Linking Project Prescreening in Aleph

This document outlines the process of preparing Aleph records and printouts for Linking Project screeners and barcoders.

Search by call number (if unable to locate record by call number see Tips below). Click on title. Verify Bib#. Ser anals should not be prescreened(see Tips below).

Item Records

  • Correct enum and chron levels of linked items to set up the sorting pattern for Linkers (see Tips).
  • List “Linked” items on right side of barcoding sheet. If the list is too long, items may be printed out by copying from OPAC to a Word document.
    • List the first item in full to demonstrate format. The remainder can be an abbreviated list (i.e. “v.2-9” without dates). Periodicals and serials use “v.” and “no.”, not native descriptors such as “Bd.” and “t.”
    • If no items are linked, use a 0. If all are linked, write “all” but if there is any doubt (that a supplement might be missing etc.) list linked volumes.
  • Delete any old unbound issues that were carried over from III. These often have BF or ZZ in the Item Process Status and dashed barcodes. Delete extra dummy items but not electronic items which have dashed barcodes. Leave currently received pattern-generated items intact. Cat sep unbound issues are treated the same way.
  • If there are dates in parentheses in the item description, take out the parentheses. These dates were added from other sources and should not be included in the HOL record holdings statement. Add a note to the HOL: 952 x “No cover date on issues; date assigned from other source.”

Holdings Record

  • Use the back of the sheet for notes to screeners. Put an arrow on the front of the sheet if there are notes.
  • “Inc.” List incomplete volumes ( or numbers, dates). Then return to items and add “LACKS” AND “HAS” notes if able to determine what we have. Let the screener know which notes have been added (or that they have all been added).
  • “Added copies:…” Note added copies and delete the field or partial field in the HOL record.
  • “Oversize” Put a note on the front of the sheet above holdings statement.
  • “Supplements accompany some volumes.”
  • “Non-Circulating” Item records should have Item Status = 03
  • URF Reference HOL record (see Tips).
  • Add anything unusual, such as Indexes (include numbers).
  • Update the 866 holdings to the new format if it is easy and there are no incompletes (see Tips, Holdings statement reformating). Add indicators “41” only if updating to the new format.

Bib Record

  • Check LDR field for monographs (m). Write “mono” on top right corner of barcoding sheet.
  • 362: Check against holdings. If the holdings are not covered by the 362:
    • Make a note on reverse for screener to verify.
    • Check for the record to which the overlapping holdings belong by checking the 780 (prior) and 785 (subsequent) fields. If you have a sheet for the overlap record, note that it may need an x-link.
  • Frequency. If the frequency is anything unusual (other than monthly, quarterly, yearly etc.) make a note. It is especially useful to the screeners to know if a publication is biennial.
  • 780 and 785: If the 2nd indicator is anything other than a 0, 2 or 3, make a note such as: “785 17(2) x-linking?”

OPAC Check

  • If there are linked items check public view for
    • Incompletes without LACKS/HAS notes.
    • Due date: any items checked out , in reserves or “Expected by” (older volumes that were mistakenly not arrived).
    • Sorting problems.
    • Item status that means the volume would not be on the shelf such as “In Repair”(make a note).

Tips and Troubleshooting

"Billed" Items

If an item is “Billed” for over 2 years, bring to Gary's attention. If less than 2 years, leave as is.

If a bound volume includes two different complete serials, use years only in the Description. Example: Description for v.1 1927-28 and v.1-3 1932 would be “1927-32”.

Call number search fails

If unable to locate record by call number, type in the Bib#, go to the HOL record and type a “0” into the 1st indicator of the 852 field. Check the 852 for correct display of the call number in h and i subfields.

Call numbers

Prescreen entire call number before passing sheets on to screeners. There have been some cases of widely split and interconnected records which have required Lucy-The-Expert to sort out.

Current Newspapers and Magazines, 5th Floor

The list of Current Newspapers and Magazines is available on the wiki:

A 952z note should be present in the Holdings record: “Unbound issues in Current Newspapers & Magazines area, 5th floor.”

  • If the title is “Current Year Only” see that section below.
  • Collection codes for unbound items: UPERC is for current periodicals on the 5th floor, and UCOLB is a second copy kept for binding. UCOLB items should be suppressed.

Current Year Only

In the Cataloging module the record:

  • Delete bad III boxes.
  • HOL record needs a 952 z note, “Latest vol./year only retained.” or “Current year only.”
  • Closed records:
    • If there is a 590 note in the HOL record, “Cancelled: record closed” or “Ceased per OCLC (or vendor etc.)”, ensure that items agree with what what is in stacks. If not bound, bring down for bindery person.
    • If Acquisitions module has an order status other than “SV” the record is closed and there is no 590 cancelled/ceased note, instruct screeners to bring vols down for serials catalogers.
  • Open records (Acquisitions order status = SV):
    • A dummy item is needed, with the note, “Latest vol./year only retained.” Can use “edition” etc.
    • Possibly there will be linked items. Ensure there are only items for vols. on shelf representing the current year. Instruct linkers to bring down earlier years for discard.

Enum levels

Below are the most likely problems. Other enum levels only need to be spot checked.

  • Descriptions beginning with years should have dates in both enum and chron levels.
  • Descriptions beginning with “no.” often have the 1st enum number in the 2nd enum field. This needs to be moved to the 1st enum field.
  • Descriptions containing months in existing items often need the 2nd enum field filled in.

Holdings and incompletes that are long or difficult to read

If they are copied to a Word document, organized and printed out screeners can use them as a worksheet, especially if holdings need to be verified.

Holdings and suppressed items

If items are suppressed they should be removed from the holdings statement. Because the item still exists (suppressed), there is no need for a 590 note in the HOL. If the item is “Bill paid” and is over 2 years old, delete the item record as well.

Holdings statement reformatting

The 866 field is most easily updated to the new format if there is an item record already linked (so that the description is known) and there are no incompletes (brackets in the old style). It is okay if the bib's 362 uses a different format. We are not taking the time to reformat all holdings to the new style, only those that are easy. Updated 866 41 fields use commas to show gaps and semicolons to show changes in format (comma trumps semicolon). Two slashes indicate that we own all holdings represented in the bib 362. A reformated 866 field needs indicators 41. Here are some examples with correct spacing:

  • v./no. format: v.2:no.4 (1974)-v.4:no.3 (1976), v.5:no.2-13 (1977), v.6 (1977)-v.13 (1985)
  • Volume spanning more than one year: v.15 (1986/1988)-v.17:no.3 (1989/1990), v.18 (1990/1991)
  • Months (used when v. lacks numbers): v.9 (1972)-v.10 (1973:Mar)
  • Currently received (use dash at end): v.14:no.6 (1977)-v.17 (1980)-
  • Page numbers: v.25 443-577 1947
  • Years: 1940, 1942-1944
  • Dates: 1960:Apr 25-1996:Oct 10
  • Volume crosses two years: v.1 (1967/1968)-v.3:no.3 (1969/1970), v.3:no.5 (1969/1970)-v.5 (1971/1972)
  • Change in format: 1940, 1942-1944; 1945/1946-1977; new ser.:v.1 (1978)-v.6 (1979), v.8-v.9 (1981), v.11 (1982)-v.30 (1999)
  • Change in format without interruption: v.4-v.5; v.6 (1977)-v.8 (1979)
  • Change in format with incompletes: v.1 (1962)-v.18 (1963); new ser.:v.1 (1964)-v.9:no.2 (1972), v.9:no.4-5 (1972), v.10:no.1 (1973), v.11:no.2-6 (1973), v.12:no.4 (1975)-v.14:no.4 (1977), v.14:no.6 (1977)-v.17 (1980)
  • Incompletes difficult to determine or too numerous to list: v.1-v.145 (with gaps)
  • Multiple levels: ser.3:v.2 (1957)-v.6:no.3 (1958), v.7 (1960)-v.8:no.3 (1961)
  • Ordinal numbers: 37th (1960)-38th (1961)
  • Editions: 1st ed.-4th ed.
  • Annual meetings etc.: 2nd-3rd
  • Use v.1-v.4, not v.1/2-v.3/4

No Bib 362?

Check the 008 field. If there are 9999, 19uu or uuuu in the date positions, don’t worry about a 362. If there are dates, check Connexion by OCLC number (*######## in the top field) and add a 362 to our ALEPH record if one exists.


  • 952z note: “NON-CIRCULATING”
  • Item status = 03
  • Acquisitions note in Subscription List → Subscription Info → Check-in note: “NON-CIRCULATING”

Confusing 362?

Check OCLC. If still confused, see Lucy.

Reference holdings

  • Often holdings are listed only on a URF record. Check Reference shelves for any non-current volumes to verify what should be on URF HOL. Separate and transfer holdings as necessary.
  • “Latest volume/year in Reference” note should appear on both the UGEN and URF holdings records.
  • If Reference volumes are not in Reference and may be in the process of being de-refed, add SF to the item record but leave the URF HOL and item with reference codes. Make a note to the screeners, alerting them to vols that are still URF but may be in the stacks.

Ser anals

  • Do not prescreen. Discard prescreening sheets.
  • Each ser anal cover record should have a dummy item with the following text in an OPAC note: “Search by author, title or series title for individual volumes.”

Primary contact: Catherine Knapp

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