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(Covered in ALEPH CAT Class 102)

Actions by Cataloger:

Display BIB record in Cataloging Module

1st Step: Load and edit Holding record

Display bib record. 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 book. 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 book, 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 book.

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

If a Holdings record has NOT already been created for your book, click "Add" (Ctrl+A). Highlight the record you have created and click "Edit" (Alt+E).

LDR and 008 fields: No changes needed

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.

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: Open and edit Item record.

With Holding record displayed, click on "Items" icon (green book with pink pencil) in the Cataloging Module tool bar OR Go to File/Open Items Record

Item List opens-since this is a new title, no items should be displayed

Click on "Add" to open Item Form

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

Click on "Refresh"

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 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 "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 a book 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-Single Vol. Monograph
                Holdings and Items-Single Vol. Monograph

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

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