Technical Services Advisory Group
TRANSFERS TO IVY ANNEX
Occasionally there will be items that do not have Virgo records and need to be converted by Cataloging staff.
Send a request to Cataloging by the Virgo corrections form or email:
- http://www.lib.virginia.edu/cataloging/forms/CatError.html
- fixvirgo@virginia.edu
Each item sent to the Ivy Annex should be barcoded with an Item ID.
MONOGRAPH TRANSFERS - SINGLE MONOGRAPHS
Open maintain existing titles wizard.
Item already has a barcode
- Search by Item ID and scan barcode
A. Click on the vol/copy folder (title has one call number)
or
Click on the all volumes folder (title has multiple item records)
- Highlight the copy to be edited
- Click on the modify vol/copy button
B. The vol/copy tab will be highlighted
Call number info:
• Class scheme: check – adjust to material in hand
LC – single monographs
ALPHANUM – videorecordings; microforms; thesis; dissertations, etc.
SUDOC – documents
• Library: IVY
Copy info:
• Item Id: enter barcode if not present
• Type: check – adjust to material in hand; DO NOT USE IVY TYPE BOOK, VIDEO-DVD, etc.
• Home location: IVYANNEX
• Current location: IVYANNEX – defaults to Home Location
• Library: IVY
Staff area note :
• Add a transfer note: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 9/7/04
Please use the following abbreviations for the location
Alderman: ald
Astronomy: ast
Bio-Psych: bp
Chemistry: ch
Clemons: cl
Education: ed
Fine-Arts: fa
Math: ma
Mt-Lake: mtl
Music: mu
Physics: ph
Sci-Engr: se
Spec-Coll: sc• Click on ok to save the changes
• It is very important to be consistent when adding the transfer note. Once items are moved to the annex, staff will want to use reports to follow up and keep track of what has been transferred.
C. The modify title: complete box displays
Choices: Review
Return to the volume list
Lookup another title
CloseChoose review and check the changes
D. Statistics
Count all statistics and send monthly to Teresa Brown in Cataloging Services.
Statistics may be sent to Teresa by email @ tib@virginia.edu or by completing the monthly size of collections statistics forms found at http://www.lib.virginia.edu/cataloging/policies/size.html
Print material
- Record the number of volumes transferred, counting both “Transfer From” and “Transfer to Ivy Annex”. This is a count of volumes transferred, not titles. When totally for the month, the “Transfer From” and “Transfer To” columns must have the same total.
Non-Print media:
- Transferred non-print material should never be counted on the print statistics sheet.
- There are no separate columns for these items
- Report the count for transfers as negative and positive numbers in the appropriate category and library
Example: Alderman transferred 10 microfilm From Alderman to Ivy Annex
Report the count under the Microfilm category under total pieces not new titles.
-10 pieces in the Alderman column
+ 10 pieces in the Ivy Annex column
Item does not have an item record or barcode; create an item record
A. Open the add volumes and call number wizard
B. Item is not barcoded enter the search for the title and click on ok
• Enter the search for the title and click on ok.
C. Highlight a call number for the library to which the volume is being added.
D. Click on the add call button.
E. Library for new call number :
• Enter library
• Click on okF. Add volume: modify new call number:
Call number info:
• New call number field : after the base call number add |z delimiter and the volume number. The |z delimiter is used to mark the end of the base call number and the beginning of the volume or part. Enter |z with no spaces between the base call number, the |z, and the volume designator. No spaces between the volume designator and the volume number.
Example: HF1040?.C64?2001|zv.5
Also, check for any spacing problems.
Class scheme: check – adjust to material in hand
LC – single monographs
ALPHANUM – videorecordings; microforms; thesis; dissertations, etc.
SUDOC – documents• Library: IVY
Copy info:
• Item Id: enter barcode
• Type: check – adjust to material in hand; DO NOT USE IVY TYPE BOOK, VIDEO-DVD, etc.
• Home location: IVYANNEX
• Current location: IVYANNEX – defaults to Home Location
• Library: IVY
Staff area note :
• Add a transfer note: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 9/7/04
Please use the following abbreviations for the location
Alderman: ald
Astronomy: ast
Bio-Psych: bp
Chemistry: ch
Clemons: cl
Education: ed
Fine-Arts: fa
Math: ma
Mt-Lake: mtl
Music: mu
Physics: ph
Sci-Engr: se
Spec-Coll: sc• Click on ok to save the changes
• It is very important to be consistent when adding the transfer note. Once items are moved to the annex, staff will want to use reports to follow up and keep track of what has been transferred.
D. Statistics
Count all statistics and send monthly to Teresa Brown in Cataloging Services. Statistics may be sent to Teresa by email @ tib@virginia.edu or by completing the monthly size of collections statistics forms found at http://www.lib.virginia.edu/cataloging/policies/size.html
Print material
- Record the number of volumes transferred, counting both “Transfer From” and “Transfer to Ivy Annex”. This is a count of volumes transferred, not titles. When totally for the month, the “Transfer From” and “Transfer To” columns must have the same total.
Non-Print media:
- Transferred non-print material should never be counted on the print statistics sheet.
- There are no separate columns for these items
- Report the count for transfers as negative and positive numbers in the appropriate category and library
Example: Alderman transferred 10 microfilm From Alderman to Ivy Annex
Report the count under the Microfilm category under total pieces not new titles.
-10 pieces in the Alderman column
+ 10 pieces in the Ivy Annex column
MONOGRAPHS; MULTI VOLUME SETS and Serials
Occasionally there will be items that do not have Virgo records and need to be converted by Cataloging staff.
Send a request to Cataloging by the Virgo corrections form or email:
- http://www.lib.virginia.edu/cataloging/forms/CatError.html
- fixvirgo@virginia.edu
Each item sent to the Ivy Annex should be barcoded with an Item ID.
A. Open the maintain existing titles wizard.
B. Item already has a barcode
• Search by Item ID and scan barcode
Item is not barcoded enter the search for the title and click on ok
• Enter the search for the title and click on ok.
• From the search results box, highlight the title (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on the pub year to see brief information).
Click on modify item button.
D. Click on the all volumes tab.
E. Highlight the item to be transferred.
F. Click on modify vol/copy button.
G. The vol/copy tab will be highlighted
Call number info:
• Call number: check call number for the proper volume information
• Class scheme: check – adjust to material in hand
MONO-SER – monographs, multi-volumes; LCPER – serials; etc.• Library: IVY
Copy info:
• Item ID: enter barcode if not present
• Type: check – adjust to material in hand; DO NOT USE IVY Type BOOK, BOUND-JRNL, etc.
• Home location: IVYANNEX
• Current location: IVYANNEX – defaults to HOME LOCATION
• Library: IVY
Staff area note:
• Add a transfer note: tran from [location] [ID] [date]
Ex: tran from ald cmd4s 9/7/04
Please use the following abbreviations for the location
Alderman: ald
Astronomy: ast
Bio-Psych: bp
Chemistry: ch
Clemons: cl
Education: ed
Fine-Arts: fa
Math: ma
Mt-Lake: mtl
Music: mu
Physics: ph
Sci-Engr: se
Spec-Coll: sc• Click on ok to save the changes
• It is very important to be consistent when adding the transfer note. Once items are moved to the annex, staff will want to use reports to follow up and keep track of what has been transferred.
• Click on make more changes
H. Once the item record is updated; the Marc holdings record must be edited with correct holdings for the sending library (remove the transferred volume(s))
Not removing all volumes from the sending library
• Click on the marc hldgs tab
• Click on the platform for the marc holdings record (location from which the volume is removed
• Click on the marc hldgs tab
• Click on the platform for the mhld record (location from which the volume(s) being removed)
• The mhld record will display
• Remove volume(s) by editing or deleting 866 fields
• Click on okLast volume removed from the sending library
• Click on the platform for the marc holdings record
• Click on Remove Serial Holdings Record
• Check box for the marc holdings record
• Click on ok*Remember, do not delete marc holdings records with Serial Control records attached. In this case, remove and delete 866, 867, 868 field only.
I. The Marc holdings record must be edited or created with the correct holdings for IVYANNEX (the receiving library)
If there is an existing marc holdings record for Ivy Annex update the marc holdings by creating or editing the 866 field with the holdings.
Add volume to an existing marc holdings record
• Click on the marc holdings tab
• Click on the platform for IVYANNEX
• Add or edit a 866 field to reflect the new volume
• Ex.: 866 _0 |81|av.1-44 (1920-1982)Follow established standards for inputting volume information found in the Cataloging Procedures manual at www.lib.virginia.edu/cataloging/manual/appendices/appx21.html
• Click on ok to save the changes
If there is a not an existing marc holdings record for Ivy Annex create a marc holdings record. The holdings records should be created with the location IVYANNEX.
• Click on the marc holdings tab
• Click on add holdings button
• Enter library IVY and click on ok
• A holdings template displays.
• Fixed fields: accept defaults
• Edit
852 |c Location in all caps: |c IVYANNEX (no spaces between -delimiters
866 Enter volume information
Ex.: 866 _0 |81|av.1-44 (1920-1982)Follow established standards for inputting volume information found in the Cataloging Procedures manual at www.lib.virginia.edu/cataloging/manual/appendices/appx21.html
• Click on ok to save the changes
J. Statistics
Count all statistics and send monthly to Teresa Brown in Cataloging Services. Statistics may be sent to Teresa by email @ tib@virginia.edu or by completing the monthly size of collections statistics forms found at http://www.lib.virginia.edu/cataloging/policies/size.html
Print material
- Record the number of volumes transferred, counting both “Transfer From” and “Transfer to Ivy Annex”. This is a count of volumes transferred, not titles. When totally for the month, the “Transfer From” and “Transfer To” columns must have the same total.
Non-Print media:
- Transferred non-print material should never be counted on the print statistics sheet.
- There are no separate columns for these items
- Report the count for transfers as negative and positive numbers in the appropriate category and library
Example: Alderman transferred 10 microfilm From Alderman to Ivy Annex
Report the count under the Microfilm category under total pieces not new titles.
-10 pieces in the Alderman column
+ 10 pieces in the Ivy Annex column
