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

Scenario 3: Previous break in the enumeration now being filled

Example: A BIB record exists in ALEPH with v. 1-5 of a 5-volume set in LAC and 2nd copies of v.3 and 5 in LAC; cataloger is now adding a 2nd copy of v.4 to LAC. Cataloger must edit the HOL record for the 2nd copy in LAC and then create the Item record.

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 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

Highlight appropriate location in Holdings List, then click "Edit" (Alt+e)

LDR: position 06-Change "y" to "v" if necessary

008 field does not need changes since we still do not have all vols. of the set.

852 field-- Check that the location, call no. and copy no. are correct. If there is a subfield x, add your initials and the vol. no.(s) you are adding.
If there is no subfield x, add it and put your initials and the vol. no.(s) you are adding in the subfield.
Subfield z (public note)-add if needed

Convert 866 fields:
If record has 866 field(s), change to appropriate 853/863 pairs. See procedure for "Complete multi-volume set" for assistance with 853/863 pairs. (Supplementary material will go in 854/864 pairs, accompanying indexes will go in 855/865 pairs.)

If record has 853/863 fields:
853 field-- Check that the caption is correct.

1st 863 field-- Change the enumeration in the $a to reflect the complete run of the pieces (in this case, change "3" to "3-5")
Delete the $w since there is no longer a break in the enumeration-- we now have the missing piece(s)

2nd 863 field-- Delete field

Save Holdings record on server and local drive.

(You may wish to write down the system no. of the Holdings record 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 "4" 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.

(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-Previous Break in Enumeration Being Filled
               Holdings and Items-Added Vols.-Same Location-New Copy-Previous Break in Enumeration Being Filled

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

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