Linking Items to Holdings

Author: Michael Meacham
Posted in: BTech

Every item record for a serial or a multi-volume monograph (MVM) needs to be linked to the holdings record for the same location and format. You can use either of the following two methods to do this.To link an individual item record to a holdings record

    1. Open item record.
    2. In Edit menu, select “Link Item to Holdings Record.” “Link to Holdings” pane appears.
    3. Select the holdings record to which item record should be linked (if only one holdings record is attached to the bib record, it will already be selected)
      • Note: If there is more than one holdings record attached to the bib record, AND if you can’t identify the holdings record that you need to use:
      • Click the “Don’t Attach” button in the “Link to Holdings” pane
      • Go back to Summary of attached records and find correct holdings record number
      • Start again at step 1
    4. Click “Attach” button in the “Link to Holdings” pane
    5. Verify that the volume order of the items is correct in OskiCat Public Display:
      • Go to the top navigation menu View–>Public Display. If the volume order is incorrect, go back to Millennium and correct it using the Move button in the Item Summary tab. See Use MOVE button to control item order.

Item record is now linked to the holdings record and should display the correct volume order.

To link individual or multiple item records to a holdings record

    1. Open holdings record.
    2. In Edit menu, select “Link Existing Items.” “Select Items to Attach to this Holdings Record” pane appears.
    3. Select item record(s) that should be linked to the holdings record (unattached item records that have the same location as the holdings record will already be selected)
      • Note: All unattached item records with the same location will appear selected, including those for other sets (e.g., set 2). If you can’t identify which item records you need to link:
      • Click the “Don’t Attach” button in the “Select Items to Attach to this Holdings Record” pane
      • Go back to Summary of attached records and find correct item record number(s)
      • Start again at step 1
    4. Click “Attach” button in “Select Items to Attach to this Holdings Record” pane.
    5. Verify that the volume order of the items is correct in OskiCat Public Display:
      • Go to the top navigation menu View–>Public Display. If the volume order is incorrect, go back to Millennium and correct it using the Move button in the Item Summary tab. See Use MOVE button to control item order.

Item record(s) is(are) now linked to the holdings record and appear as highlighted 876 fields in the holdings record in correct volume order.

To confirm that the record was linked

  • Preferred method (displays all items linked to serial holdings):
    • Go back to Summary of attached records
    • Open holdings record
    • Item information should appear in highlighted 876 field
  • Alternate method (verifies only the single item you view):
    • Go back to Summary of attached records
    • Select or open any other attached record
    • Reopen the item record you just linked
    • Look in the lower left corner of the item record pane: It should display “Also linked to record(s):” with the bib record number to which the item record is attached and with the holdings record number, in parentheses, to which the item record is linked.

Legacy Data

Author: Michael Meacham
Approval Group: BTech, Cataloging and Metadata Council
Update Group: BTECH
Last updated date: 01/28/14

Archived Comments

Further updates
Tue, 01/28/2014 – 11:17 — dhsiao
Made the following edit per discussion with BTech conveners:

1) Moved #8 to its own section “To confirm that the record was linked.”
Also made the following minor change:
2) Only used numbered steps for procedural actions made by the user. Specifically, the “pane appears” statements now follow the procedural action and are not separately numbered. Also, the concluding statements for each section are not numbered.

Updates per BTech discussion
Thu, 01/09/2014 – 18:06 — dhsiao
Made the following edits:

1) Moved the “To link an individual item record to a holdings record” to its own paragraph.
2) Added “verifying the volume order” step with link to the “MOVE button” procedure.
3) Under #8 changed “Easy” to “Preferred method (displays all items linked to serial holdings):” and “Harder” to “Alternate method (verifies only the single item you view):”

I hope this correctly reflects the desired edits. I’m also wondering whether #8 could stand alone as its own section at the end, bolded like the “To link” sections.

-Dori

Created: April 27, 2016
Last revised: November 29, 2016
Review date: None set

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