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AlephPro


HOLDINGS and ITEMS--COMPLETE MULTIVOLUME SET-ONE LOCATION

Scenario:

Cataloger creates 1 Holdings record with volume holdings recorded in fields 853/863 and as many Item records as needed. The vol. designation, e.g. v. 2, for each volume is put in the Description field of Tab 1 of each Item record.

Actions by Cataloger:

1st STEP. Open and edit Holding Record for a multivolume set

Display BIB record in Cataloging Module. Make sure there is a valid call number. Delete all call nos. except the one you want to use.

Check to see if an Item record has been created for your set. 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 set, go back to your Bib record in the Catalog module and load

Holdings record (Ctrl+O) to view Holdings List

Check to see if there is a Holdings record already created for your set.

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

If a Holdings record has NOT already been created for your set, 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 subfield)
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
Subfield z for public note

Press Enter or Ctrl+m to Sort the 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

2nd STEP: Creating and editing ITEM records for a multivolume set

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"; Item form appears

Link to HOL record by opening Link HOL. menu and selecting sublibrary

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. (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 vol. 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 the volumes are 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-Complete Multi-volume Set-One Location
                Holdings and Items--Complete Multi-volume Set-One Location

 

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

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