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deleting_records_in_aleph_simple_instructions [2015/05/13 18:36] |
deleting_records_in_aleph_simple_instructions [2019/01/07 17:20] 127.0.0.1 external edit |
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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 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. 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]]//. |