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HOLDINGS and ITEMS--ADDED** VOLUME TO A MULTI-VOL. SET-NEW LOCATION

**NOTE: Instructions for added volumes vs added copies are given separately in these guidelines since in ALEPH the information in parts of the Holding and Item records are affected differently.

Scenario: A BIB record exists in ALEPH with several volumes of a multi-volume set in LAC; cataloger is now adding a new location and adding v.1 to a new location: Judaica. Cataloger must create new HOL record (or edit the existing one) and then create the Item records.

Cataloger's Actions:

1st STEP: Creating/editing Holdings for new location and adding vol.

Display BIB record in Cataloging Module. Add to Contents note if necessary. Make other changes to BIB if necessary.

Check to see if an Item record has been created for your volume. 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 volume, go back to your Bib record in the Catalog module and load Holdings record (Ctrl+O) to view Holdings List

You can highlight the Holdings record for another location and click on "Edit" in order to look for an LC call no. to use for your added volume in the new location. (Watch out for series classed as a whole.)

Close the Holdings record for other location. 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 volume in the new location.

If the Holdings record has already been created for your volume, highlight the record and click "Edit" (Alt+E)

If a Holdings record has NOT already been created for your volume, 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 field:
Put cursor on LDR
Use Ctrl+f (to open form) or go to Edit/Open Form
Type of record (06), change to v
Encoding level (17), change to 4
Type "Enter" or click on "OK"

008 field:
Put cursor on 008
Use Ctrl+f (to open form) or go to Edit/Open Form
Completeness (16):
Change to "1" (complete) if you have all vols. of set
Change to "2" (incomplete) if you don't have all vols. of set
Type "Enter" or click on "OK"


(Example above: When you have all the vols. in the set)

852 field:
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 x for nonpublic note (put your initials here)
Subfield z for public note

Check call no. in subfields h and i to make sure it is correct.

Click "Enter" or Ctrl+m to sort record

Most vol. holdings will be in 853/863 fields.
Supplements will go in 854/864 fields.
Index vols. will go in 855/865 fields.

853 field:
1st indicator: 0 (zero)
2nd indicator: 0 (zero)
Subfield 8: 1 (one, since this is the first 853 field)
Subfield a: put caption for 1st level of enumeration (v., pt., Bd., Abt., etc.)
(If you have more than one level of enumeration (e.g., you have both volumes and parts), the caption for the 2nd level of enumeration goes in $$b, the caption for the 3rd level of enumeration goes in $$c, etc.)

863 field:
1st indicator: 4
2nd indicator: 0 (zero)
Subfield 8: 1.10 ("1" is a "linking number" to link the 863 to the 1st 853 field; the period is a separator, not a decimal point; the "10" is a sequence number. Normally we will be using sequence nos. in multiples of 10, to facilitate insertion of new vols. in the proper spot.)
Subfield a: put 1st level of enumeration (e.g., 1-10 for a complete 10 vol. set)
(If you have more than one level of enumeration (e.g., you have both volumes and parts), the 2nd level of enumeration goes in $$b, the 3rd level of enumeration goes in $$c, etc.)

Save all changes to the server and local drive: CPU + red arrow icon button on Tool Bar or File/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 Item Record.

With Holdings record displayed, click on "Items" icon (green book with pink pencil) on Cataloging Module toolbar OR Go to File/Open Items Record

Item List opens, Click on "Add" or Alt+a.

Item form opens with Tab 1 displaying

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.

Click on "Refresh" or Alt+r

"Enum." boxes: Type in the enumeration of the 1st vol. (e.g., type "1" in the Enum.Level.1 box)

"Description" box: Type in the caption and enumeration of the 1st vol. you are adding (e.g., v.1)

Select "Material type"

Select "Item Status"

Select "Item Process Status"

If necessary, add Web OPAC or Internal note on Tab 2 if information relevant on item level only

If the volume 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.)

To add Item records for remaining volumes

Choice 1: Highlight Item record you created in Item List. Click on "Add" or type Alt+a. Follow directions above used to create 1st Item record. Change info in "Enum." boxes and "Description" box to match the vol. you are barcoding.

Choice 2: Highlight Item record you created in Item List. Click on "Duplicate" or type Alt+u. As needed, follow directions above used to create 1st Item record.
If you use "Duplicate", BE VERY CAREFUL that your Item record is linked to correct HOL record and that you change info in "Enum." boxes and "Description" box to match the vol. you are barcoding


If an added volume 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.

Indexed: Holdings and Items-Added Volume-New Location
               Holdings and Items-Added Volume-New Location

Prepared by: Tatiana Barr, Gerald Langford
Last revised: September 14, 2004

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