==== PAGE OUTDATED ARCHIVED ====
(Aleph Workflow-Information Resources Management)
(Working Draft, 4/1/10) 

====== Deleting Records in ALEPH (simple instructions) ======

//NOTE:  These instructions are for deleting a bibliographic record.  However, in some cases you may want to **only** delete one or more of the attached records (HOL, ADM, Order, etc.).  The following instructions will also apply.// 

Open bibliographic record in Cataloging Module

===== Delete Items and HOL =====
Open list of items (if any).  Delete or transfer all items from record.

==== To Delete Items: ====

  - Highlight the item you want to delete.
  - Click on the Delete button.
  - Click on yes on the pop-up.

==== To Transfer Items: ====

  - Unlink items from HOL record.
  - Make sure no item has an order record number present under __3. General Information (2)__
  - Open a split screen, and call up bibliographic record to which you want to transfer items **(BIB#2)**, so that it is side-by-side with the record you want to transfer from **(BIB#1)**.
  - Click the “overview tree” button (2nd icon from left on the top right of Cataloging screen, with three little squares)
  - Drag the items to be transferred from **BIB#1** to the ADM of **BIB#2**.  //NOTE:  This will be a different place from where other items are attached to **BIB#2** (under an HOL).//  Click off “overview tree” button.
  - Go to item list of **BIB#2**.  Link transferred items to correct HOL.
  - Close **BIB#2**.

Once no more items exist on the bibliographic record to be deleted (**BIB#1** above), you can delete the HOL.  You might get a green note that the HOL is attached to a subscription, but you can override this.

===== Delete ADM, Order, Subscription =====

The ADM **cannot** be deleted from a bibliographic record if it has a subscription and/or order record attached.  Subscriptions and order records must be deleted in the Acquisitions Module.

==== To Delete Orders and Subscriptions: ====

  - Open Acquisitions Module by clicking the four-dot icon (first one on left) at right-hand **bottom** of screen.  
  - Click ALEPH tab in the top left-hand corner in the Acquisitions Module.
  - Highlight CONNECT TO… and choose the ADM you wish to delete (or example, UMA50 for UMass, AMH50 for Amherst, etc.)
  - Return to bibliographic record in the Cataloging Module, by clicking the long tab on the bottom of the screen. 
  - Push the record into Acquisitions by clicking Open Acquisitions Record (four-dot icon) on the right-hand **top** of the screen.
  - Highlight [L] Order List and delete order record if one exists.  //NOTE(1): If there is money encumbered, you will get a warning message.  In this case DO NOT delete order.  The ADM and bib. record need to stay in the system.  Insert a STA SUPPRESSED field into the bib. NOTE(2): Order records may also be transferred to a more appropriate bib, using the "overview tree."  NOTE(3): If order record status is "SV" (Sent to Vendor) it is still active.  Either transfer it per NOTE(2) or bring it to the attention of Acquisitions staff before deletion.//
  - Click the “stack of books” (Serial), highlight [L] Subscription List (1), and delete subscription.

==== To delete ADM and bibliographic record: ====

  - Return to bibliographic record in the Cataloging Module.  Highlight ADM record and call it up on the screen.  Hit Control-R (or Edit Text) to delete it from the server.
  - Delete bibliographic record from the server.