Active titles – Depositing ALL remaining currently held volumes – Comes bound

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits– some 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 according to the procedure “Closing Serial Holdings Records,” then proceed with the instructions for Inactive titles in Section II.A.

Depositing ALL remaining 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. if the record contains a PD Shelving Note with the text “Some volumes stored off campus; see NRLF holdings below”, first clean up the record:
  2. edit the Holdings field (866) to show only volumes currently on campus
  3. delete the PD Shelving Note
  4. (for more information, see the procedure “Holdings Maintenance for Sets Split between Campus and NRLF” )
  5. add a Misc Internal Note (r) in the form:  %date  ALL VOLS. ([copy from 866]) pulled for NRLF [initials] e.g.  20100526 ALL VOLS. (1(1980)-21(2000)) pulled for NRLF tstp
  6. 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
  7. on the check-in card, suppress or delete boxes for volumes being deposited (DO NOT delete the entire card!)
  8. if future volumes will be deposited upon receipt, add this note using the field indicated below:  Process for NRLF upon receipt
  9. use the Check Note (n) field if the receiving location is the same as the owning location
  10. 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

NRLF holdings record:

  1. edit Holdings field (866) to include volumes deposited
  2. link item records for deposited items
  3. AFTER linking items to the holdings record, use the Move button if necessary to sort volumes in the correct order

Campus holdings record:

  • delete Misc. Int. Note

Created: August 17, 2016
Last revised: October 26, 2016
Review date: None set

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