Library Services Procedure Manual R C P Online Resources

 

MOVING VOLUMES BETWEEN RECORDS
Tranfer of Volumes from One Title Record to Another

Cataloging staff frequently must move separate catalog records to one "main" record. For example, when various parts of a single title, such as supplements or indexes, have cataloging records separate from the main work, these secondary items are removed from the catalog as separate records and added to the record for the main work. Also requiring transfer are monographic records which are later determined to be part of a serial title.

Part 1. Transfer of Supplements/Indexes, etc. to a main record.

  1. Search the call number in Title Maintenance by browsing Call Number (remembering to set the shelving scheme option from LC to ALPHANUM). Pull all items from the stacks. You may find additional items on the shelves that are not online because of varying barcoding practices; pull these as well.
  2. Identify the main record; determine that all the supplements/indexes from the online records are in hand. If not, go to step 8.
  3. For items in hand, call up the records one at a time and delete them as follows:
  1. If the record is for a single item, change the barcode to AUTO, enter WITHDRAWN in Current Location, and Shadow the copy.
  2. If multiple items in hand are on a single record, delete all but one item. On the item record for the last item, change the barcode to AUTO, enter WITHDRAWN in Current Location, and Shadow the copy.
  3. Add to the Comment area of the withdrawn record: .COMMENT.lwd:xxx(your initials) moved
  1. Make a printout of the Withdrawn record, date it, and put it in the Withdrawn/Deletions box.
  2. Call up the main record and attach the supplementary material by creating call number records for each supplement/index. If any volumes were not barcoded, barcode them at this time.
  3. If adding supplements to the record add a 525 note: Kept up to date by supplements. Or: Kept up to date by cumulative supplements.
  4. Add Marc Holdings field, or edit if necessary:

    • If title is complete (ex. 3rd ed. is replaced with 4th):

852 |cSTACKS-1|t1|xli:xxx (initials) (or |xlc:xxx if creating)
866 41|80|a1 v.
867 41|80|a1983-1987

    • If title is continuing:

852 |cSTACKS-1|t1|xli:xxx (initials) (or |xlc:xxx if creating)
866 31|80|a1 v.
868 31|80|a1988-

8. If all items are not in hand, determine if the missing items are charged out.

    • Charged out: ask Circulation to place a hold on the charged out item (see Procedure for Holds for Items Needing Catalog Maintenance, rev. 10/28/97). Add a note to the Comment area: .COMMENT.xxx (your initials) move to a2222222 (control number).
    • Not charged out, missing from shelf. Follow the Procedure for Missing/Lost Materials. Put a printout of the item record in the Serials inbox. Add a note to the Comment area: .COMMENT.xxx (your initials) move to a222222 (control number) when found.

9. Once you have dealt with the missing volumes, process the volumes in hand beginning with step 3 above. When the missing volumes are found, follow the procedures above to process them.

10. Remove and discard shelflist cards for the supplement/index call numbers.

11. No statistics need to be done on this type of transfer.

Part 2. Transfer of monographs to serial records.

  1. Pull all shelflist cards for monograph volumes that should be added to the serial title. Retrieve all volumes from the shelves, checking the shelflist cards to be sure you have all volumes. If not, follow no. 8 of part 1 above.
  2. Discard the shelflist cards for volumes in hand; return any that are determined to be missing to the shelflist, with the notation msg:date.
  3. Follow procedure for deleting the monograph records online (see Part 1, no. 3-4 above)
  4. Add the individual volume to the serial record by creating a call number record, using the 362 as a guide to what data to enter in |z.

    5. Double-check that the volumes you are adding to the record are included in the range that is given in the 362. If there are volumes that do not fit in the 362 range (either before or after) then it is possible that a new serial record will be needed; do not add these volumes to the serial record, and refer this as a problem to cataloger after all other work is completed. Also refer any records that have 780 or 785 fields present.

  5. Edit or add the Marc Holdings record as needed, following our Marc Holdings manual.
  6. Change the inside call letter to reflect the new serial call number, and place item on the Corrections/Relabel shelf (or band with the "new" title on the copy cataloging cart if it is from copy cataloging).
  7. Statistics
    • Add the number of monographic titles transferred to the serial record to the Cataloging Statistics: DISCARDS/...: TITLES/MONOGRAPHS: Titles withdrawn.
    • Add the number of volumes transferred to the DISCARDS/LOST: TITLES/MONOGRAPHS: Volumes
    • Add 1 title to the TITLES: ADDITIONS: TITLES/SERIALS: continuations, if the title had not been added previously
    • Add the number of volumes transferred to the VOLUMES: ADDITIONS: TITLES/SERIALS Continuations

  8. Print out the withdrawn monographic titles, date them, and put in the Withdrawn/Deletion box for deletion from RLIN.

    Library Services Procedure Manual R C P Online Resources

    Updated April 18, 2001