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Scenario 1: No break in the enumeration

Example: A BIB record exists in ALEPH with v. 2-3 of a 5-volume set in Judaica and v.3 of the set in LAC; cataloger is now adding v.2 to LAC. Cataloger must edit the HOL record for 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 (in this case, UFSLA LAC), then click "Edit" (Alt+E)

Change pos 06 from "y" to "v" if necessary
Type "Enter" or click on "OK"

008 field:
This should be changed if we now have all vols. of the set (In above example, no changes needed since we still do not have all vols. of the set.)

852 field-- Check that the location and call number 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.

863 field-- Change enumeration in $a (in this case, change 3 to 2-3)

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 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.

"Enum." boxes: Type in the enumeration of the vol. being added (e.g., type "2" in the Enum.Level.1 box)

Important: Put appropriate vol. and copy numbers in "Description" field

Select appropriate codes in:

Material type
Item status
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 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-Same Copy-No Break in Enumeration
                Holdings and Items-Added Vols.-Same Location-Same Copy-No Break in Enumeration

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

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