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Unit:  Database Quality

Date last reviewed:10 Jun 02 Oct 2024 

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**

April 2025

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Withdrawals
Transfers
Reinstatements
Medium Rare Annex
Additional Steps : Special Cases 

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1.  Display the appropriate Holdings record for the piece in hand:
   1. For single-part monographs being withdrawn, check the box to SUPPRESS FROM DISCOVERY.    
      1. For Multi-part monographs and serials, suppress the Holdings ONLY if withdrawing all of the pieces.  Do NOT to suppress the Instance or Holdings records if any volumes will still be held in the collection.NOTE: The macro
2. For single-part monographs, or when withdrawing only 1 item from a set, add an Administrative note with the proper coding for the withdrawal code is ,,w (comma comma w). If you don't have this macro, contact the DBQ Supervisor or LTS Macro coordinator.For single-part monographs, or when withdrawing only 1 item from a set, add an Administrative note with the proper coding for the withdrawal, using the , using the format date:yyyymmdd ttype:w userid:[netid] ploc:lts pcs:1 (see example 1 below).   
   1. 1. NOTE: The macro for the withdrawal code is ,,w (comma comma w). If you don't have this macro, contact the DBQ Supervisor or LTS Macro coordinator.

   2. For multi-volumes/multipart items : If you withdraw more than For multi-volumes/multipart items : If you withdraw more than one piece from an Instance/Holdings, including supplements or indexes, change the number at the end of the code (after "pcs:") to the number of items being withdrawn. (see example 2 below)

      Examples of withdrawal codes in the Holdings Administrative Note: 

      1, Single-part monographs, and single pieces items withdrawn from multi-vol. or serial titles:

      

      2. When withdrawing multiple parts of a multivol. or serial. (This example shows 3 items withdrawn):

      

   3. In the Holdings Notes area, click the button to Add note.
      1. Select Select Note Type: Note, and in the Note field, enter "Withdrawn",  the the reason for the withdrawal in parentheses, (see examples below), and the date, and your netID. Make sure to click the "Staff only" box :

               Image RemovedImage Added

• • • Examples of reasons for withdrawal:
      • Missing
      • Damaged
      • Deselected
      • Replaced by Preservation Photocopy

      d. When withdrawing only certain parts of a multipart monograph or serial, add specific information in the above Holdings note on which parts are being withdrawn, and why.

• • • "v.2 and v.6 withdrawn (damaged) 01/02/03 abc" 
    • "vols 1-20 withdrawn (deselected) 6/1/21 pca12 

      e.  If the part (s) being withdrawn is accompanying material that is included in the bibliographic description for the title (e.g. supplements, CDs, or maps in a pocket), specify this info in the above Holdings Note:   

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If the resource-in-hand does not fit the conditions above, or has been cleared by the appropriate staff, proceed to the following steps:

II. Single Part Item and Complete Multipart Item Transfers SINGLE-PART Items and COMPLETE MULTI-PART Transfers: (for Partial Multi-Part Transfers, see section III  below):

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  

          (text version for accessibility): date:20241002 ttype:t userid: pca1 ploc:lts pcs:1 orig: olin

        • (For transferring 4 items from Echols Reference )
   5.  Change the Permanent Location field to the new location.  
   6. • • - Item count and location code modified by staff.

          (text version for accessibility): date:20241002 ttype:t userid: pca1 ploc:lts pcs:4 orig: ech,ref   ←Red text shows data MODIFIED BY STAFF.

   7.  Change the Permanent Location field to the new location.  
   8.  If needed, add an appropriate copy number in the Holdings  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.
      
   9. 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 specific pieces the volumes as appropriate in the Holdings Note, as for withdrawals above (see see example 2). 

Example 1:Image RemovedImage Added

Example 2:Image Removed

** 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 manual transfers whenever possible, however, as the maintenance history of a title can be useful in the future.

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h.  Check the Oversize Chart for e.  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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1. 1. Change Permanent Location field to match the newly-changed location in the holdings record.
   2. Edit the Permanent LoanType, if appropriate -- e.g.: when transferring a title to or from a "Non-Circulating" reference collection. If you are transferring a title to a RMC,ANNEX, for example, set the Item Type to "Non-Circulating". 
      1. If the item status is checked out, missing, lost, etc., etc., consult with the DBQ supervisor, or check the piece in to change the status to "Available".

       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

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or Annex supervisor.

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

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9. Make sure to re-mark and re-label the piece if you make modifications to the online call number.

III. Partial Multipart Item Transfers  

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number.

III. PARTIAL MULTI-PART Item Transfers  

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1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
   1. Delete the volumes and/or numbers to be transferred from the original Holdings statementsStatements, INCLUDING supplements and indexes, if applicable.
   2. Save changes to original Holdings record. 
2. Display the holdings record that matches the NEW (destination) location and copy number. If there is no holdings record for the new location, skip to step 6 below.
   1. Verify that the destination Holdings record is not suppressed from discovery. If it is, UN-CHECK the "Suppress from Discovery" box.
   2. Add the Transfer Transaction code (,,t) to the Administrative Note of the DESTINATION holdings.
   3. Add the appropriate "Transferred To/From" appropriate "Transfer From" note to the Holdings Notes of the destination record (Note type: Note), as in the above example 2, noting which volumes were transferred. (e.g. "Vols. 3 and 4 transferred to Annex from Echols Ref. 3/9/2015 pca1")
      
3.  Add the volumes and/or numbers being transferred to the appropriate Holdings Statements of the destination Holdings record, including supplements and indexes as applicable. (this is the info deleted from the original holdings statements)
4.  Save the destination Holdings.
5. If there is no holdings record for the new location, create and edit CREATE AND EDIT a New Holdings, EXCEPT if the new location is for the Annex, and there is ALREADY a copy at the Annex IN A NON-RARE LOCATION.  Assuming no un-wanted duplication:
   1. Add the Transaction Code for transfers (,,t) to the Administrative Note, with appropriate piece number and original location code.
   2. Add the appropriate information to the the Holdings Type and new Permanent Location fields. 
   3. Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location, and add them as necessary.
      
   4. Search FOLIO to verify that the old call number is not already in use for the new location. If it is already in use, add a w suffix to the last cutter in the call number, or consult with a cataloger or DBQ staff.
      
   5. Add an appropriate transfer note, with volume numbers, to the Holdings note, as in the above example.
      
   6. Include appropriate Holdings statements for the newly-transferred volumes, supplements and/or indexes as appropriate.
6. Save the New Holdings Record.
7. Relink the item records for the pieces in hand, from the original holdings to the new (destination) holdings.  After re-linking:
   1. Display each re-linked item record. 
   2. Change Permanent Location field to match the new Holdings record, as for single-part and complete sets, described above.
   3. Edit the Permanent Loan Type, if appropriate -- for example: when transferring a title to or from a "Non-Circulating" collection, such as Reference or Rare Annex.

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