Updated 20170317 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.* 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.

--*Items measuring over 26 cm (either height or width) flagged for transfer to STACK collection are transferred to FOLIO collection 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 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 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. Do not damage the book.
   If barcode is on upper left of front cover, leave it. 
6. Edit Item Status –
        REF collection = 3  Non-Circulating
        STACK collection = 1  General coll.
        FOLIO collection = 1  General coll.
7. Wand in the new barcode
8. Cross out the spine label
9. Remove the Yellow Dot on the spine or cover, if it has one (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.