Cataloging Procedures Manual
Chapter VII:
Maintenance Holdings - Monograph and Serial adds, Lost, Transfers, Withdrawn Procedures
Part E: Transfers - Monographs and Serials
Contents:
I. Introduction
II. Monograph Transfers - Single Monographs
III. Monographs - Multi Volume Sets
IV. Serial Transfers
V. Serial Rolling Transfers
VI. Volumes Only Transfer
VII. Title Transfer
I. Introduction
Transfer of materials involves the physical relocation of materials, remarking of physical pieces, and appropriate updating of the catalog records in Virgo. The following procedures may include some changes from earlier practices. Cataloging Services will provide training when needed.
Transfers may be done at any time during the year, however Cataloging Services should be consulted before a large-scale transfer project is started.
Transfers must be done with the approval of the appropriate material selectors.
The individual responsible for processing the physical pieces and updating Virgo must collect statistics. Statistics are counted both for the sending location (transfer from) and the receiving location (transfer to). This is a count of volumes transferred, not titles. When totaling for the month, the "transfer from" and "transfer to" columns must have the same total. Statistics are used to maintain an accurate count of the size of collection in each location in the University Libraries.
II. Monograph Transfers - Single Monographs
SENDING LOCATION (TRANSFER FROM)
A. Open the maintain existing titles wizard.
B. Enter the search for the title and click on ok.
C. From the search results box, highlight the title (if there are multiple
records for the title, may need to view each record to be sure you have the correct
record or click on the pub year to see brief information).
Click on modify item button.
D. Click on the vol/copy folder (title has one call number)
or
Click on the all volumes folder (title has multiple item records)
- Highlight the copy to be edited
- Click on the modify vol/copy button
E. The vol/copy tab will be highlighted
Call number info:
- Call number: check call number for spacing problems
- Class scheme: check (LC - single monographs)
- Library: the call level library should be used for a title with one copy or
all copies being transferred to a new location. The library will also change with
an order attached.
Copy info:
- Type: check and change if necessary
- Home location: change to receiving location
- Current location: change to receiving location
- Library: the copy level library should be used for a title with multiple copies in the same location, unless you are moving all of the copies. Remember, the copy level library cannot be changed if this is the last copy held with an order attached.
Comments:
- Add a transfer note to the comments field: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 5/29/03
- Click on ok to save the changes
F. The modify title: complete box displays
Choices: Review
Return to the volume list
Lookup another title
Close
Choose review and check the changes
G. Count statistics - record the number of volumes transferred, counting both "Transfer From" and "Transfer To" on the monthly size of collections statistics form. When totaling for the month, the "Transfer From" and "Transfer To" columns must have the same total. Send to Teresa Brown in Cataloging Services.
H. Process the physical piece(s). Remove the location sticker from the spine of each item. Change the location on the verso of the title page, by erasing the sending library's name and using a pencil to write the receiving library's name above the call number. Send to Marking/Preservation when needed.
RECEIVING LOCATION (TRANSFER TO)
Shelve the volume.
III. Monographs - Multi Volume Sets
SENDING LOCATION (TRANSFER FROM)
A. Open the maintain existing titles wizard.
B. Search for the existing title and click on ok.
C. From the search results box, highlight the title (if there are multiple
records for the title, may need to view each record to be sure you have the correct
record or click on the pub year to see brief information)
Click on the modify item button.
D. Click on the all volumes tab.
E. Highlight the item to be transferred.
F. Click on modify vol/copy button.
G. The vol/copy tab will be highlighted
Call number info:
- Call number: check call number for spacing problems
- Class scheme: check (MONO-SER - monographs, multi-volumes)
- Library: the call level library should be used for a title with one copy or all copies being transferred to a new location. The library will also change with an order attached.
Copy info:
- Type: check and change if necessary
- Home location: change to receiving library
- Current location: change to receiving library
- Library: the copy level library should be used for a title with multiple copies in the same location, unless you are moving all of the copies. Remember, the copy level library cannot be changed if this is the last copy held with an order attached.
Comments:
- Add a transfer note to the comments field: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 5/29/03
- Click on ok to save the changes
H. The modify title: complete box displays
Choices: Review
Return to the volume list
Lookup another title
Close
Choose review and check the changes
I. Click on make more changes button and remove the transferred volume from
the sending location (trans from) mhld record. Add the transferred volume to
the receiving location (trans to) mhld record.
Click on the marc hldgs tab of the sending location (trans from).
- Click on the platform for the mhld record (location from which the volume
is being transferred)
- Remove the volume from the 866 field
- Click on ok
- The platform listing the mhld record will appear. Click on the platform and check the changes
Click on the marc hldgs tab of the receiving location (trans to).
The receiving library has an mhld record:
- Click on the Marc hldgs tab
- Click on the platform for the mhld record (location to which the volume is
being transferred)
- Edit the 866 field to reflect the new volume (enter transferred volume)
- Click on ok to save the changes
The receiving library does not have an mhld record:
- Click on the Marc hldgs tab
- Click on the add holdings button
- Modify title: select serial holdings library screen-
Create a marc holdings record for library - enter library and click ok
- A holdings template displays. In the holdings list, the holdings locations
that already exist are listed. A new record is the one that is being created.
If other new records exist, it is probably another record, which was not entered
correctly.
- Fixed fields: accept defaults
- Edit
852 |c location in all caps: location should match the home location
866 Follow established standards for inputting volume information
Example: 866 _0 |81|av.1-2 (2002-2003)
After all holdings information has been entered, click on the create holdings record button to add the holdings record or the cancel button to discard. This will return you to the modify title: modify title screen. The mhld record will be listed in the list of holdings record.
J. Count statistics - record the number of volumes transferred, counting both "Transfer From" and "Transfer To" on the monthly size of collections statistics form. When totaling for the month, the "Transfer From" and "Transfer To" columns must have the same total. Send to Teresa Brown in Cataloging Services.
K. Process the physical piece(s). Remove the location sticker from the spine of each item. Change the location on the verso of the title page, by erasing the sending library's name and using a pencil to write the receiving library's name above the call number. Send to Marking/preservation when needed.
IV. Serial Transfers
There are three basic kinds of transfers:
- Rolling transfer
- Volumes only transfer
- Title transfer (subscription and/or all volumes held) [In-process]
V. Serial Rolling Transfers
What is a rolling rule? A "rolling rule" (also called a "rolling transfer") refers to a situation in which superseded volumes or editions of a serial are automatically moved from one location to another on an established, regular basis. In all cases, a rolling transfer should be negotiated among the materials selectors responsible for both the sending and receiving locations. The Virgo records for such titles should always be constructed with clarity and ease of understanding for both patrons and staff.
SENDING LOCATION (TRANSER FROM)
A. Open the maintain existing title wizard.
B. Enter the search for the title and click on ok.
C. From the search results box, highlight the title (if there are multiple
records for the title, may need to view each record to be sure you have the correct
record or click on the pub year to see brief information).
Click on modify item button.
D. The bib tab will be highlighted. Check 911, 949 fields, or the mhld record for roll instructions. If there is not a 911 field present with the roll instructions, please add a 911 with roll instructions. Ex: Ald-ref rolls to Educ-ref; Educ-ref rolls to Dard-ref.
E. Click on the marc hldgs tab.
- Click on the platform for the mhld record (location from which the volume
is being transferred)
- Remove the volume from the 866 field
- Click on ok
- The platform listing the mhld record will appear. Click on the platform
and check the changes
F. Click on the all volumes tab.
G. Highlight the item to be transferred.
H. Click on modify vol/copy button.
I. The vol/copy tab will be highlighted
Call number info:
- Call number: check call number for spacing problems
- Class scheme: check (LCPER - serials)
- Library: the call level library should be used for a title with one copy or all copies being transferred to a new location. The library will also change with an order attached.
Copy info:
- Type: check and change if necessary
- Home location: change to receiving library
- Current location: change to receiving library
- Library: the copy level library should be used for a title with multiple copies in the same location, unless you are moving all of the copies. Remember, the copy level library cannot be changed if this is the last copy held with an order attached.
Comments:
- Add a transfer note to the comments field: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 5/29/03
- Click on ok to save the changes
J. The modify title: complete box displays
Choices: Review
Return to the volume list
Lookup another title
Close
Choose review and check the changes
K. Click on make more changes button and add the transferred volume to the receiving location mhld record.
The receiving library has an mhld record:
- Click on the Marc hldgs tab
- Click on the platform for the mhld record (location to which the volume is
being transferred)
- Edit the 866 field to reflect the new volume (enter transferred volume)
- Click on ok to save the changes
The receiving library does not have an mhld record:
- Click on the Marc hldgs tab
- Click on the add holdings button
- Modify title: select serial holdings library screen-
Create a marc holdings record for library - enter library and click ok
- A holdings template displays. In the holdings list, the holdings locations
that already exist are listed. A new record is the one that is being created.
If other new records exist, it is probably another record, which was not entered
correctly.
- Fixed fields: accept defaults
- Add:
852 |c location in all caps: location should match the home location
866 Follow established standards for inputting volume information
Example: 866 _0 |81|av.1-2 (2002-2003)
After all holdings information has been entered, click on the create holdings record button to add the holdings record or the cancel button to discard. This will return you to the modify title: modify title screen. The mhld record will be listed in the list of holdings record.
M. Count statistics - record the number of volumes transferred, counting both "Transfer From" and "Transfer To" on the monthly size of collections statistics form. When totaling for the month, the "Transfer From" and "Transfer To" columns must have the same total. Send to Teresa Brown in Cataloging Services.
N. Process the physical piece(s). Remove the location sticker from the spine of each item. Change the location on the verso of the title page, by erasing the sending library's name and using a pencil to write the receiving library's name above the call number. Send to Marking/preservation when needed.
Receiving location (transfer to)
A. Shelve the volume.
B. Send superseded volume to the next location following roll instructions.
VI. Volumes Only Transfer
SENDING LOCATION (TRANSFER FROM)
A. Open the maintain existing titles wizard.
B. Search for the existing title and click on ok.
C. From the search results box, highlight the title (if there are multiple
records for the title, may need to view each record to be sure you have the correct
record or click the pub year to see brief information).
Click on the modify item button.
D. Click on the marc hldgs tab.
- Click on the platform for the mhld record (location from which the volume
is being transferred)
- Remove the volume from the 866 field
- Click on ok
- The platform listing the mhld record will appear. Click on the platform
and check the changes
E. Click on the all volumes tab.
F. Highlight the item to be transferred.
G. Click on modify vol/copy button.
H. The vol/copy tab will be highlighted
Call number info:
- Call number: check call number for spacing problems
- Class scheme: check (LCPER - serials)
- Library: the call level library should be used for a title with one copy or all copies being transferred to a new location. The library will also change with an order attached.
Copy info:
- Type: check and change if necessary
- Home location: change to receiving library
- Current location: change to receiving library
- Library: the copy level library should be used for a title with multiple copies in the same location, unless you are moving all of the copies. Remember, the copy level library cannot be changed if this is the last copy held with an order attached.
Comments:
- Add a transfer note to the comments field: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 5/29/03
- Click on ok to save the changes
I. The modify title: complete box displays
Choices: Review
Return to the volume list
Lookup another title
Close
Choose review and check the changes
J. Click on make more changes button and add the transferred volume to the receiving location mhld record.
The receiving library has an mhld record:
- Click on the Marc hldgs tab
- Click on the platform for the mhld record (location to which the volume is
being transferred)
- Edit the 866 field to reflect the new volume (enter transferred volume)
- Click on ok to save the changes
The receiving library does not have an mhld record:
- Click on the Marc hldgs tab
- Click on the add holdings button
- Modify title: select serial holdings library screen-
Create a marc holdings record for library - enter library and click ok
- A holdings template displays. In the holdings list, the holdings locations
that already exist are listed. A new record is the one that is being created.
If other new records exist, it is probably another record, which was not entered
correctly.
- Fixed fields: accept defaults
- Add
852 |c location in all caps: location should match the home location
866 Follow established standards for inputting volume information
Example: 866 _0 |81|av.1-2 (2002-2003)
After all holdings information has been entered, click on the create holdings record button to add the holdings record or the cancel button to discard. This will return you to the modify title: modify title screen. The mhld record will be listed in the list of holdings record.
K. Count statistics - record the number of volumes transferred, counting both "Transfer From" and "Transfer To" on the monthly size of collections statistics form. When totaling for the month, the "Transfer From" and "Transfer To" columns must have the same total. Send to Teresa Brown in Cataloging Services.
M. Process the physical piece(s). Remove the location sticker from the spine of each item. Change the location on the verso of the title page, by erasing the sending library's name and using a pencil to write the receiving library's name above the call number. Send to Marking/preservation when needed.
VII. Title transfer (subscription and/or all volumes held) [In-process]
Rev. 08/26/03
fax: 434.982.4579