cat:transferring_volumes_and_items
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cat:transferring_volumes_and_items [2018/08/13 20:59] – [Transferring volumes and attached items] ehardy | cat: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 | + | ### |
+ | Transferring call numbers and items moves them from one record to another, or from one library to another, or one call number | ||
+ | ### | ||
- | 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 | + | ### |
+ | When transferring | ||
+ | ### | ||
- | 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 | + | ===== When to transfer |
- | Keep in mind, if the owning library | + | * If some items and/or call numbers |
+ | * If some items are attached | ||
+ | * If you are transferring | ||
+ | * 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: | ||
+ | * If you are cataloging with acquisitions it is best practice to transfer items on acquisitions records to matching OCLC records (See [[acq: | ||
+ | * 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 indent>barcodeB</ | ||
+ | |||
+ | |||
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</ |
+ | |||
+ | **Library A GR 973.3 DAR Vol.2**\\ | ||
+ | <wrap indent>barcodeB</ | ||
+ | |||
+ | ### | ||
+ | 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. | ||
+ | ### | ||
+ | |||
+ | |||
+ | < | ||
+ | |||
+ | ===== Transfer basics ===== | ||
+ | |||
+ | |||
+ | | ||
+ | | ||
+ | * 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. | ||
+ | |||
+ | |||
+ | ;#; | ||
+ | {{: | ||
+ | ;#; | ||
+ | |||
+ | |||
+ | * 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**. | ||
+ | ;#; | ||
+ | {{: | ||
+ | ;#; | ||
+ | * If you are transferring an item(s), select the item in **Holdings View**. | ||
+ | ;#; | ||
+ | {{: | ||
+ | ;#; | ||
+ | |||
+ | * **Mark for** transfers call numbers and all attached items to the same library between bibliographic records. | ||
+ | * Use **Mark Library/ | ||
+ | * Use **Mark Library/ | ||
+ | * 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 " | ||
+ | * 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:// | ||
+ | * 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: | ||
+ | |||
+ | ;#; | ||
+ | {{: | ||
+ | ;#; | ||
+ | |||
+ | |||
+ | ===== 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 | + | Keep the destination record and the record you are transferring from open in separate tabs to help you keep track and verify |
+ | ### | ||
- | < | + | ### |
+ | You can transfer multiple call numbers and multiple libraries between records. Select 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 | + | ==== Transferring call numbers and all attached |
- | Since you are marking the record as the destination of the transfer, you can transfer volumes/ | + | |
- | 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. | + | |
- | {{ : | ||
- | Move back to the record with the volume(s) to be transferred, and in “Holdings View”, check the box beside | + | - Using the **Mark For** menu, mark the destination record for **Holding Transfer**. |
+ | - The message " | ||
+ | - In **Holdings View** of the record with holdings | ||
+ | - The transfer will occur with no intervention needed and the record will redisplay. The message " | ||
+ | - If the items are not on either record, check the Record ID under **Mark For Holding Transfer**. You likely have the wrong record marked. | ||
- | {{ : | + | ==== 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, | ||
+ | - 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 | + | ==== Transferring Items between |
- | At the destination record, in “Holdings View”, choose the destination library from the “Actions” menu – “Mark” – “Library/ | ||
- | A green dialog box will flash in the lower corner of your screen acknowledging that “Holdings Transfer | + | ### |
+ | 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/ | ||
+ | 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. | + | {{: |
+ | ;#; | ||
- | ===== 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 | + | Click **OK** and select |
- | There are also times where you need to transfer | + | === If there is an existing |
- | 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 | + | - In the **Actions** menu in **Holdings View** |
+ | - In the **Holdings View** of the record with the item(s) to be transferred, | ||
+ | - From the **Actions** menu, select **Transfer – Transfer Items to Marked Destination**. | ||
+ | <note important> | ||
- | From “Holdings View” of the destination | + | === If there is no call number on the destination |
- | Also in “Holdings View”, go to the item to be transferred, | + | - In the **Actions** menu in **Holdings View** on the destination record, mark the destination library as transfer destination. |
+ | - In the **Holdings View** of the record with the item(s) to be transferred, | ||
+ | - From the **Actions** menu, select **Transfer – Transfer | ||
- | {{ : | + | < |
- | A message will flash at the lower right of the screen confirming that the item transferred. | + | < |
+ | ===== Transferring within a bibliographic record ===== | ||
- | < | + | ### |
+ | You may need to transfer between libraries or call numbers within a bibliographic record. This done in Holdings View using the **Mark Library/ | ||
+ | ### | ||
- | ==== 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 | + | - Select |
+ | - Select call number | ||
+ | - 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 | + | You can transfer items between libraries (you want to transfer one of several copies at one branch |
+ | ### | ||
- | Now mark the volume for transfer from the “Actions” menu - “Mark” – “Library/ | ||
- | From the item record to be transferred, | + | === 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/ |
+ | - 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 === |
- | {{ : | ||
+ | - Select the destination call number and **Mark Library/ | ||
+ | - Select the item to be transferred. | ||
+ | - From the **Actions** menu, select **Transfer – Transfer Items to Marked Destination**. | ||
- | <note important> | ||
cat/transferring_volumes_and_items.1534193952.txt.gz · Last modified: 2018/10/11 20:15 (external edit)