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Conversion of Single-part/Serial to Multi-part for
ADVANCE 6.8
and Adding retrospective holdings to a closed record set up as a Multi-part with/without a copyset.
When you find a serial record (active or inactive) set up as a single part, you must first convert the record to a multi-part serial before you can receive or create any holdings.
- Converting a record: (you must first set this up as a serials record)
- "Go to" "Pieces display"
- In the Pieces Summary screen select "Multipart/serial" - the following questions will appear:
You already have pieces, okay to continue? "Y" (yes)
Holdings will be converted to multipart format. Okay to continue? "Y" (yes)
- "Go to" "Locations display"
- In the Location Copy Summary screen, select your Location and make sure all the details are correct:
- On LINE 8- Retention Policy will be entered.
(See page 22 of NISO standards for description of the values.)
- On Line 16 "Physical format" will be entered.
The most common codes are:
"ta" which represents "Regular print."
"hd" Microfilm
"he" Microfiche
"co" Optical disc
"cr" Remote, coding for remotely accessed computer files (e.g. electronic journals)
**(Policies for remote access are still under review in the cataloging unit.)**
- "Go to" "Type of holdings display"
- Select "Add item"- which brings you to the Type of Holding Detail:
Fill in the description line by line (enter at each line, do not add extra spaces) Verify
information, including Publication type.
- Description: (Issues, Volumes, Supplements, Indexes, Microfilm, Microfiche, Computer optical disk, and Videocassettes)
- Publication Type: (0 - ISS, 1 - IND, 2 - SUP)
DO NOT FILE YET
- Select "pattern". This will take you to the Publication Pattern Summary where you
must create a new pattern or select and existing active pattern if it is correct for your
location.
- In most cases you will add a new pattern:
- Select - "Add Item" and fill in pub pattern.
- Then select "Second Screen" (Publication Pattern Second Screen)
Update as needed making sure that:
Compression is set to "2" (can compress or expand)
Caption Evaluation is set to "3" (unverified;all levels may not be present)
ENTER "Accept"
- Select "Predictions". (Publication Pattern Prediction)
Update as needed.
ENTER "Accept"
- "File"......You will be prompted:
Is this publication pattern going to be used to predict issues?
Enter "Y" for Yes.
- You will now be at Publication Pattern Summary -- "Exit"
- You will now be returned to Type of Holdings Detail -- "File"
- This takes you to Linked Type of Holdings -- "File"
- Then you are back at the Serial Copy Set Detail -- "File"
- "Go to" "checkin" and update the item in hand.
Notify cataloging of any holding changes.
If you are working with an active record proceed to Section C
If you are working with an inactive record proceed to Section B
- Creating holdings for Inactive title:
you are creating a piece in which to link your retro statement.
- "Go to" "Pieces display".
- Select "Add item" - which brings you to Online Catalogue Pieces Detail - Multipart screen
... fill in lines 1-4. (you will fill in line 7 later)
#2. Current Locn : type " ?? " (choose your location)
#3. Owning Locn : type " C " (update information)
#4. Volume/Part# : type " ?? " - This takes you to the Linked Parts screen.
- Select "Link". This takes you to the Link Parts To Pieces screen.
- Select "Insert at line#" - Select the item # after the last item on the list for the Type of holding your are creating. (exp. '212 item(s) in list ' - then insert at line 213)
- This will take you to the Parts Detail. Make sure the TOH, and Pub. Pattern are correct.
#1. Type of Holding: type "?? or C" to correct or make changes.
#2. Publication Pattern : type "?? or C" to correct or make changes.
#3. Enumeration/Chronology : enter the first vol. only of your retro. Statement
***you will not enter a status***
Then "File". This will take you back to Linked Parts.
- Now "Accept" your changes. This will take you back to Online Catalogue Pieces Detail - Multipart screen. ...fill in line 7.
#5. Bound Label : (leave blank)
#6. Pend.Action : (leave blank)
#7. Circ. Code : type "??" - select the code for your location and TOH.
- "File" - the following questions will appear:
Update owning info from current info (Y/N) ? : "Y"(yes)
- In Pieces Summary "Go
to" "Location display" - which brings you to the Location Copy Summary .
- Select "#item" of your Location. - which brings you to the Location Copy Detail.
- Select "Holdings statement" - which brings you to the Type Of Holding Summary.
- Select "#item" of the TOH you want to update.
- In Location Copy Holdings Statement you will need to fill in lines 1 & 2...
#1. Type : 1-Manual Override
#2. Textual :enter retro statement according to NISO
- "Accept"
- "Accept" in Type of Holding Summary.
- In Location Copy Detail - "File"
- You now must delete the Bound PIECES and unknown pub. Pattern, but making sure that there is nothing attached to the TOH.
- "Go to" "Type of holdings display".
- Select the "#item" of the Bound PIECES TOH.
- Select "Parts" in the Type of Holding Detail.
- Select the "#item" of the piece with the ???.
(there will probably only be one -- the one with ???)
Exp: this record has nothing attached to it. Everything is unknown and there is a "N########" (negative barcode) attached to it - you can delete this TOH.
1. Type of Holding : Bound PIECES
2. Publication Pattern : (Unknown.)
3. Enumeration/Chronology : (Unknown: ???)
4. Alternate Enumeration/Chronology :
5. Status : Received 2/2
6. Barcode: N10348570
7. Nonpublic notes:
- To delete the whole record "Exit" unto the Parts Summary.
- "Exit" into the Type of Holding Detail and "Delete".
- Then "Exit". The following question will appear:
Okay to delete type of holding record (Y/N)? "Y" (yes)
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