Depository Transfer Instructions: Monographs

• ALEPH tab settings (upper left corner of screen) should be:
  • Connect to = FCL01
  • Select ADM Library = UMA50
• Wand in Barcode in Aleph’s Item line, bring up Bib.
• CTRL+N (or CATALOGING tab, Duplicate Record).
• Click OK through (11) screens.
• Click OK to FCL01 in Select Library box.
• Change OWN field to DP. Ctrl L to save. Check for LKR field.
• Change ALEPH tab setting to:
  • Select ADM Library = DEP50
• Double-click ITEMS under DEP50 (last item on Bib tree, lower left screen)
• Click NEW for new item.
• Fill in the following item tab 2 fields (by macro):
  • Sublibrary = UMDPT
  • Collection = UDBKS
  • Material Type = BOOK
  • Call Number Type = 8
  • Description and Enum Level1 filled in for multiple volumes. (This is important. Our student won't catch it.)
  • Item Status =
    • 01 for regular monographs (06 should be changed to 01)
    • 02 for theses
  • Item Process Status = TR
  • Check Temporary Location Box.
• Wand barcode into Item record.
• [If boxing items, fill in Tab 3 fields (by macro): Internal note field should display box number, “Box ### - date - initials” and any bindery notes should be deleted.]
• Click HOL Links (Item tab 6), then CREATE NEW, then EDIT.
  • OWN field = DP.
  • Tab down HOL record to field 852
    • 1st indicator is 8.
    • Delete LC call numbers found in subfield h and i.
    • Make sure 590 JSTOR note is present if applicable. “JSTOR TITLE. (Transferred to FCD, date, initials)”
  • THESES ONLY. Create a new field with the url for in-house use:
    • 856 4_ |uhttp:www.fivecolleges.edu/depository/fcdepbook.html|zRequest item from Five College Depository for use in UMass Special Collections and Archives (For an example to copy see Sys# 4887826. A theses call number example: LD 3234 .M267 2006) * Save changes to HOL (Ctrl L). * Change ALEPH tab setting back to: * Select ADM Library = UMA50 * Delete Item from UMA50 record. * If no other items are linked to the HOL (but there is another HOL), delete UGEN HOL. To delete: click the HOL Links tab, click the HOL record, click Edit, Ctrl R. ===== Tips and Troubleshooting ===== ==== Admin Records (UMA50): ==== * Usually we delete UMA50 records on Depository bibs. If an order record is attached and cannot be deleted (needs higher permission), either let it go through or, if there are a group of volumes, ask a serials person to delete the order records. ==== Bunker Trays: ==== * Maximum size for items sent to Bunker is 14” wide x 24” tall. * Bunker trays beginning with U are UMass volumes. ==== Electronic Copy Remaining in UM ==== * Retain the UM Bib and Hol for the electronic item. Delete the HOL for items being sent to the Depository if all items on that HOL are being sent. ==== FCDPT Existing Records and Items: ==== * When adding a UMDPT item to a Bunker record with FC items, use UM codes (UMDPT / UDBKS). The checked temp location box allows this without changing the HOL. HOL record codes should not be changed. ==== LKR Fields: ==== * Check bound-withs and x-links. New x-links need to be created when in the DEP50 admin. ==== Missing Volumes: ==== * See Depository Transfer Instructions: Ser & Pers. ==== OCA Project: ==== * Add Internal Note to the UM Box #### note: “Scanned for OCA Digitization Project – date – initials.” ==== Packing Slips ==== * Monographs do not need a packing slip. ==== Statistics ==== * Monographs should already be linked so should not need to be counted. ==== Theses and Dissertations: Variations from Monographs ==== * Check Bib to see if there should be an accompanying CD-ROM. If so, check back pocket to be sure it is included. * Item Status = 02 for theses * Insert in-house use URL into the * HOL: 856 4_ |uhttp:www.fivecolleges.edu/depository/fcdepbook.html|zRequest item from Five College Depository for use in UMass Special Collections and Archives
  • For an example to copy see Sys# 4887826. A theses call number example: LD 3234 .M267 2006
• No spine labels for theses being sent to the Bunker.

— Primary contact: Catherine Knapp