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deleting_records_in_aleph_simple_instructions [2010/04/02 20:50] ldegozzaldi |
deleting_records_in_aleph_simple_instructions [2010/04/02 21:28] ldegozzaldi |
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+ | (Aleph Workflow-Information Resources Management) | ||
+ | (Working Draft, 4/1/10) | ||
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====== Deleting Records in ALEPH (simple instructions) ====== | ====== 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.// | //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 | + | Open bibliographic record in Cataloging Module |
===== Delete Items and HOL ===== | ===== Delete Items and HOL ===== | ||
Open list of items (if any). Delete or transfer all items from record. | Open list of items (if any). Delete or transfer all items from record. | ||
Line 19: | Line 23: | ||
- 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)**. | - 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) | - 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 than other items attached to **BIB#2** under an HOL.// Click off “overview tree” button. | + | - 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. | - Go to item list of **BIB#2**. Link transferred items to correct HOL. | ||
- | - "X" out of **BIB#2**. | + | - 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. | 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. | ||
- | ===== Deleting ADM, Order, Subscription ===== | + | ===== 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 first, in the Acquisitions Module. | + | 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: ==== | + | ==== To Delete Orders and Subscriptions: ==== |
- | - Open Acquisitions Module by clicking on the four-dot icon (first one on left at right-hand bottom of screen). | + | - Open Acquisitions Module by clicking the four-dot icon (first one on left) at right-hand **bottom** of screen. |
- | - Click ALEPH button at the very top of the left-hand corner in the Acquisitions Module. | + | - 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.) | - 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. | - 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. | + | - 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: If there is money encumbered, you will get a warning message. In this case DO NOT delete order. The ADM and bib. record will need to stay in the system. Add a STA SUPPRESSED field into the bib. If desired, you can add a brief HOL with a 590 note explaining the situation, and STA SUPPRESSED inserted.// | + | - 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. If desired, you can add a brief HOL with a 590 note explaining the situation, and STA SUPPRESSED inserted. 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. | - Click the “stack of books” (Serial), highlight [L] Subscription List (1), and delete subscription. | ||
- | ==== To delete the ADM and bibliographic record: ==== | + | ==== 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. | ||
+ | |||
- | - Return to bibliographic record in the Cataloging Module. Highlight ADM record you want to delete, and call it up on the screen. Hit Control-R (or Edit Text) to delete it from the server. | ||
- | - Delete bibliographic record. | ||
+ | //[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//. |