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deleting_records_in_aleph_simple_instructions [2010/04/02 17:26]
ldegozzaldi
deleting_records_in_aleph_simple_instructions [2019/01/07 12:20]
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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. 
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-===== 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. 
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-==== 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. 
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-==== 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]]//​. 
deleting_records_in_aleph_simple_instructions.txt · Last modified: 2019/01/07 12:20 (external edit)
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