Page History

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Date of next review: June 2025

**As of 10/2/2024, further changes are pending for the Transfers section of this procedure.  This message will be deleted when the changes are complete**

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Withdrawals
Transfers
Reinstatements
Medium Rare Annex
Additional Steps : Special Cases 

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1.  Display the Instance Record
   1.  Make sure the record is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box.  
   2.  Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:t userid:[netid] ploc:lts 
      • NOTE: The macro for this is ,,t
      • As with Withdrawals (above), add "pcs:" to the end of the transfer code if you are transferring more than one piece, followed by the number of pieces being transferred.
2.  Save the Instance Record
3.  Save the Instance Record, if applicable.
4.  Display the  Display the Holdings record that matches the old location and copy number of the title and edition in hand.  If there is any discrepancy between the piece and its records, consult with the DBQ supervisor.
   1.  Make Make sure the Holdings record is is NOT suppressed in the database.  If it is suppressed, uncheck the Suppress from Discovery box. it is suppressed, uncheck the Suppress from Discovery box. 
   2. Enter an Administrative note for transfers using the format: date:yyyymmdd ttype:t userid:[netid] ploc:lts pcs:1 orig: 
      • NOTE: The macro for this is ,,t
      • As with Withdrawals (above), the number of items ("pcs:") defaults to 1, but should be changed when transferring more than 1 item. 
      • In the "orig:" piece at the end of the code, enter the location code of the library that the piece is originating from (i.e. its current location code, before proceeding to step c. below). 
      • Examples:
        • Image Added  (For transferring a single piece from Olin)
        • Image Added(For transferring 4 items from Echols Reference)
   3.  Change the Permanent Location field to the new location.  
   4.  If needed, add an appropriate copy number in the Holdings record, if the new location is the same as an existing one for a different copy.  You will need to add the copy number to the written call number in the piece as well.
      
   5. Add a Holdings Note (with Note type: Note) showing which collection the piece piece is being transferred to, which location it originally came from, and the date it was transferred, plus NetID (for single-part, see example 1 below).  "Staff only" box should be checked. 
      • For multi-part transfers of volumes, and/or supplements, note specific pieces as appropriate in the Holdings Note, as for withdrawals above (see example 2). 

Example 1:

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** Exception: Not all transfers to the Annex will get Holdings notes, as larger-scale transfer projects and book-moves can make it burdensome to add notes to every Holdings record.  LTS staff should add the notes for reasonable amounts of manual transfers whenever possible, however, as the maintenance history of a title can be useful in the future.

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