoding level, LC call number and/or subjects, etc.also fastcat-able, add a second Administrative Note for Fastcat (,,f) 
   • If it is fully cataloged, add an Administrative Note in the Instance for shelflisting (macro ,,s).
   • If the record from OCLC is partial or preliminary, or has a foreign language of cataloging, OR if you had to input it from scratch, pass the item on to the Catalogers for cataloging (and re-marking as necessary),
   but make sure to write "reinstatement" on the top of the location flyer, and follow the
   • following the appropriate instructions for the Holdings and Item screens
   (see
   • below
   )
   • .

II. Holdings record.

1. Display the Holdings Record.  If the Instance was just imported or created, skip to step 4. 
2. If the Holdings record in suppressed, make sure to un-check the Suppress From Discovery box so that it displays in the public catalog.
3. Make sure the call number in the Call Number field matches the label and hand-written markings in the book.  Determine if there is a discrepancy between the online call number and the label & handwritten numbers, and correct as necessary.  Have the piece re-labeled in Physical Processing if the label is determined to be in error and needs fixing (see below).  From here, skip step 4 below and proceed to step 5.
4. If the Instance was newly-imported or created, then For an Imported or scratch Instance, then Add a New Holdings:
   1. Enter the appropriate Holdings Type, Location, Call Number Type, and Holdings Statements as applicable.
      1. For items that will need cataloging, set the Call Number Type to Other, and enter "In Process" in the Call Number field.
      2. For items that have full cataloging, compare the call number of the Instance record with the call number (if any) on the original label or handwritten marking on or inside the piece.  If the old call number on/inside the piece is still valid (i.e. it's LC format, the Classification is correct, with only minor numerical differences in the cuttering), then it can be entered into the Call Number field, and the book will not need to be re-marked (see below).  Consult with a cataloger if needed.  If in doubt, use the call number from the imported record, enter it into the Call Number field, and re-write the call number in the piece(s) to match.  The item will also need to be relabeled in Physical Processing (see below).
      3. If you use the original or new call number (as opposed to sending it to cataloging), make sure to apply any Oversize information that may be applicable.
5. Add a Staff-only Holdings Note (Note type: Note) saying "Reinstated", the date and your ID (see Example 1) .  There may be previous notes that the item had been withdrawn, but staff can leave these alone, and even provide an explanation, if available, to preserve the maintenance history of the piece (see Example 2):

...

See Instructions for Rare Annex Transfers Processing (LTS Procedure #12a#9a)

...