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HOLDINGS and ITEMS--ADDED VOLUMES OF A MULTI-VOL. SET-ADDED TO THE SAME LOCATION BUT A NEW COPY

Scenario 2: Break in the enumeration

Example: A BIB record exists in ALEPH with v. 1-5 of a 5-volume set in LAC; cataloger is now adding 2nd copies of v.3 and v.5 to LAC. Cataloger must add a HOL record for the new copies and then create the Item records.

Cataloger's Actions:

1st STEP: Editing Holdings for existing location

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 volumes. 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 volumes, go back to your Bib record in the Catalog module and load Holdings record (Ctrl+O) to view Holdings List

Highlight the Holdings record for the first copy of the volumes 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 copies of the volumes. 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 of the volumes. 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 volumes.

If the Holdings record has already been created for your copy of the volumes, highlight the record and click "Edit" (Alt+e)
If a Holdings record has NOT already been created for your copy of the volumes, 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: position 06-Change "x" to "v"

LDR: position 17-Change "1" to "4"

008: position 16-Change "4" to "2" (incomplete) since you don't have copies of 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 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 of the volumes in the same location.

Add an 853 field. 1st and 2nd indicators are 0 (zero).
Add subfield 8; put "1" in the subfield.
Add subfield a; put appropriate caption (v., pt., Bd., Abt., etc.) in the subfield.

Add an 863 field. 1st indicator is 4; 2nd indicator is 0 (zero).
Add subfield 8; put "1.10" in the subfield. (one-period--ten) (the "10" is a sequence number. It indicates where in the sequence of 863 fields this 863 will fall if there is more than one 863. Because the vols. of a set are not always added in order, it is a good practice to use sequence numbers of "10" "20" "30", etc., to allow insertion of new vols. in the proper spot)
Add subfield a; put appropriate vol. no. in the subfield (in this case, "3")
Add subfield w since there is a break in the enumeration-- we don't have the missing piece(s) (in this case, v.4).

Type "g" if it is a "gap break" (if the missing piece(s) have been published, are to be published, or we don't know for sure)
Type "n" if it is a "nongap break" (the missing piece(s) will not be published)
Add another 863 field with 1st indicator "4" and 2nd indicator "0". Begin with a $8 (subfield 8), type "1.20" (because this 863 field is linked to the first 853 field and because we are using increments of 10 for the sequence numbers in the 863, so the next sequence number will be "20").
Add $a, type the vol. no. that you are adding (in this case, "5")

Save Holdings record 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 HOL record on screen, click on "Items" Icon

Item List opens. Click on "Add" or type Alt + a.
Item form opens with Tab 1 displaying
Click on black arrow next to "Hol. Link" box.
Be careful to select the system no. of the Holdings record for this copy.

Choose "Refresh" (Alt+r)

"Enum." boxes: Type in the enumeration of the vol. being added (e.g., type "3" in the Enum.Level.1 box)

In Description box, put appropriate vol. no., then a space, then the appropriate copy no.

Choose Material Type, Item Status, and Item Process Status as appropriate.

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.

To add additional volume:
Click on "Add" or type Alt + a.
Item form opens with Tab 1 displaying
Click on black arrow next to "Hol. Link" box.
Be careful to select the system no. of the Holdings record for this copy.

Choose "Refresh" (Alt+r)

"Enum." boxes: Type in the enumeration of the vol. being added (e.g., type "5" in the Enum.Level.1 box)

In Description box, put appropriate vol. no., then a space, then the appropriate copy no.

If the enumeration or chronology is complex, see the separate document "Creating and editing serial item records"

Choose Material Type, Item Status, and Item Process Status as appropriate.

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 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 Vols.-Same Location-New Copy-Break in Enumeration
               Holdings and Items-Added Vols.-Same Location-New Copy-Break in Enumeration

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

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