Page History

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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.  Save the Instance Record, if applicable.
3.  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 or Cataloging supervisor.
   1. Make sure the Holdings 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 pcs:1 orig:  NOTE: The macro for this is ,,t.
   3. As with Withdrawals (above), the number of items ("pcs:") defaults to 1, but should be changed when transferring more than 1 item. 
   4. 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:
        •  (For transferring a single piece from Olin)
        • (For transferring 4 items from Echols Reference)
   5.  Change the Permanent Location field to the new location.  
   6.  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.
      
   7. Add a Holdings Note (with Note type: Note) showing which collection the piece is being transferred to, which location it originally came from, the date it was transferred, plus NetID (see example 1 below).  "Staff only" box should be checked. 
      • For complete multi-part transfers of volumes, and/or supplements, note the volumes as appropriate in the Holdings Note, as for withdrawals above (see example 2). 

Example 1:

Example 2:

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

e.h.  Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, if applicable, and adjust the Call Number Prefix/Suffix fields accordingly.  Make sure to make the same modifications to the written call number in the piece, if applicable (see final steps below).

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       6. Save the Item record

** EXCEPTIONS FOR ANNEX TRANSFERS: Not all transfers to the Annex will get Holdings Administrative Notes or Transaction Codes, as larger-scale transfer projects, book-moves, and Steady-State workflows can make it burdensome to add notes to every Holdings record.  LTS staff should add the notes for manual transfers of in-hand material whenever possible, however, as the maintenance history of a title can be useful in the future.

**In addition, any manual transfers to the Annex DO NOT REQUIRE A CHANGE IN THE LOCATION FIELDS OF EITHER THE HOLDINGS OR THE ITEM RECORDS.  This is because the Caiasoft Accessioning system used by the Annex will flip the FOLIO locations automatically when the items are added to the Annex collection, and this is method preferred by the Annex Supervisor.  If you have any questions, please consult with the DBQ or Annex supervisor.

       7. Repeat the above steps for each item record associated with the transfer. 

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