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deleting_records_in_aleph_simple_instructions [2010/04/02 16:50]
ldegozzaldi
deleting_records_in_aleph_simple_instructions [2020/10/14 15:25] (current)
mbanach
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 +(Aleph Workflow-Information Resources Management)
 +(Working Draft, 4/​1/​10) ​
 +
 ====== 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.
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   - 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 leftat 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. 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]]//​.
deleting_records_in_aleph_simple_instructions.1270241447.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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