Moving serial items


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Moving serial items

  1. 1. Moving Serial issue/items from one Bib record to anotherPlease begin in the Cataloging module; you may open the Cataloging module by clicking on the “MARC” icon at bottom of screen; you will now have two windows open; Cataloging and Serials 1
  2. 2. Search for the two titles you need to change; if there was a name change, even if the titles have different names, they are tied together with an 7XX field so they will file together if you use the browse function; highlight your titles and then send to “show” menu to double check your titlesNotice thenumber “2” 2
  3. 3. You can choose both titles by holding down the “Control”/”Ctrl” key; notice they are both highlighted; then send them to the Cataloging function 3
  4. 4. Both of your titles are now in the Cataloging function; notice the “Edit Records” area to the far left; in order to see/edit both titles you will need to split the screen, this will aid in moving the items from one title to the other; click the icon that looks like an open book The open book icon is the split screen Both system numbers are listed 4
  5. 5. After the screen is split you will want to populate each screen with a title; click inside the empty square; noticethat it is outlined in red; then click on the system number of the “other” (which is the one not highlighted) title on the Edit Records area RED square Click on system number 5
  6. 6. In order to move issue/items from one title to another, several changes need to be made in the Serials module 6
  7. 7. Click on the title that has the issue/items that need to be moved; (notice it is not grey and is surrounded by the red line); then “push” your title to the Acq/Serials module (doing it the following way saves you fromsearching for you title (again) in the serials module)) by clicking the four triangle icon at the top of the Aleph screen (not the bottom) Acq/Serials module 7
  8. 8. As you know there are many ways to get into the Serials module; from this screen I usually click the “stack” icon 8
  9. 9. Once in Serials you need to be in the Item List; click on TAB 6, this shows you what holding record your issue/item is linked to as well as the Holding Record number; then click on the Global Changes button1) Item List 2) HOL Links Tab 4) Holding Record number 5) Global Changes 9 3) Linked
  10. 10. Before you can move serial issue/items you need to “unlink” the issue/item from the holdings records and alsoremove the subscription number (basically unlinking the issue/item from the subscription); all of those things can be done globally 10
  11. 11. Remove the information from the fields you do not wish to change; in this case you need to change the HOL Link, Copy Number , and Subscription No.; use the “default” arrival date; the number of the digits IS important; CLICK “OK” when finished01/01/1900 00000 000000000 0 01/01/1900 11
  12. 12. Issue/items are now “unlinked” and the subscription number is now “0” (basically unlinked); now the issue/items are ready to be moved to the “other” title No check means “unlinked” Subscription information is found on TAB 4 12
  13. 13. Back to Cataloging; Overview; Cataloging 21 13
  14. 14. In order to move the issue/items you MUST be in the “Overview Tree” View Overview Tree 14
  15. 15. Notice that the issue/items to be moved are no longer in a HOLding record but are listed under ITEMS (becausewe unlinked them); you can’t move items to a HOLdings on a different record you must move them to the items area on the “other” record 15
  16. 16. Highlight the barcode you wish to move (each one needs to be done separately); drag and drop to the ITEMS area of the title you wish the issue/items to reside in; you will then see “TREE item” dialogue box; click yes 16
  17. 17. … and once again to confirm; click OK 17
  18. 18. When all issue/items have been moved to the new record, you will see “No ITEMS” available on the old record; on the “new” record you will see two different types of issue/items, HOLding record (linked) issue/items andITEMS (unlinked) issue/items; now back to the Acq/Serials module; you need to “push” the new record/title by clicking the “serial” icon at the TOP 18
  19. 19. Make sure you click/highlight one of the issue/items you moved; go to TAB 6 HOL Links and record the HoldingRecord number of the new record; notice also that the moved issue/item is not linked to it; notice also that the collection code may be different than the collection code of the new record; to get the Global Changes dialogue box remember to click Global Changes 19
  20. 20. Remove anything that populates fields that you do NOT wish to change; click OK when all changes have been made; confirm that you want the changes to be performed You may need to change the Collection CodeDefault date01/01/1900 The HOL Link MUST have 9 digits; even though the Holding The new subscription number Record shows no “0’s”; whatever you put into the HOL Link may not always be “1” check there must be added zeros to make up 9 digits your subscriptions to confirm 20
  21. 21. Your issue/items are now linked to the correct Holding Record, subscription and Bib record 21