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cat:transferring_volumes_and_items [2018/08/13 20:59] – [Transferring volumes and attached items] ehardycat:transferring_volumes_and_items [2021/07/07 19:07] (current) – [If there is no call number on the destination library] ehardy
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 ====== Transferring volumes and items ====== ====== Transferring volumes and items ======
  
-Sometimes items or volumes are attached to an incorrect record or items to the wrong volume; butother items and volumes are correctly on the record, making merging or overlaying inappropriate. In such casesyou should transfer those specific items or volumes to the correct bibliographic record. There are also cases where volumes and items or just items need to be transferred to different volumes or libraries on the same bibliographic record.+### 
 +Transferring call numbers and items moves them from one record to another, or from one library to another, or one call number to another while leaving the bibliographic record as is. There are times when transferring call numbers and attached items or only an item is more appropriate than merging or overlaying the bibliographic records. 
 +###
  
-When transferring volumes and items, care should be taken to ensure the correct record, library, and volume are selected as transfer destinations. Currently, there is no confirmation message for verification that the correct destination has been marked. 
  
-===== Transferring volumes and attached items =====+### 
 +When transferring volumes and items, care should be taken to ensure the correct record, library, and volume are selected as transfer destinations. Currently, there is no confirmation message at the time of transfer for verification that the correct destination has been marked. 
 +###
  
-There are a number of occasions where a volume and its items are attached incorrectly to a record: a large print volume can be on a regular print record, a supplement could be on a record for the multipart title, multi volumes could be added to a single volume record, to name just a few. In these instances, you want to retain the bibliographic record with the correct volumes attached and move your incorrectly attached items to a different record. You can easily transfer the erroneously attached volume(s) with item(s) to the correct record. 
  
-There are also instances where you need to transfer an item to a different volume on the same bibliographic record or volume and item to a different owning library on the same record. You follow the same essential instructions outlined below, just within the same bibliographic record. 
  
-The first step is to identify the correct record, if you do not need to transfer within the record. Follow PINES matching parameters to either find an existing record in PINES or import one from OCLC.+===== When to transfer =====
  
-Keep in mind, if the owning library and volume/call number you are transferring are the same as the owning library and volume/call number on the destination record, the item will be added to the destination library’s existing volume/call number and not as new volume/call number. For exampleif you are transferring:+  * If some items and/or call numbers are attached to an incorrect record (a regular print copy on the large print record, for example). 
 +  * If some items are attached to an incorrect volume or call number (copy on volume one is actually volume twofor example). 
 +  * If you are transferring an item from one branch with too many copies to another branch that needs a copy or additional copies. 
 +  * If you are moving copies from a reference collection to a circulating collection, or vice versa. 
 +  * If you are processing pre-cataloging records (See [[cat:pre-cats_adding_brief_title_records_to_the_pines_database|Pre-Cats: Adding Brief Title Records to the PINES Database]] for instructions for handing precats) 
 +  * If you are cataloging with acquisitions it is best practice to transfer items on acquisitions records to matching OCLC records (See [[acq:cataloging|Cataloging with Acquisitions]]). 
 +  * Any other instance where the bibliographic record or volume needs to be retained but the call number and items are not appropriate where they are.
  
-**Library A GR 973.3 DAR barcodeA**+=== When to edit a call number before transferring it ===
  
-to a destination record with: 
  
-**Library A GR 973.3 DAR barcodeB**+ 
 +### 
 +Keep in mind, if the owning library and call number you are transferring are the same as the owning library and call number on the destination record, the item will be added to the destination library’s existing call number and not as a new call number. For example, if you are transferring: 
 +### 
 + 
 + 
 +**Library A GR 973.3 DAR barcodeA** to a destination record with: **Library A GR 973.3 DAR barcodeB**
  
 after transfer your holdings will be: after transfer your holdings will be:
  
-**Library A GR 973.3 DAR barcodeA\\ +**Library A GR 973.3 DAR**\\ 
-Library A GR 973.3 DAR barcodeB**+ 
 + 
 +<wrap indent>barcodeA</wrap>\\ 
 +<wrap indent>barcodeB</wrap>\\ 
 + 
 + 
  
 If you in reality have **GR 973.3 DAR Vol. 1** and **GR 973.3 DAR Vol.2**, you must edit your call numbers before the transfer so that the result is: If you in reality have **GR 973.3 DAR Vol. 1** and **GR 973.3 DAR Vol.2**, you must edit your call numbers before the transfer so that the result is:
  
-**Library A GR 973.3 DAR Vol.1 barcodeA\\ +**Library A GR 973.3 DAR Vol.1**\\ 
-Library A GR 973.3 DAR Vol.2 barcodeB**+<wrap indent>barcodeA</wrap>\\ 
 + 
 +**Library A GR 973.3 DAR Vol.2**\\ 
 +<wrap indent>barcodeB</wrap>\\ 
 + 
 +### 
 +Once you have identified the destination record and made any changes to call numbers so that the volume and item transfer correctly, you can proceed with the transfer using the appropriate steps outlined below. 
 +### 
 + 
 + 
 +<note>As of January 2018, transfers complete without a confirmation step. Make sure that you have marked the correct destination record before you transfer.</note> 
 + 
 +===== Transfer basics ===== 
 + 
 + 
 +  The destination or target record is the record you are transferring to. 
 +  The destination or target call number is the call number you are transferring to. 
 +  * Always check for and resolve holds if you attempt to transfer the last item on a bibliographic record to another record. You will be blocked from transferring the item to prevent the hold from being deleted when the record automatically deletes. 
 + 
 + 
 +;#; 
 +{{:cat:pasted:20210203-093102.png}} 
 +;#; 
 + 
 + 
 +  * All transfers occur with no intervening verification step so make sure you have marked the correct destination record, library, or call number. 
 +  * If you are transferring call numbers, select the call number in **Holdings View**. 
 +;#; 
 +{{:cat:pasted:20210203-111330.png}} 
 +;#; 
 +  * If you are transferring an item(s), select the item in **Holdings View**. 
 +;#; 
 +{{:cat:pasted:20210203-111437.png}} 
 +;#; 
 + 
 +  * **Mark for** transfers call numbers and all attached items to the same library between bibliographic records. 
 +  * Use **Mark Library/Call Number as Transfer Destination** in the **Holdings View Actions** menu to transfer items or call numbers and items to a different library in a different bibliographic record 
 +  * Use **Mark Library/Call Number as Transfer Destination** in the **Holdings View Actions** menu to transfer items or call numbers and items within the same bibliographic record. 
 +  * If you are transferring call numbers and items, select **Transfer – Transfer Holdings to Marked Destination**. 
 +  * If you are transferring items only, select **Transfer – Transfer Items to Marked Destination**. 
 +  * To prevent accidentally transferring to an incorrect record, always clear the marked record under the **Mark for** menu when you have completed transfers for a destination record by clicking on **Reset Record Marks**. The message "Record marks cleared" will flash inside a green box in the lower right corner of your screen and all record will clear of their marks, including those marked for overlay, title hold transfer, and conjoined items. 
 +  * When using the **Actions** menu within **Holdings View** to mark a destination library or call number, there is currently no indication on the library or call number that it is marked. The **Mark for** menu will indicate the marked bibliographic record, however. 
 +  * When transferring call numbers and items either within a record or between records, if the same call number exists on the destination library, the items will be attached to that call number. If you need the call number to differ on the destination from an existing call number, you need to either edit the call number to be transferred or add it and then select it as your destination. 
 +  * When transferring between libraries, the owning and circulating libraries will automatically update. 
 +  * Transferring the last item attached to a call number will auto delete the call number. 
 +  * Transferring the last item attached to a bibliographic record will auto delete the bibliographic record. 
 +  * Edit any part label after you transfer to ensure the item is associated with the correct label. 
 +  * If the transfer fails, an error message is not always given. Verify your steps and transfer again. Open a helpdesk ticket if you cannot determine why it failed -- https://help.georgialibraries.org/ or by emailing help@georgialibraries.org. 
 +  * If you have not selected a transfer target or have attempted to transfer an item but marked the record or library rather than a call number as the target, you will get an error message: 
 + 
 +;#; 
 +{{:cat:pasted:20210203-093618.png}} 
 +;#; 
 + 
 + 
 +===== Transferring between bibliographic records ===== 
 + 
 +### 
 +Identify the destination or target record. If there is no existing matching record in the PINES database, then import one OCLC’s WorldCat database via the Z39.50 interface. 
 +### 
 + 
 +###
  
-Once you have identified the destination record and made any changes to call numbers so that the volume and item transfer correctly, you have two choices. You can mark the record as the transfer destination or mark the library as the destination.+Keep the destination record and the record you are transferring from open in separate tabs to help you keep track and verify the transfer. 
 +###
  
-<note>As of January 2018, transfers complete without a confirmation stepMake sure that you have marked the correct record before you transfer.</note>+### 
 +You can transfer multiple call numbers and multiple libraries between recordsSelect all needing to be transferred at the appropriate step.
  
-==== Marking records for volume transfer ====+###
  
-You can mark the record as the transfer destination whether or not holdings for the library are already attached to the record. In either case, Evergreen will transfer the volume and item as desired. +==== Transferring call numbers and all attached items to the same library ====
-Since you are marking the record as the destination of the transfer, you can transfer volumes/items from multiple libraries to those same libraries on that record. +
-Make sure both your destination record and the record with volumes to be transferred are opened in separate tabs. This makes it easier to keep track of what you are doing and to verify the transfer once completed. +
-At the destination record, from any view, use the dropdown menu “Mark for” that is to the right side of the screen, just under the record summary, and chose “Holdings Transfer”. A green box that says “Holdings Transfer Target Set” will briefly appear at the bottom right of the screen. Look at Holdings Transfer in the dropdown menu again and you will see the Record ID number of the destination record in parentheses.+
  
-{{ :cat:transfer_mark_for.png |}} 
  
-Move back to the record with the volume(s) to be transferredand in “Holdings View”, check the box beside the volume or volumes you wish to transferYou can transfer multiple volumes from either the same library or multiple libraries to the destination record. Once you have selected the volumes to be transferred, from the Actions” menu, select Transfer” – “Volumes to Previously Marked Destination.+  - Using the **Mark For** menumark the destination record for **Holding Transfer**. 
 +  - The message "Holdings transfer target set" will flash inside a green box in the lower right corner of your screen and **Mark For -- Holding Transfer** will populate with the Record ID of the bibliographic record. 
 +  - In **Holdings View** of the record with holdings to be transferred, check the call number to be transferred. From the **Actions** menu, select **Transfer – Transfer Holdings to Marked Destination**. 
 +  - The transfer will occur with no intervention needed and the record will redisplay. The message "Successfully transferred items" will flash inside a green box in the lower right corner of your screen. **Holdings view** will redisplay and the holdings will no longer be on the record. To verify the transfer, you will need to redisplay the destination record. 
 +  - If the items are not on either record, check the Record ID under **Mark For Holding Transfer**. You likely have the wrong record marked.
  
-{{ :cat:transfer_transfer_vols.png |}}+==== Transferring call numbers and all attached items to a different library ====
  
-A green dialog box will display informing you that the volumes have transferred. You can verify by redisplaying the records. 
  
 +  - In the **Actions** menu in **Holdings View** on the destination record, mark the destination library.
 +  - In **Holdings View** of the record with holdings to be transferred, check the call number to be transferred.
 +  - From the **Actions** menu, select **Transfer – Transfer Holdings to Marked Destination**.
 +  - The transfer will occur with no intervention needed and the record will redisplay. The items will no longer be on the record. To verify the transfer, you will need to redisplay the destination record.
  
-==== Marking Libraries for volume transfer ==== 
  
  
-You can also mark an individual library as the volume transfer destination. This is useful if you are transferring volumes from one record to another, either to the same or different library, or if you are transferring on the same record between libraries. A volume does not have to exist for the library on the destination record. You can transfer volumes and items from multiple libraries to another, single library using this function. You cannot transfer volumes from multiple libraries to multiple libraries from the action menu since you are marking the library as a transfer location.+==== Transferring Items between bibliographic records ====
  
-At the destination record, in “Holdings View”, choose the destination library from the “Actions” menu – “Mark” – “Library/Volume as Transfer Destination”. 
  
-A green dialog box will flash in the lower corner of your screen acknowledging that “Holdings Transfer Target Set”.+### 
 +There may be instances where you need to transfer one item on a call number with other items to a library (either the same or a different one) on a different record. In these cases, you do not mark the record; but, use the **Mark Library/Call Number as Transfer Destination** in the **Holdings View Actions** menu. When transferring the item, you use **Transfer – Transfer Items to Marked Destination**Take care and make sure you select the appropriate transfer option to prevent transferring all items. 
 +If you attempt to transfer an item but marked the record or library rather than a call number as the target, you will get an error message:
  
-Return to the volumes to be transferred. Choose them and then, from “Actions” menu, select “Transfer” – “Volumes to Previously Marked Destination.”+###
  
-A green dialog box will display informing you that the volumes have transferred. You can verify by redisplaying the  +;#; 
-records.+{{:cat:pasted:20210203-094648.png}} 
 +;#;
  
-===== Transferring items ===== 
  
-Sometimes items can be attached to the wrong record or volume while other items on the same call number/volume are correctly attached, so you want to move just the specific item(s) to another record or volume, leaving the volume and items on the correct record. Processing precats also requires you to transfer the item to a correct record. See PreCats: Adding and Processing Brief Title Records to the PINES Database for instructions for handing precats. It is also best practice to transfer items on acquisitions records to matching OCLC records during cataloging, or if circulating items are mistakenly attached to them rather than merging or overlaying bibliographic records.+Click **OK** and select the call number on the destination record.
  
-There are also times where you need to transfer an item from one call number/volume to another call number/volume on the same record. This can be for a variety of reasons including because the item is being transferred from one branch library to another, needs to transferred from reference to an existing circulating call number, or was attached to the wrong volume of a multivolume set.+=== If there is an existing call number on the destination library ===
  
-You can transfer a single or multiple items from one volume to another. Since you are marking a specific volume, the destination for all items must be the same. 
  
-==== When a volume for your library exists on destination record ====+  - In the **Actions** menu in **Holdings View** on the destination record, mark the destination call number. 
 +  - In the **Holdings View** of the record with the item(s) to be transferred, check that item. 
 +  - From the **Actions** menu, select **Transfer – Transfer Items to Marked Destination**.
  
 +<note important>You cannot transfer multiple items to different libraries at the same time. They must be transferred individually.</note>
  
-From “Holdings View” of the destination volume, in the “Actions” menu – “Mark” – “Library/Volume as Transfer Destination”.+=== If there is no call number on the destination library ===
  
-Also in Holdings Viewgo to the item to be transferred, either in the same or another bibliographic record. From the Actions” menu – “Transfer” – Items to Previously Marked Destination.+  - In the **Actions** menu in **Holdings View** on the destination recordmark the destination library as transfer destination. 
 +  - In the **Holdings View** of the record with the item(s) to be transferred, check to select that item. 
 +  - From the **Actions** menu, select **Transfer – Transfer Items to Marked Destination**.
  
-{{ :cat:transfer_items.png?400 |}}+<note>If there is not a matching shelving location in the destination library you will need to edit the shelving location on the item after transfer.</note>
  
-A message will flash at the lower right of the screen confirming that the item transferred. You can verify by redisplaying the records.+<note>You may need to edit the call number after you have transferred itFor example, if you are transferring items from an individual record for a single volume to the multivolume record if there is no volume designation.</note> 
 +===== Transferring within a bibliographic record =====
  
-<note>Remember that the holdings display in the web client differs from holdings maintenanceThe item will not be imbedded under the destination volume but will be a different line with the same call number and library.</note>+### 
 +You may need to transfer between libraries or call numbers within a bibliographic record. This done in Holdings View using the **Mark Library/Call Number as Transfer Destination** in the **Actions** menuKeep in mind that the destination library or call number is not physically marked and the transfer occurs as soon as you click on the transfer command, so you will need to be sure you have selected the correct destination and verify after the transfer. 
 +###
  
  
-==== When a volume for your library does not exist on destination record ====+==== Transferring call numbers between libraries ====
  
  
-If your library does not have a volume already attached to the destination record, you must first create an empty volume to be the target for the item.+  - Select the destination library and **Mark Library/Call Number as Transfer Destination** in the **Actions** menu. 
 +  - Select call number to be transferred 
 +  - From the **Action**s menu, select **Transfer – Transfer Holdings to Marked Destination**.
  
-From “Holdings View”, select the destination library. From the “Actions” menu, choose “Add” – “Volumes”. The volume creator will open. Enter the call number and click on “Save & Exit”.+==== Transferring items between or within libraries ==== 
 +###
  
-You will need to redisplay the record to see the volume with no items attached you just created for the library.+You can transfer items between libraries (you want to transfer one of several copies at one branch to a branch with no copies, for example) or between call numbers attached to the same library (in case one item attached to volume one is actually volume two, for example). When transferring within a record, you do not need to create an empty call number if there is not one on the destination library unless the call number will be different. 
 +###
  
-Now mark the volume for transfer from the “Actions” menu - “Mark” – “Library/Volume as Transfer Destination”. 
  
-From the item record to be transferred, in “Holdings View” choose --- “Actions” menu – “Transfer” – “Item to Previously Marked Destination”.+=== Transferring items between libraries ===
  
-A confirmation dialog box will flash acknowledging that Item(s) transferred. 
  
-===== Clearing marked records or volumes =====+  - Select the destination library and **Mark Library/Call Number as Transfer Destination** in the **Actions** menu. 
 +  - Select the item to be transferred 
 +  - From the **Actions** menu, select **Transfer – Transfer Items to Marked Destination**.
  
-You can clear records and volumes marked for transfer from the “Mark for” menu on any bibliographic record.+=== Transferring items within a library ===
  
-{{ :cat:transfer_clear_marks.png?400 |}} 
  
 +  - Select the destination call number and **Mark Library/Call Number as Transfer Destination** in the **Actions** menu.
 +  - Select the item to be transferred.
 +  - From the **Actions** menu, select **Transfer – Transfer Items to Marked Destination**.
  
-<note important>This clears all marks, including overlay targets and conjoined items.</note> 
  
cat/transferring_volumes_and_items.1534193952.txt.gz · Last modified: 2018/10/11 20:15 (external edit)