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Transfers Procedure

Rev. 7/30/09 by ASHM

Updated 20170822 VS

This procedure is for processing items being transferred from one collection to another in Aleph.  Most of the transfers are from Reference to Stacks or Folio*. For other types of transfers, the same procedure applies but the correct collection code and item status may be different from what's in this procedure.
Note: if BC already has a same copy in Stacks/Folios write a note - "Transfer duplicates", .*

Go to the bottom for transfers from Gov Doc to REF or STACK or FOLIO.

Do not use this procedure for transfers into Special Collections. Use Special Collection procedures.

--Note:  If BC already has the same item in the destination collection (collection being transferred to), write a note - “Transfer duplicates,” insert it in the book.  Send duplicates to Collection Management Librarian for review. Note: Please refer to "Procedure for Physical Processing of Transfers" for physical processing procedure..

--*Items measuring over

...

26 cm (either height or width) flagged for transfer to STACK collection are transferred to

...

FOLIO

...

collection

...

  1. Open Aleph Cataloging Module.
  2. Search by barcode on the back cover.
    • If no barcode is found, give item to the Database Management Librarian.
    1. If this is the only copy/vol.:
      1. Change Item Status from "03" to "01".
      2. Wand in new barcode.
      3. Click "HOL Links".
      4. Edit HOL and change 852 c from "REF" to "STACK".
      5. Save to server.
      6. Insert a "Relabel" flag in book.
      7. With a pencil, cross out the spine label.
    2. If this is a multi-vol. set and all vols. are being transferred:
      1. Change Item Status from "03" to "01".
      2. Wand in new barcode.
      3. Repeat steps 1-2 for each vol.
      4. Click "HOL Links".
      5. Edit HOL and change 852 c from "REF" to "STACK".
      6. Save to server.
      7. Insert a "Relabel" flag in each vol.
      8. With a pencil, cross out the spine label
    3. If BC holds multiple copies/vols. and this is the only item being transferred:
      NOTE: If item list shows earlier edition/year item(s) in reference, check the truck to see if the earlier edition/year is on the truck to be processed, if not, consult with Drew Alfgren (alfgren@umbc.edu. 5-3608) if the earlier edition/year should also be transferred.
      1. Change Item Status from "03" to "01".
      2. Wand in new barcode.
      3. Click "HOL Links".
  1. #* If NO "BC-BC STACK" already exists:
      1. Check REF HOL for the presence of 866 (summary holding). If yes, give the item with a printout of the bib. record to Database Management Librarian. If no, go to 2.
      2. Unlink Item from REF HOL.
      3. Create new HOL for STACK.
      4. Edit new HOL and change 852 c from "REF" to "STACK".
      5. Check and make sure the call number matches what's on the book. Edit subfields "h" and "i" if needed.
      6. Add OWN tag.
      7. Save to server.
    • If "BC-BC STACK" already exists:
      1. Check STACK HOL for the presence of 866 (summary holding). If yes, give the item with a printout of the bib. record to Database Management Librarian. If no, go to 2.
      2. Unlink Item from REF HOL
      3. Highlight "BC-BC STACK".
      4. Link to item.
      5. Make sure the call number matches what's on the book.
    • Insert a "Relabel" flag in book.
    • With a pencil, cross out the spine label
    1. If BC holds multiple copies/vols. and more than one items are being transferred:
      1. Transfer the 1st item following the steps in C. 1.-4.
      2. Highlight the next item to be transferred in the Item List.
      3. Change Item Status from "03" to "01".
      4. Wand in new barcode.
      5. Click "HOL Links".
      6. Unlink Item from REF HOL.
      7. Highlight "BC-BC STACK".
      8. Link to Item.
      9. Insert a "Relabel" flag in book.
      10. Repeat steps 2-10 for each item to be transferred.
        NOTE:
  • Sometimes volumes in sets are separated on the truck. If after all transfers are processed, no item is left in REF collection but "BC-BC REF" remains, delete "BC-BC REF."
  • If item list shows earlier edition/year item(s) in reference, check the truck to see if the earlier edition/year is on the truck to be processed, if not, consult with Drew Alfgren (alfgren@umbc.edu. 5-3608) if the earlier edition/year should also be transferred.
    To delete the REF HOL:
    • Click "HOL Links".
    • Highlight "BC-BC REF".
    • Click "Edit" to open HOL record.
    • Delete HOL by press <Ctrl> R.
    • Click "Yes" when prompt "Delete record from server?"

...

due to size.  There is no FOLIO in the Reference collection.  

 

I. Open Aleph Cataloging Module.

II. Item work

            Collection codes are NOT changed in the item. They are changed automatically when the Holding record they are linked to is edited.

  1. Check for collection for transfer. There should be a note or flag.
  2. Wand in the barcode to open the item. Check both front and back covers for barcode. If there is no barcode, set aside.
  3. Match the title and the call number on the book with the record in Aleph.
  4. If there are multiple BC items, and you have all of them, proceed.
    If you do not have all BC items attached to the bib record, send an email to person coordinating the transfer. Include system# of bib record, number identifying the missing items (e.g. volume number, etc.).
    Set items aside until you have them all, or directions on how to proceed. If only some items are being transferred, an additional holding for the new location will need to be added. Seek assistance if needed.
    Go back to beginning with a different item.

  5. If barcode is on upper left of front cover, leave it, and go to step 6.
    If barcode is NOT on upper left of front cover, remove it and replace with new barcode on upper left of front cover. 
         Peeling off the top layer is fine. Try not to damage the book.
         A transfer from Leisure Reading will have a dust jacket and book cover. Remove these and place new barcode on the upper left of front cover.
  6. Edit Item Status –
         REF collection = 3  Non-Circulating
         STACK collection = 1  General coll.
         FOLIO collection = 1  General coll.
  7. If you have not replaced barcode, save to server. 
    If you have replaced the barcode, wand in the new barcode. This will save the item to server.
  8. Cross out the spine label
  9. If it has a Yellow Dot on the spine or cover, remove it (REF books have Yellow Dot).
  10. In the book on TP verso, write the new collection and call number, or edit as needed. (erase REF if coming out of Reference, write FOLIO if going into FOLIO, write only call number for STACK)
  11. If the book being transferred out of Reference to a circulating collection, cross out the REFERENCE BOOK DOES NOT CIRCULATE stamps on the first page of the book.
  12. Place a RELABEL slip in the book at the TP verso. Remove the Transfer slip. 
  13. Repeat above until all items on bib record are done, then go to Holding work

III. Holding work  

  1. Click tab 6—HOL Links
  2. Click Edit button on right
  3. In HOL record edit 852 $c to match the destination collection
         REF = Reference collection
         STACK = Stacks collection
         FOLIO = Folio collection in Stacks for books over 26 cm height or width
  4. Save to server.

IV. Place completed books on the daily truck for labeling.

V. Taking statistics:

  1. DBM statistics:
    Mark HOL edited for each HOL edited
    Mark ITEM edited for each ITEM edited

  2. Collection statistics:
    On ADDITIONS page
         a. Write “tr” in Type column for Transfer
         b. Record number of titles and volumes in columns for the collection being transferred into using the Non-Purchased columns
             Non-Purchased General Coll for STACK or FOLIO

    On WEEDS/SUPERCEDES/TRANSFERS page
         a. Write “tr” in Type column for Transfer
         b. Record number of titles and volumes in columns for collection being transferred from

          Note: the count for ADDITIONS and WEEDS/SUPERCEDES/TRANSFERS should be the same.  For multi-volumes, count 1 title and each item as a “volume.”  For example, a 5-vol. set should be recorded as 1 title, 5 volumes. 

 

Transfers from Gov Doc to REF or STACK or FOLIO

   Gov Doc items generally do not have a barcode. Generally you can retrieve the bib record and item via a title search.

 I. Item work

    Collection codes are NOT changed in the item. They are changed automatically when the Holding record they are linked to is edited.

  1. Match the title, page numbers, etc. with the record in Aleph.
  2. If the record is a Serial record, set it aside.
  3. Check the bib record for an LC call number field. 
    Apply regular copy cataloging criteria for call number field. 
    If there is no LC call number field in the record, or a problem with the field that is present, set it aside.
  4. If there are multiple BC items, and you have all of them, proceed.
    If you do not have all BC items attached to the bib record, send an email to person coordinating the transfer. Include system# of bib record, number identifying the missing items (e.g. volume number, etc.).
    Set items aside until you have them all, or directions on how to proceed. If only some items are being transferred, an additional holding for the new location will need to be added. Seek assistance if needed.

  5. Edit Item Status –
         REF collection = 3  Non-Circulating
         STACK collection = 1  General coll.
         FOLIO collection = 1  General coll.
  6. Edit the Material Type from 
       GOV to BOOK or
       GOVB to BOOK 
  7. If there is no barcode on the item, place barcode on the front cover, upper left corner.  
    Wand in the new barcode. This will save the item to server.
  8. If there is a label with the Gov Doc number on it, cross out the number on the label
  9. In the book on TP verso, write the new collection and call number, or edit as needed. (erase REF if coming out of Reference, write FOLIO if going into FOLIO, write only call number for STACK)
  10. Repeat above until all items on bib record are done, then go to Holding work


II. Holding work

  1. Click tab 6—HOL Links
  2. Click Edit button on right
  3. In HOL record edit 852 first indicator to 0, second indicator should be blank
  4. Edit 852 $c to match the destination collection
         REF = Reference collection
         STACK = Stacks collection
         FOLIO = Folio collection in Stacks for books over 26 cm height or width
  5. 852 $h should match the LC call number field $a from the bib record
  6. 852 $i should match the LC call number field $i from the bib record
  7. Save to server.

IV. Place completed books on the daily truck for labeling.

V. Taking statistics:

  1. DBM statistics:
    Mark HOL edited for each HOL edited
    Mark ITEM edited for each ITEM edited

  2. Collection statistics:
    On ADDITIONS page
         a. Write “tr” in Type column for Transfer
         b. Record number of titles and volumes in columns for the collection being transferred into using the Non-Purchased columns
             Non-Purchased General Coll for STACK or FOLIO

    On WEEDS/SUPERCEDES/TRANSFERS page
         a. Write “tr” in Type column for Transfer
         b. Record number of titles and volumes in columns for collection being transferred from

          Note: the count for ADDITIONS and WEEDS/SUPERCEDES/TRANSFERS should be the same.  For multi-volumes, count 1 title and each item as a “volume.”  For example, a 5-vol. set should be recorded as 1 title, 5 volumes.