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HOLDINGS and ITEMS-CREATING HOLDINGS RECORDS USING ITEM RECORDS

For cases where there are Item records, but no HOL records
Typical case: Provisional Bib records created for foreign approvals where an Item record is also created to indicate Item Process Status but no Holdings record is created

Scenario: Acquisitions has ordered 2 copies of a single vol. title for two locations: UFSED GEN (Education) and UFSWE GEN (Main). Acquisitions created an ITEM record for each copy at the point of ordering and attached them to a single brief provisional record. The record is being cataloged either in CBS or Contributed Cataloging.

Now the cataloger must create the HOL records for the 2 copies using the ITEM records.

IMPORTANT:

Actions by Cataloger:

Display Bib record. Check call number(s) on Bib record. The call no. in any HOL record(s) you create will be copied from the Bib in this priority order: 099 090 092 050 082.

Click on Items Record button on toolbar to bring up Items Module to display Item List.

Case 1: No holdings records are linked to the Bib record: Highlight Item record for which you want to add a HOL record and click Retrieve HOL. button. You will see that a Holdings record has been automatically created for the location in the ITEM record.

Click on Edit.

Verify that the correct call number is in the HOL record.

Add $a FU to the 852 field.

Edit HOL record as appropriate. (See previous sections of this guide.)

Save to server and local drive.

To verify that the ITEM record has been properly linked to the HOL record, view the ITEM record again. Look in the HOL. Link Box to make sure that the System No. of the HOL record has been inserted. Call number will have also been pulled into ITEM record at this time. Change Item Status, etc., as needed. (See previous sections of this guide.) "Update" to save changes.

Case 2: There are HOL records linked to the Bib record. You wish to link your Item record to an existing HOL record

From ITEM List, highlight ITEM record that you want to link to an existing HOL record and click Retrieve HOL. button.

Click on HOL record to which you want to link. (To verify that this is the HOL record you want, you can click on "View")

Click on "Link to Item"

Item will link to Holdings record and ITEM list will reappear.

Highlight Item record that you just linked and click Retrieve HOL. button.

List of Holdings Records appears with the linked HOL record highlighted.

Click on "Edit"

Edit HOL record as appropriate. (See previous sections of this guide.)

Save to server and local drive.

To verify that the ITEM record has been properly linked to the HOL record, view the ITEM record again. Look in

the HOL. Link Box to make sure that the System No. of the HOL record has been inserted. Call number will have also been pulled into ITEM record at this time. Change Item Status, etc., as needed. (See previous sections of this guide.) "Update" to save changes.

Case 3: There are HOL records linked to the Bib record. You wish to link your Item record to a new HOL record

From ITEM List, highlight ITEM record for which you want to add a HOL record and click Retrieve HOL. button.

Click on Create New.

A Holdings record is created for the location in the ITEM record.

Click on Edit.

Verify that the correct call number is in the HOL record.

Add $a FU to the 852 field.

Edit HOL record as appropriate. (See previous sections of this guide.)

Save to server and local drive.

To verify that the ITEM record has been properly linked to the HOL record, view the ITEM record again. Look in

the HOL. Link Box to make sure that the System No. of the HOL record has been inserted. Call number will have also been pulled into ITEM record at this time. Change Item Status, etc., as needed. (See previous sections of this guide.) "Update" to save changes.

Indexed: Holdings and Items-Creating Holdings Records Using Item Records
                Holdings and Items-Creating Holdings Records Using Item Records

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

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