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cat:transferring_volumes_and_items

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Transferring Items and volumes

Transferring volumes and attached items

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. 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 a new volume/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:

Library A GR 973.3 DAR barcodeA Library A GR 973.3 DAR 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:

Library A GR 973.3 DAR Vol.1 barcodeA Library A GR 973.3 DAR Vol.2 barcodeB

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.

As of January 2018, transfers complete without a confirmation step. Make sure that you have marked the correct record before you transfer.

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. 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.

Move back to the record with the volume(s) to be transferred, and in “Holdings View”, check the box beside the volume or volumes you wish to transfer. You 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.”

cat/transferring_volumes_and_items.1534192448.txt.gz · Last modified: 2018/10/11 20:15 (external edit)