Page History

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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  The macro for this is ,,t
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).  Make sure the "Staff only" box is checked:should be checked. 
      1. For multi-part transfers of volumes, and/or supplements, note specific pieces as appropriate in the Holdings Note (see example 2). 

• • Ex. 1: Image Added
  • Ex. 2:Image Added
  Image Removed

** Exception: Not all transfers to the Annex need Holdings notes, as large-scale transfer projects and book-moves can make it burdensome to add notes to every Holdings record.  LTS staff should add the notes for manual transfers whenever possible, however, as the information may can be useful in the future.

e.  Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, if applicable, and adjust the Call Number Prefix/Suffix fields accordingly.  Make sure to make the same modifications to the written call number in the piece, if applicable (see final steps below).

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       8.  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 in the Holdings and on the piece in hand, or work letter only if call number already contains a date.  Consult with DBQ supervisor if needed.

9. Make sure to re-mark and re-label the piece if you make modifications to the online call number.

III. Partial Multipart Item Transfers  

1. Display Instance record.
   1. Add the Administrative note for Transfers as described above (use the macro ,,t, but as with Withdrawals, add "pcs:" to the end, showing how many were transferred)
   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, but note 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 to be 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:
   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  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.

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1. Examine the piece carefully for a barcode.  It may be on the front cover, on the first page, on the title page, or even on the back cover, inside back cover, or back pages of the book.  
   1. If the piece lacks a barcode, attach one, following normal procedure.
2. Check to see if the FOLIO record has an Item record. 
   1. If it HAS an Item record, does the barcode match the barcode in the book? 
      1. If YES, check further Enumeration/Chonology information, and make sure it's entered.  If everything matches, skip to step 4 below. 
      2. If NO, and you're sure the piece in-hand is not simply a second copy that needs a new Holdings, change the barcode number in the Barcode field to match the barcode in the book (whether newly-placed or not).  (The original barcode may have fallen off, or it may have been given a "smart" barcode, which were barcode numbers that were not actually attached to the items in many cases.  These can be recognized by the low number after (up to "050") that occurs AFTER the initial "31924")
   2. If it LACKS an Item record, Add a New Item Record, enter the barcode from the book (whether newly-placed or not), and enter any appropriate Enumeration/Chronology information, if applicable.
3. Make sure the Item record is UN-SUPPRESSED.
4. Save the Item record.

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1. Process the physical pieces as follows:
   1. Cross out all "withdrawn" stamps.
   2. Edit penciled locations and call numbers, if needed.
   3. Bring the piece to Physical Processing if the label needs changing, but make making sure the handwritten call number inside is correct.
   4. If the piece does not need re-labeling, take the piece to the "Return To Stacks" shelf (if location is Olin, Kroch/Asia, or Uris), or to Physical Processing, to be routed send to the appropriate library on the Mail Out shelf with a yellow routing slip.

** IMORTANT NOTE ** Reinstatements are often the result of a mis-match or typo between the online call number and the physical piece, resulting in the item having been "withdrawn/lost" because it was misplaced in the stacks.  Make sure the call number in FOLIO matches both the call number written in the book, and the one on the label (or eventual label, if it's going to be replaced.

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1. 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:
   1. 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.
      
      • • 
   2. Click the POL link (tip: right-click and open in a new tab).
   3. Verify that the Location for the line item is correct.
   4. Check the Receipt Status   (Receiving note ). 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:
      1. Action (withdrawal, transfer, or reinstatement)
      2. Brief serial title
      3. Instance ID
      4. Purchase Order Number

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1. Rare Annex Transfers (Procedure #12a)

4.  Selection Policy for Shelf Space Adjustment. --additional guidelines:

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