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--- deleting_records_in_aleph_simple_instructions [2010/04/02 21:26]
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+++ deleting_records_in_aleph_simple_instructions [2015/05/13 18:36]
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-(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: ====
-  - Enter a character in the Internal Note field under __3. General Information (2)__ if necessary.
-  - Fix irregularities in the item. (For example, if numbers are present in Enum.Level.2(B) under __5. Serial Levels__, but not in Enum.Level.1(A)(vol.), enter a character in Enum.Level.1(A)(vol.)
-  - Delete item.
-==== 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 than other items 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.  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.
-==== 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.
-//[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//.