1. CREATING HOLDINGS FOR CLOSED RECORD:

To create Retrospective holdings for closed holdings, a Serial copy summary and Type of Holdings must be created.
(If the record is open and already has holdings and a copy set, then skip to part B)

1. "Go to" "Serial copy display"



2. In the Serial Copy Set Summary, select "# item" for which you want to create holding and serial copyset detail.



3. Select "Type of Holding" which brings you to the Linked Type of Holdings.



4. Select "link". (In certain cases some Parts may seem linked or unlinked to the a copyset. These may indicate other locations or individual pieces added through earlier versions of Advance in the Cataloging Module.
   However, you may be creating new holdings for the copyset.
(There will may not be a call number if title has not gone to cataloging.)


5. Select "Add item" - which brings you to 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.

****DO NOT FILE YET****



6. Select "pattern". This will take you to the Publication Pattern Summary where you must create a new pattern or select an existing active pattern if it is correct for your location and Type of Holding.



7. In most cases you will add a new pattern:
1. Select - "Add Item" and fill in pub pattern.



2. Turn off Auto Prediction.................#6. Auto Prediction : "N"



3. ****DO NOT SELECT PREDICTIONS.

You will not have predictions for ceased title.


4. 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"


5. "File"......You will be prompted:

Is this publication pattern going to be used to predict issues?
Enter "Y" for YES although you will not see predictions.


8. You will now be at Publication Pattern Summary -- "Exit"



9. You will now be returned to Type of Holdings Detail -- "File"



10. This takes you to Linked Type of Holdings -- "File"



11. Then you are back at the Serial Copy Set Detail -- "File"

2. ENTERING RETROSPECTIVE HOLDINGS FOR CLOSED AND OPEN RECORDS:

1. "GO TO" "Locations Display".
2. From Location Copy Summary select "# item" for which you want to add the retrospective holdings.
3. In Location Copy Detail select "Holdings Statement".
(If there is an active check in record, the screen will indicate a system generated summary holdings statement)


4. In Type of Holding Summary select the "# item" relating to the description for which you are creating the retrospective holdings.
5. In Location Copy Holdings Statement select "Line by line"



• Line #1 (1. Type:):

You will be prompted to enter the type of holding statement, 0=retrospective, 1=manual override.

Select: 0=retrospective (Use this format for most statements.)



• Line #2 (2. Textual Statement:):

Enter holdings based on inventory or items in hand using NISO standards. Be sure the statement accommodates ongoing check in and accurate gaps or non-breaking gaps in holdings. If this statement is to be used in conjunction with ongoing and continuous checkin, leave the final element open with "-" (dash).

(Select MANUAL OVERRIDE only if you wish to have the System generated holding suppressed and do not plan to use an active copy set. Use Manual override ONLY if the record is closed , a ceased title or inactve and That status is verified by Serials cataloger.)

• ACCEPT
• ACCEPT

You will be asked at each option to accept so it is entered twice.



6. You will be at Location Copy Detail
• Add Retention schedule, and Physical format to the Location Summary screen if not previously done. Make sure these are correct.
• Verify location and call number and notify Serials cataloger for changes or discrepancies.
• FILE

(NOTE: Until the OPAC DISPLAY for Holdings option is enabled you will only be able to view Retrospective Holdings and those created as Manual Override through Summary Holdings statements from the Checkin screen in serials or in the holdings option in Location Copy Detail.)