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- Search FOLIO for a matching Instance. If no record is found, Skip to section Ia below.
- If there is an Instance record in FOLIO, verify that the record matches the book.
- Check for and report an open purchase order associated with the item, if applicable. See Special Instructions below Additional Steps: Special Cases below.
- 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.
- If you un-suppress an Instance record, add an Administrative note with the Transaction code for Fast-shelving (,,s), to reflect the reinstatement.
- 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.
- Save the Instance.
Ia . No Instance Record in FOLIO
- If no record is found in FOLIO, import one from OCLC, or Input from scratch as applicable. (Instance Statistical Code: Source of Acquisition: miscellaneous).
- Add an Administrative Note with the code for Inputting (,,i)
- 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),
- following the appropriate instructions for the Holdings and Item screens
- below
- .
II. Holdings record.
- Display the Holdings Record. If the Instance was just imported or created, skip to step 4.
- If the Holdings record in suppressed, make sure to un-check the Suppress From Discovery box so that it displays in the public catalog.
- 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.
- If the Instance was newly-imported or created, then For an Imported or scratch Instance, then Add a New Holdings:
- Enter the appropriate Holdings Type, Location, Call Number Type, and Holdings Statements as applicable.
- For items that will need cataloging, set the Call Number Type to Other, and enter "In Process" in the Call Number field.
- 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).
- 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.
- Enter the appropriate Holdings Type, Location, Call Number Type, and Holdings Statements as applicable.
- 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):
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See Instructions for Rare Annex Transfers Processing (LTS Procedure #12a#9a)
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E. Additional Steps: Special Cases Anchor E E
- Reporing Open purchase orders: when withdrawing or transferring serials, and for all reinstatements, check to see if there is an open purchase order for the title:
- In the FOLIO Inventory screen, scroll down to the bottom of the third pane, and check the Acquisitions accordion/pop-down for any POL (purchase order line) information, If there's no purchase order attached, the Acquisitions accordion will be closed.
- Click the POL link (tip: right-click and open in a new tab).
- In the resulting "PO Line Details" window, click Actions→View PO.
- Check the PO and verify that the Location for the line item is correct.
- Check the "Workflow Status" and "Reason for Closure" fields. If it states that the purchase order is complete or canceled, do nothing. If it states that the purchase order is Open or Ongoing, send an e-mail notification to Serials Supervisor. In the e-mail, give the following information:
- Action (withdrawal, transfer, or reinstatement)
- Brief serial title
- Instance ID
- Purchase Order Number
- EXAMPLE:
- EXAMPLE:
- In the FOLIO Inventory screen, scroll down to the bottom of the third pane, and check the Acquisitions accordion/pop-down for any POL (purchase order line) information, If there's no purchase order attached, the Acquisitions accordion will be closed.
- Transfers to RMC Annex: see Rare Annex Transfers (Procedure #12a#9a)
- Additional guidelines for Transfers: From Collection Development's Selection Policy for Shelf Space Adjustment:
- Retain a unique print copy of an item if the only other manifestations in CUL are microform, CD-ROM, or networked resource. Do NOT retain a unique microform if the title is available in print..
- When filling in serial "back volumes missing in other units," retain volumes (numbers, issues, etc.) that are unique to CUL but DO NOT retain additional copies, even if there is more than one incomplete serial run in CUL.
- Shelves for completed transfers and reinstatements:
- For Rare Annex transfers, see Special Instructions (Procedure #12a#9a) otherwise:
- Deliver all unbound serials that are not separately barcoded to Collection Management--Serials, otherwise
- Place items on the appropriate Physical Processing truck at the in Room 110, if remarking is required (e.g. location or call number on spine are incorrect).
- If remarking is not required, place items for Olin, Kroch, or Uris on the "return to stacks" shelf in Room 107E or 110. Place items for other libraries on the outgoing mail shelves in Room 110.
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