[MinervaCats] Cataloging Tip of the Week

[Ellen Conway]

Dear Minerva catalogers,

Since we have started to work on authors and titles of the week again, I
have received a few requests to review the process of transferring item
records from one bib record to another.  I've decided that this is great
topic for this week's tip.  The following is a step by step guide to this
process:

1)  Open the bib record that you are attached to (we will call it bib A)
Open the bib record that you want to move to (bib B)
Go to the top of your screen and select "Window", select "Cascade all", then
select "Tile vertically."
Bibs A and B will display side by side.

2)  Place your cursor over the "location" box in the fixed field area at the
head of Bib B, and double-click to open the "edit data" box.
Select "add location", enter your library's 3 letter code, ie. "fml", and
select "OK".  Select "Save".  This will add your library to the bib record.

3)  Go back to Bib A and open the summary screen.
Select the appropriate line for the item that you wish to move. Go to "edit"
in the upper left of the screen, and select "transfer attached".  Since Bib
B is still open, its' bib number will automatically be displayed as the one
you are moving to, but take a look at it to be sure it is correct.  Select
the record number; a box will then open asking if you want to transfer the
item but "retain source bib."  Select OK.  Your item record is now moved to
Bib B.

4)  Return to the Edit screen on bib A.  Following the steps decribed
above, remove your library's location code from the location box, and
"Save".  You are done.

Please note that if your library is the only one that is attached to Bib A,
when you are asked whether to "retain source bib", you should instead choose
"delete source bib."  Otherwise, you will have left a bib record in the
catalog with no items attached to it.

Remember that the record to which you move your item should be BETTER
than the one you are leaving, and this means that it should be as complete
and accurate as possible.  Be sure to check ISBN, name authority, title,
physical description, and all the other usual fields.  You will only be able
to transfer items belonging to *your* library unless you have an unscoped
log-in.

Please contact me if you have any questions.
Ellen


-- 
Ellen M. Conway
Maine InfoNet Cataloging Consultant
797-9464, cell ph. 329-5443
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