HOLDINGS and ITEMS--ADDED COPY-SAME LOCATION
Example: The library has one copy of a single-volume monograph in Judaica and one in LAC. A second copy is received for LAC.
Display bib record.
Check to see if an Item record has been created for your copy. To do this, click on the Items icon in the toolbar or go to File/ Open Items Record.
If an Item record is already created, go to the procedure: "Holdings and Items--Creating Holdings records using Item records"
If no Item record has been created for your copy, go back to your Bib record in the Catalog module.
Load Holdings record (Ctrl+O) to view Holdings List
Highlight the Holdings record for the first copy at the same location. Click on "Edit" or type Alt+e. Note the call no. If the call no. is an LC call no., make sure you use the same call no. for your added copy. If the call no. is not LC, look at the bib record to see if there is a usable LC call no.
Close the Holdings record for the first copy. If the Bib record is not displaying, call it up again. Load Holdings record (Ctrl+O) to view Holdings List
Check to see if there is a Holdings record already created for your copy.
If the Holdings record has already been created for your copy, highlight the record and click "Edit" (Alt+E)
If a Holdings record has NOT already been created for your copy, check call number(s) on Bib record. The call no. in the HOL record will be copied from the Bib in this priority order: 099 090 092 050 082. Click "Add" (Ctrl+A). Highlight the record you have created and click "Edit" (Alt+E).
LDR and 008 fields: No changes needed
Put cursor on 852
Use Ctrl+f (to open form) or F7 (to add subfields)
Edit or add the following as needed:
1st indicator: 0 (zero) for LC call no., 1 for Dewey call no., etc.
2nd indicator: blank
Subfield a for our library: FU
Subfield b for sublibrary
Subfield c for collection
Subfield h for 1st part of call no. (what's in $$a of 050, 090, etc.)
Subfield i for 2nd part of call no. (what's in $$b of 050, 090, etc.)
Subfield t for copy no. (2, 3, etc., as appropriate)
Subfield x for nonpublic note (put your initials here)
Subfield z for public note
Check the call no. in subfields h and i. Make sure it matches the call no. used for the first copy in the same location. (For example, if "x" was used in the last cutter of the first call no., you will need to add it to the last cutter of the call no. for this copy.)
Click "Enter" or Ctrl+M to sort record
Save on server and local drive.
(You may wish to write down the system no. of the Holdings record you just created to make sure you link to the right HOL record in the next step.)
2nd Step: Creating and editing an Item record for an added copy-same location
Open Items Record
Item List displays. Click "Add" or Alt+A
Important: Open the menu next to the "Hol. Link" box. Be careful to choose the correct Holdings record to link to. Double click on it and press "Enter"
Click on "Refresh" button on Item List or Alt+r
The system no. of the Holdings record you have linked to will display in "Hol. Link" Box. The sublibrary, collection, shelving scheme, and call no. will be pulled from the linked Holdings record.
Important: Put "c.2" (or appropriate copy number) in "Description" field
Select appropriate codes in:
Item Process Status
If necessary, add Web OPAC or Internal note on Tab 2 if information relevant on item level only
If the book has accompanying loose pieces (e.g., map in pocket), put pieces information in the Circ note. (See also procedure, "Accompanying/Supplementary material: Book + loose pieces ")
Important: Make a printout of any "Rush" or "Notify" information in the holdings 852 field. The "Rush" or "Notify" information should be transferred to the Circ note. The printout should travel with the item to the appropriate owning location. (The "Rush" or "Notify" information may then be deleted from the Holdings 852 field.)
Replace default barcode with real barcode.
IMPORTANT!: Either highlight or delete the default barcode before scanning in the real barcode.
(If your scanner is set to "enter" after scanning a barcode, the Item Form will close. The Item record will be updated, added to the server, and will appear in the Item List.)
If you are not using a scanner or if the scanner is not set to "enter," click "Update" to enter changes or Alt+u
The Item form will close. The Item record will be updated, added to the server and will appear in the Item List.
(Please see the separate document "Instructions for Aleph Label Printing" to verify that the spine label will print correctly. This can also assist you in writing the call no. on the piece in hand.)
If the added copy is part of a series classed as a whole:
Is there a serial record for the series that
displays to the public?
If so, update the volume holdings on the serial record.
If in doubt, check with your supervisor.