Inactive titles – Depositing ALL remaining volumes

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits– some volumes have been deposited previously by the owning location

Inactive titles– title is not currently received

Note: If the title is inactive—i.e., no further issues are expected to be received—but there is still a check-in card on the holdings record, owning location staff first must close the record according to the procedure Closing Serial Holdings Records on AskTico .

Depositing ALL remaining volumes– no volumes will remain on campus

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. Holdings record:
  3. 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:
  4. edit the Holdings field (866) to show only volumes currently on campus
  5. delete the PD Shelving Note
  6. For more information, see the procedure “Holdings Maintenance for Sets Split between Campus and NRLF.”
  7. add a Misc Internal Note (r) in the form:  %date  ALL VOLS. ([copy from 866]) pulled for NRLF [initials]
  8. e.g.  20100526 ALL VOLS. (1(1980)-21(2000)) pulled for NRLF tstp
  9. after copying the holdings summary into the Misc. Int. Note as instructed above, delete the “Library has” field: (866)

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:

  • set Mark for Deletion field to SUPPRESS

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

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