====== Depository Transfer Instructions: Monographs ======
 
===== Items Remaining In UMA50 =====

  * ALEPH tab settings (upper left corner of screen) should be:
     * Connect to = FCL01
     * Select ADM Library = UMA50
  * Wand in Barcode in Aleph’s Item line, bring up Bib.
  * CTRL+N (or CATALOGING tab, Duplicate Record). 
  * Click OK through (11) screens.
  * Click OK to FCL01 in Select Library box.
  * Change OWN field to DP.  Ctrl L to save.  Check for LKR field.
  * Change ALEPH tab setting to:
     * Select ADM Library = DEP50
  * Double-click ITEMS under DEP50 (last item on Bib tree, lower left screen)
  * Click NEW for new item.
  * Fill in the following item tab 2 fields (by macro):
     * Sublibrary = UMDPT
     * Collection = UDBKS
     * Material Type = BOOK
     * Call Number Type = 8
     * Description and Enum Level1 filled in for multiple volumes.  (This is important.  Our student won't catch it.)
     * Item Status = 
         * 01 for regular monographs (06 should be changed to 01) 
         * 02 for theses 
     * Item Process Status = TR 
     * Check Temporary Location Box.
  * Wand barcode into Item record.
  * Add Circulation notes if necessary (i.e. "3 maps in end pocket - date - initials").
  * [If boxing items, fill in Tab 3 fields (by macro): Internal note field should display box number, “Box ### - date - initials” and any bindery notes should be deleted.] 
  * Click HOL Links (Item tab 6), then CREATE NEW, then EDIT.
     * OWN field = DP.
     * Tab down HOL record to field 852
         * 1st indicator is 8.
         * Delete LC call numbers found in subfield h and i.
         * Make sure 590 JSTOR note is present if applicable. “JSTOR TITLE. (Transferred to FCD, date, initials)”
     * [THESES ONLY.  Create a new field with the url for in-house use in the 856 55 field. For an example to copy see Sys# 4887826.]
  * Save changes to HOL (Ctrl L).
  * Change ALEPH tab setting back to:
      * Select ADM Library = UMA50
  * Delete Item from UMA50 record.
  * If no other items are linked to the HOL (but there is another HOL), delete UGEN HOL.  To delete: click the HOL Links tab, click the HOL record, click Edit, Ctrl R.
 
===== Tips and Troubleshooting =====

==== Admin Records (UMA50): ====

  * Usually we delete UMA50 records on Depository bibs.  If an order record is attached and cannot be deleted (needs higher permission), either let it go through or, if there are a group of volumes, ask a serials person to delete the order records.

==== Bunker Trays: ====

  * Maximum size for items sent to Bunker is 14” wide x 24” tall.
  * Bunker trays beginning with U are UMass volumes.

==== Electronic Copy Remaining in UM ====

  * Retain the UM Bib and Hol for the electronic item.  Delete the HOL for items being sent to the Depository if all items on that HOL are being sent.

==== FCDPT Existing Records and Items: ====

  * When adding a UMDPT item to a Bunker record with FC items, use UM codes (UMDPT / UDBKS).  The checked temp location box allows this without changing the HOL.  HOL record codes should not be changed.

==== LKR Fields: ====

  * Check bound-withs and x-links.  New x-links need to be created when in the DEP50 admin.

==== Missing Volumes: ====

  * See Depository Transfer Instructions: Ser & Pers.

==== OCA Project: ====

  * Add Internal Note to the UM Box #### note: “Scanned for OCA Digitization Project – date – initials.”

==== Packing Slips ====

  * Monographs do not need a packing slip.

==== Statistics ====

  * Monographs should already be linked so should not need to be counted.

==== Theses and Dissertations: Variations from Monographs ====

  * Check Bib to see if there should be an accompanying CD-ROM.  If so, check back pocket to be sure it is included.
  * Item Status = 02 for theses
  * Insert in-house use URL into the 
     * HOL: 856 55  For an example to copy see Sys# 4887826.  
  * No spine labels for theses being sent to the Bunker.

==== URL text ====

  * 856 55 |uhttp://www.fivecolleges.edu/libraries/depository/forms/request_book|zRequest item from Five College Depository for use in UMass Special Collections and Archives

--- //[[cknapp@library.umass.edu|Primary contact: Catherine Knapp]]//