(Aleph Workflow–Information Resources Management)
(Working Draft, rev. 5/14/10 by L. deGozzaldi from document written by Marcelle Lipke, 1/27/10)

Fly Record Processing

We are presently dealing with Fly records by deleting the Fly record to which the book in hand is linked, and re-linking the book to the proper bibliographic record in Aleph. Fly records have most of the trappings of a regular record. All components of the record must be deleted, and in the following order: Item, HOL (if there is one), Admin, Bib.

Deleting the Fly Item Record:

  1. Wand in the barcode via the Item Bar at the top left of the screen.
  2. Delete the item by first inserting text, i.e. a single letter, into the Internal Note field of the 3. General Information (2) tab. This note must be filled and the record must be updated before continuing.
  3. Click Delete in the upper pane.
  4. Delete Confirmation box will appear with the question: “Are you sure you want to delete item?” Click Yes. The screen should now be empty.
  5. Push record into Cataloging by clicking the Edit BIB Record button at the top right of the screen. The Fly Bib will appear on the screen. In the Navigation Tree under Edit Records (on the top left of the screen), the FCL01 (bib. number) should be highlighted.

Deleting the Fly HOL, Admin, and Bib Records:

Start by recognizing the various components of the record in the Record Manager Window on the bottom left of the screen:

  1. FCL01 = Bib number.
  2. FCL60 = HOL number. (There usually isn’t one, in which case it should read: “No records available.”)
  3. UMA50 = Admin number.
  4. ITEMS = Item record. (It should read “No ITEMS available” because you just deleted the Item.)

IF there is a HOL Record:

  1. It must be deleted after the Item and before the Admin and Bib.
  2. Find the HOL record in the Record Manager window and double click on it.
  3. On the toolbar click Edit Text. On the drop-down menu, select Delete Record from Server. The Aleph Catalog box will appear with the question: “Delete record from server?” Click Yes. NOTE: This can be accomplished also by keying Ctrl R + “Yes.” The HOL should be gone.

IF there is no HOL Record (this is normal):

  1. Find the Administrative Record (UMA50) in the Record Manager window. Double click on it. The Admin Record will now fill the screen. In the Navigation Tree under Edit Records (on the top left of the screen), the UMA50 (Admin number) should be highlighted. If a gray screen appears, click OK box at upper right.
  2. On the toolbar, click Edit Text. On the drop down menu, select Delete Record from Server. NOTE: This can be accomplished also by keying Ctrl R + “Yes.”
  3. The Bib record should now occupy the screen. (Confirm this by looking at the Navigation Tree under Edit Records.)
  4. The Fly record is now minus both HOL and Admin records. In the Record Manager window, UMA50 should read: “No record available.”
  5. It's time to delete the Bib record–just as you have deleted the Administrative Record above. The screen should now be blank. The Fly Record has been deleted.
OWN Field Problems:
   * When you try to delete the Bib, OWN field problems might arise.
   * If so, the following window will appear:
     Remote service error
     You are not authorized to edit this record based on existing “OWN” fields.
   * Click OK.
   * The Bib can be deleted only by a cataloger.
   * Jot the Bib number down on a list: “OWN Field Problems” for a cataloger to delete later.  


The book is now ready to link as usual.

Special Linking Instructions for Federal Gov. Docs.

The Gov. Docs. department feels that a partial list of linked items is confusing to the patrons, and has requested that the linked items in such a list be suppressed from public view. If all items of a particular title are linked, they do not need to be suppressed.

The following instructions apply only to Federal Gov. Docs. shelved in the Gov. Docs. dept. These documents will have Sublibrary and Collection codes of UMDUB UDGEN, and SUDOCS numbers, for example, ED 1.102/2-2:ST 94x (searchable under [B] Browse in the Navigation Tree, under Headings List: Gov. Doc. Call Numbers). They also apply only to multiple-volume sets (such as serials) which are not all linked.

When linking the book in hand to its proper Gov. Docs. bibliographic record:

  1. There should be one dummy item in the item list. Leave as is. Do not delete or alter to match the book in hand.
  2. After linking the item and filling in the proper codes, enter SU (for suppressed) in the Item Process Status field under 2. General Information (1).

Primary contact: Lucy deGozzaldi. Primary contact: Marcelle Lipke

fly_record_processing.txt · Last modified: 2019/01/07 12:20 (external edit)
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