Contents
Search
W.E.B. Du Bois Library Cataloging Manual

TRANSFERS OF MONOGRAPHS

CONTENTS

I. General information
    A. Shelflist cards
    B. Innopac records
    C. Barcode labels
    D. Rebind or repair
    E. Authorized staff
II. Transfer procedures
    A. All copies/volumes being transferred
    B. Some copies/volumes being transferred
III. Transfers within Physical Sciences or Morrill
IV. Items unavailable at time of transfer
    A. Items charged out
    B. Items not charged out

Return to top of page
 

I. General information

A. Shelflist cards
1. Shelflist cards are maintained in the Main shelflist for all locations, and in the other locations that have shelflists.   2. We usually correct information on Main shelflist cards by hand. For transfers, a location on a shelflist card may be crossed out, changed, or added by hand.   3. If all copies/volumes of a title are being transferred out of a location, and there is no need to re-use the shelflist card from that location for the new location, the shelflist card may be discarded.   4. Copy and volume holdings information are pencilled on shelflist cards.   5. In cases where it is necessary to create a new shelflist card for a location, this process is done through OCLC, using the same OCLC record number, if at all possible, that was used for the existing record in Innopac and modifying the OCLC record to duplicate or enhance the Innopac record. As long as the same OCLC record number is used, the new record will overlay the existing Innopac record correctly. If a different OCLC record number is used, the OCLC number on the existing Innopac record must be changed to force an overlay.


Return to top of page

B. Innopac records

  In Innopac, there is usually one bibliographic record for all copies of a work in all locations. Unless the bibliographic record needs improvement, a transfer ordinarily entails correcting location and possibly copy information in item records, and sometimes location in bibliographic records. If the bibliographic record needs modification, and no new cards are required, the modification can be done directly in Innopac. Put the volume and the correction request form on the unsorted monographic relabel shelf. If more than one record was used for a title in its different locations, refer the problem to the Assistant Head of Information Processing.


C. Barcode Labels

 1. All barcode labels for linked volumes in the Main Library have black dots or stars on them. If a transfer to Main brings in a volume with a barcode label without a dot or a star, add a black dot; if the barcode label has a red dot, ink over the red dot to make a black dot. There is no need to white-out or attempt to remove a dot when the volume is going from Main to another location.   2. Any volumes that arrive without barcode labels need to be barcoded and have new item records created or "dummy" item records updated.


D. If a transferred item needs to be rebound or repaired, complete the transfer process and give the volume to the Preservation and Repair Unit Supervisor in Information Processing.

  E. All transfers are done entirely by Information Processing staff, except those entirely within the Physical Sciences or Morrill libraries (e.g., stacks to reference or vice versa). For these transfers, see section III of this document. Return to top of page
 

II. Transfer procedures

 A. If all copies/volumes from a location are being transferred:   1. If the item is an added copy/volume to a title already in the new location:   a. Cataloging Assistant: 1. Correct holdings information on the shelflist card for the new location to reflect the transferred volume(s).   2. Discard the shelflist card for the old location.   3. Put volume(s) on the unsorted monographic relabel shelf. Include pertinent information, such as the transfer form, in the volume being transferred.   b. Relabel Shelf Supervisor: 1. Change location and copy information in appropriate bibliographic and item records. Barcode and add item records if required. If appropriate, add "L" in an 035 field in the bibliographic record and send a printout to the Linking Project.   2. Put volume(s) on the shelf of monographic relabels ready for end processing.   2. If the item is not an added copy/volume to a title in the new location:   a. Cataloging Assistant: 1. Cross out old location and write in new location (if appropriate) on the shelflist card.   2. If new location needs a shelflist card (e.g., transfer between branches) mark up an OCLC record to create the card through OCLC. If the OCLC record number has changed, indicate this on the transfer form.   3. Put volume(s) on the unsorted monographic relabel shelf. Include all associated documentation, such as transfer form, OCLC or Innopac copy, etc., in the volume being transferred.   b. Relabel Shelf Supervisor: 1. Change information in bibliographic and item records as appropriate. Barcode and add item records if required. Add "L" to an 035 field in the bibliographic record if appropriate.   2. Put volume(s) on the shelf of monographic relabels ready for end processing.
    Return to top of page

B. If only some copies/volumes from a location are being transferred:

  1. If the item is an added copy/volume to volume(s) already in the new location:  
a. Cataloging Assistant: 1. Correct holdings information on shelflist cards for both locations.   2. Put volume on the unsorted monographic relabel shelf. Include all associated documentation, such as transfer form, in the volume.   b. Relabel Shelf Supervisor: 1. Change location and copy information in appropriate item records. Barcode and add item records if necessary. Add "L" in an 035 field in the bibliographic record if appropriate.   2. Put volume on the shelf of monographic relabels ready for end processing.   2. If the item is not an added copy/volume to volume(s) already in the new location:   a. Cataloging Assistant: 1. Mark up an OCLC printout to produce a new shelflist card for the new location, adding copy/volume holdings to the printout as required. Use the same OCLC number if possible, but if the OCLC number has changed, indicate this on the transfer form. Reconcile differences between the records in Innopac, the shelflist card, and OCLC. The Innopac record need not match exactly the existing shelflist card.   2. Correct the holdings information on the shelflist card for the old location.   3. Put volume on the unsorted monographic relabel shelf. Include all associated documentation, such as transfer form, OCLC printout, Innopac printout, etc.


b. Relabel Shelf Supervisor:

 1. Change location and copy information in appropriate bibliographic and item record. Barcode and add item record if required. Add "L" to an 035 field in the bibliographic record if appropriate.   2. Put volume on the shelf of monographic relabels ready for end processing. Return to top of page
 

III. Transfers within Physical Sciences or Morrill

 
The transfer of a title from the reference collection to the stacks, or from the stacks to reference, is done by the branch staff. It is their responsibility to correct item record information and update their own shelflist. Branch staff should notify the Monographic Record Corrections Coordinator in Main of such transfers so that the location and holdings in the Main shelflist can be updated and new cards can be produced, if necessary. Return to top of page
 

IV. Items unavailable at time of transfer

 A. Items charged out on Innopac   1. Catalog Assistant   Record the holdings information on the shelflist card as though the transfer had been completed, but add a parenthetical note after the unavailable item "(not yet transferred from )."   2. Relabel Shelf Supervisor Put a MESSAGE in the item record, with date and initials, for the unavailable item: "Return to Info. Proc. for transfer to ." Do not change the location until the volume is returned and can be re-labelled.   Return to top of page

B. Items not charged out on Innopac

 
1. Cataloging Assistant a. Record the holdings information on the shelflist card as though the transfer had been completed, but add a parenthetical note after the unavailable item: "(not yet transferred from )."   b. Ask the Circulation Dept. to begin a search for the unavailable item. If the volume is charged out on the old circulation system, put a hold request on it for Information Processing.   2. Relabel Shelf Supervisor a. If there is an item record for the unavailable item: Put a MESSAGE in the item record, with date and initials: Not located--if found, return to Info. Proc. for transfer to ." Do not change the location until the volume is returned and can be relabelled.

b. If there is not an item record for the unavailable item: Create an item record for the item with the pre-transfer location. Put a MESSAGE in the item record, with date and initials: "Not located--if found, return to Info. Proc. for transfer to ."
 
General information    Transfer procedures    Transfers within Phys Sci or Morrill    Items unavailable
Return to top of page

Cataloging Manual Contents Page

Cataloging Manual Search

11/11/94 - R2 / HTML 10/18/00

Copyright 2000 University of Massachusetts, Amherst
For corrections, comments and suggestions contact the Cataloging Manual Committee, W.E.B. DuBois Library
This is an official page of the University of Massachusetts Amherst Campus