Transfer Procedures – Monographs

Author: Lisa Weber
Posted in: BTech

All transfer requests must be authorized by the designated fund manager/selector/subject specialist before transferring materials.  When material from any UC Berkeley library is being considered for transfer, the affected fund manager/selector/subject specialist must also be in agreement before any transfer takes place.  To request authorization the online Transfer Request Form should be filled out by the requestor and sent to the designated fund manager/selector/subject specialist. Once the designated fund manager/selector/subject specialist approves the request, the technical processing staff should be notified to transfer the materials.

Exception: Pre-1801 imprints in the Main collection have blanket transfer approval to Bancroft if not checked out, and are thus exempt from this authorization requirement.  However, use of this procedure and form is still recommended.

When transferring an active MVM (Multi Volume Monograph), fund changes must be agreed upon by both fund managers and communicated by them to the Ordering Unit Head via the Transfer Request Form.

Regarding the transfer of entire collections, transferring parties will need to coordinate with their AUL/Director of each library and communicate via the Transfer Request Form.  For large collections, it is acceptable to fill out one form per batch (lug/truck), however, the procedures below should be followed so that statistics can be accurately gathered.

The instructions for processing monographs for transfer are divided into two sets of instructions:

A) Single volume monographs

B) Multi-volume monographs

If any volume being transferred is in NRLF, the appropriate section in the Transfer Request Form will need to be filled out, indicating which volumes will need to be transferred.  NRLF will then process the transfer for these items due to restricted scoping.

Review bibliographic note fields for copy specific information pertaining to any volumes being transferred. Location information in the note may need to be changed as part of the transfer process by the unit responsible for bibliographic maintenance for your location.

A) Single Volume Monographs

1) Make sure that the book is not a Multi Volume Monograph (MVM).  If it is, you will need to process it using the MVM instructions below.  (See Distinguishing Between Monographs, MVMS, and Serials)

2) All transferred materials must have an item record with a barcode.  If necessary, create an item record and barcode the volume before proceeding.

3) Due to scoping, once you change the location and save the Item record, you will not be able to make any other Item record edits.  Make your changes in  the specific order listed  below to avoid problems.  The transferring unit will collect the bound volume and update the Item record in the following manner:

  • Add an Internal Note to the Item record formatted as follows: %date  Transferred to _____ from ____ . initials  (e.g.: 20110120 Transferred to ANTH from MAIN. tsjcw).   This is to retain a history of an item’s past.  The Internal Note must be formatted in exactly this manner so it can be detected in a Boolean list and counted for statistical purposes.
  • Change the Location fixed field and Label Location field to the new location. (List of Label Locations)
  • In the Circulation module, scan each item in Millennium’s Check In mode after new locations are given to each item.  This will automatically change the status to In Transit.
  • Insert a copy of the Transfer Request Form and send the volume to the new owning location.

4) The receiving unit checks in the item in Millennium Circulation (to remove the In Transit status and trigger any holds), alters the Millennium Item Record according to that unit’s needs, and re-labels the book.

Note:   If material is checked out to a patron, In Repair, or has the status At Bindery, or In Process, the owning unit will insert a Message field in the Item record to create a check-in pop-up alert in Millennium Circulation that the item is to be given to the appropriate personnel for transfer.  Upon return of the material, the transfer process should be initiated by the person identified in the item message.

B) Multi Volume Monographs (MVM)

INACTIVE (TRANSFERRING ENTIRE SET):

1) All transferred materials must have an Item record with a barcode. Make sure all the volumes of the set you are transferring have item records and barcodes.

2) Determine if the title has analytic records.  If the MVM has analytic records, then you must make sure that ALL the Item records are attached to the SET record (and then additionally linked to the analytic record).  If an item is not linked in this way, submit a BadCat ticket or report it to your cataloging unit.

3) Due to scoping, once you change the location and save the Item record, you will not be able to make any other item record edits.  Make your changes in the specific order listed below to avoid problems.

The transferring unit will collect the bound volumes and update each Item record in the following manner (it is possible to use Modify Group to do this work):

  • Add an Internal Note to the Item record formatted as follows: %date Transferred to ____ from ____ . initials  This is to retain a history of an item’s past.  (e.g.: 20110120 Transferred to ANTH from MAIN. tsjcw).  The Internal Note must be formatted in exactly this manner so it can be detected in a Boolean list and counted for statistical purposes.
  • Change the Location fixed field and Label Location field to the new location.
  • Using the Circulation module, scan each item in Millennium’s Check In mode after new locations are given to each item.  This will automatically change the status to IN TRANSIT.
  • Insert a copy of the Transfer Request Form and send the volume(s) to the new owning location.

4) Volumes missing at the time of transfer should be thoroughly searched and if not found, withdrawn, so that the Item record can be transferred along with the rest of the set.  An Item Message field should be added so that if the volume is ever discovered, it can be sent to the new owning location.  It will be at the discretion of the new owning location if they want to replace any withdrawn or lacking volumes from the set.

5) The Holdings Record for the MVM will need to be updated in the following manner:

  • The Summary Holdings statement (866/868) must be updated to reflect the items being transferred.  Be sure missing volumes are no longer reflected in the Holdings statement.
  • Insert a Miscellaneous Internal Note formatted as %date Transferred to _____ from ____ . initials  (e.g.: 20110120 Transferred to ANTH from MAIN. tsjcw.).   The note must be formatted in exactly this manner so it can be detected in a Boolean list and counted for statistical purposes.
  • Make sure all the Item records are linked to the Holdings record.
  • LASTLY, update the Location fixed field to the new owning location. (Once you do this last step and leave the record you will no longer be able to update the Holdings record).
  • Unbound volumes or lieferung waiting for binding, if any, will also be collected, bundled and sent along with the bound volumes to the new location.

6) The receiving unit checks in the item(s) in the Millennium Circulation module (to remove the In Transit status), alters the Millennium Item and Holdings records according to that unit’s needs (removing old OPAC notes, verifying collate notes, etc.), and re-labels the volume(s).

PARTIAL TRANSFER OF MVM:

If you are only transferring part of an MVM set to another location you must do the following:

1) For the volume(s) you will be transferring, unlink the Item record(s) from the Holdings record.

2) Remove the volumes you are transferring from your 866 Holdings statement following established holdings maintenance procedures for MVMs.

3) In the Holdings record, add a Misc. Internal Note with the format:

%date  v.X-Y Transferred to ____ from ____. initials

4) Create a new Holdings record for the location to which you are transferring the volumes. Before you save your changes make sure you have the proper location, Call No. 090, Holdings 866, and Misc. Internal Note  (%date  v.X-Y Transferred to ____ from ____. initials)

5) Link the Item records for the volumes you are transferring to the new Holdings record you just created.

6) Follow the procedures for updating the Item record as prescribed in Section B 1-3 above.

ACTIVE MVMs:

In addition to the above procedures, notify the Ordering Unit to change fund code and location (via the online Transfer Request Form).  The Ordering Unit will update the order record accordingly.  If the receiving location of the current issues needs to be changed, you must notify serpay@library.berkeley.edu to request an address change to the vendor.

Sample images supporting this document follow.

SAMPLE IMAGES MONOGRAPH (SVM)

 

SAMPLE IMAGES MVM

Legacy Data
Author: Lisa Weber
Approval Group: PSC, ILSSC, CSG, BTech, Collections Council
Update Group: BTECH
Last updated date: 05/07/15
Approved CSG: 15 August 2011

Archived Comments

More revisions – Feb. 2014
Thu, 02/27/2014 – 18:23 — Michael Meacham
Made some minor edits for consistency, ease of reading, etc. Fixed link to “Distinguishing Between Monographs, MVMs, and Serials” doc. Still to do, but deferred until CMC discussion on MVM holdings suppression: scenario of partial MVM transfer where receiving unit already has some holdings (use existing holdings record + transferring unit unlinks items but receiving unit links items to and updates 866 in its existing holdings record?).

Revisions of February 2014
Tue, 02/25/2014 – 16:07 — Mark Takaro
Altered some parts of the MVMs transfer procedures, addressing volumes missing at the time of transfer. Additional changes may be needed pending decisions of CMC regarding holdings suppression. Also need to verify the field(s) used in Main Circ for items/volumes missing at the time of transfer.

Fixes/questions
Tue, 12/04/2012 – 16:58 — Charis Takaro
1- Need to make the “how to tell if it’s a serial/mvm” doc local
2- Under transfer of entire collections, somehow make it clear that you’re not going to fill out the form and put it in each volume.
3- Items checked out to patrons should not be transferred (ie, don’t change item loc) – add message and do this whole thing when it comes back?
4- Under B. 2. – not everyone can link an item to an additional bib – shouldn’t this linking be done by catalogers if we are going to do it?
5- Partial transfer step 4 – can you link items if the new loc on the holdings record is outside of your scope?
6- Add modify group suggestion and link to instructions if we have some? – in situations where we have more than one item being changed

 

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

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