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• If the different volumes in the set show different donor information, then the corresponding Holdings note (type: Source of acquisition) can say something like: "v.1-2: Gift of Andrew Dickson White, v.3-5:Gift of Henry Sage."
• Similarly, if the volumes are bound in different materials, note this by listing the materials separately in the corresponding Holdings Note (type: note).
  Example: v.1-2,4 bound in library buckram; v.3,5-6 bound in 1/2 leather over marbled boards, spine gilt.
• The provenance can also be combined with the binding note in the same Holdings note (but NOT with the Gift note, which has a different note type!):
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4.  Open and update the item Item records for each individual volume as described above, changing the Permanent location and Loan Type fields for each volume as appropriate.

Holdings Records:

1.   If  If the number of charged or missing volumes is very few compared to the number of volumes being transferred (if not, see step 2 below):

• After updating the Update the Holdings for the volumes in hand, as described above
• In Note which volumes are charged/missing in the (staff-only) Transfer Note in the HoldingsHoldings note that cites the transfer, note which volumes are charged or missing:  (e.g. v.1-2, 4 transferred to Annex, v.3 charged [date])

Example:

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2.  If the number of charged or missing exceeds a reasonable ratio for a simple transfer, it MAY be necessary to do one or more of the following, but consult with the DBQ, RMC, and/or Cataloging supervisor beforehand:

• Recall the charged material, as it should now be non-circulating, with reading-room-access only.
• Withdraw the missing volumes, and transfer the remaining ones, if appropriate.   
• Create a separate Holdings for the Rare/Annex material that is being transferred, while waiting to deal with the charged/missing items in the original Holdings.  This would necessitate additional changes in the Holdings statements of both of the affected Holdings,
• The best of the above options depends on the specific circumstances of each set being transferred.  

Item Records:

1.  For volumes which are missing or charged, do NOT change the Permanent location or Loan type fields, as you would for the volumes in-hand.  Instead:

• Add a Staff-only Check-in Note stating the following:
  • "Cataloging Review [Date]-
  • At the end of the above note, specify the volumes status, where to send it, and why:
  • NOTE:  The "Cataloging Review" designation refers to a shelf where circulation staff are instructed to put books that come up for maintenance by LTS.  The Check-In Note brings up an alert when the barcode is read, so the note is less likely to be missed than if it were put in the regular Item Notes.

Examples: Image Added

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•  When the book is returned or found, remove the check-in

LEAVE SPACE FOR NOTE ON CREATING A NEW HOLDINGS? UNDER WHAT CIRCUMSTANCES?

Do not update the Item records for th record as above for any volumes which you have in-hand.

•  For volumes which are missing or charged, do NOT change item record fields. Instead,
  • Add a Staff-only Item Note stating whether the volume is missing or charged, and to send to DBQ for R2 processing when found or returned. 
    • EXAMPLES: v.3 missing, if found, send to DBQ for R2 transfer 2/14/26 pca1. or v.4 charged. Please send to DBQ when returned by patron 2/16/26 pca1
  • Add a staff-only Check-in Note saying "Cataloging Review" and the date.
• When the book is returned, remove the notes in the item record.

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