Active titles – Depositing ALL currently held volumes – Comes bound

Author: smoody
Posted in: Storage Editing Requirements, Systems

New Deposits – no volumes have been deposited previously by the owning location

Active titles – title is currently received

Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must close the record, then proceed with the instructions for Inactive titles in Section I.A.

Depositing ALL currently held volumes– no currently held volumes will remain on campus; volumes received in the future may or may not be deposited

Comes bound/treated as comes bound– each issue as received is a bindable unit

Owning location tasks (after pulling volumes from campus shelves):

Item records:  (use “Modify Group” function for these edits)

  1. set Status to STORAGE PREP
  2. NOTE: As new volumes arrive, create item records (but not holdings record), set status to STORAGE PREP and hold until your next deposit.

Holdings record:

  1. make sure the Holdings field (866) is correct for the set; edit if necessary
  2. add a Misc Internal Note (r) in the form:  %date  ALL VOLS. ([copy from 866]) pulled for NRLF [initials]
  3. e.g.  20100526 ALL VOLS. (1(1980)-21(2000)) pulled for NRLF tstp
  4. after copying the holdings summary into the Misc. Int. Note as instructed above, replace the holdings summary in the Holdings field (866) with this note:  Current only
  5. on the check-in card, suppress or delete boxes for volumes being deposited (DO NOT delete the entire card!)
  6. if future volumes will be deposited upon receipt, add this note using the field indicated below:  Process for NRLF upon receipt
  7. use the Check Note (n) field if the receiving location is the same as the owning location
  8. use the Local Note (z) field if the receiving location is NOT the same as the owning location

NRLF tasks (after receiving volumes):

Item records:

  1. unlink from campus holdings record
  2. change campus location code to NRLF location code
  3. set Status to AVAILABLE
  4. edit Item Code 1 field
  5. add NRLF Note
  6. if necessary, change Item Message and OPAC Message fields for Building Use Only and Restricted items (if items are neither, set both values to – (dash))
  7. make any other changes as needed
  8. NRLF holdings record: create a new holdings record for NRLF, then:
  9. add Holdings field (866) with holdings deposited
  10. link item records for deposited items
  11. Campus holdings record:
  12. delete Misc. Int. Note

Created: August 16, 2016
Last revised: October 26, 2016
Review date: None set

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