NOTE: A "transfer" involving Transportation or any other non-NU processing unit is actually a withdrawal or adding of a new title. Consult Head of Serials Cataloging before processing.
A. Routine transfers ("lv:ref", travelling copies, etc.)
(NOTE: A "travelling copy" is a single copy subscription of a serial, the holdings of which may be split between two or more locations in the library. The "lv:ref" type of serial is a routine sort of travelling copy. An example of a more unusual sort of travelling copy is Commercial atlas and marketing guide (AAN5224): the location is main, but the latest volume is in ref, the second latest in map, and the third latest in schf.
1. Volume arrives with a transfer request form or a note.
2. Display the HLDG record for the title. Check the copy level notes and title level notes for routing instructions. The most common note is "lv:ref" in the copy level notes; this is an "exploding message" that has some variations (see SCP 13a and SCP 26). Some records may have subsequent notes that do not "explode" but give instructions to the VH assistant. Another common note is "VH see 940" (or "VH see PNO") in the title level notes; this note indicates that more detailed instructions for routing or other processing are given in a 940 note in the BIBL record. (940 notes are the last to appear in a BIBL record.)
NOTE: 940 notes and "lv:ref"-type variations generally take precedence over some of the instructions given below. Check with Head of Serials Cataloging if you have questions over any procedures.
3. Check the MHLD record to see that the volume in hand and the next volume have been entered. If yes, proceed to step 4. If the next volume has not been entered, check the HLDG record for an "rrl=" note in the title level notes or an "sc" note in the copy level notes, or check the BIBL record for a title change or "no more published" note.
a. If the situation is a title change, there should be a 785 field with the later title and its NOTIS record number. Go to that NOTIS record and check the MHLD record. If the volume after the one in hand is there, proceed to step A.4. Be sure that any "lv:ref" type note that is no longer valid has been removed from the title level notes in the HLDG record for the volume in hand.
b. If the situation is subscription cancelled ("sc" in the copy level notes of the HLDG record) or no more published (a 500, 515, or 590 note stating "No more published...", or a closed out 362, in the BIBL record) and the volume in hand is the last published or received, remove from the title level notes any "lv:ref" type note that will no longer be valid. Proceed to step A.4.
4. Check the verso of the title page; erase the old location and add the new location (per routing information in the copy level notes or 940).
5. If the volume already has an item record, display the item record. Remove the temporary location code, if present. Add the new temporary location code if the volume is now going to a location other than the one given in the LOCN field at the top of the item record screen. Adjust the loan code if necessary (see SCP 76a).
6. Create an item record if the volume does not yet have one (see SCP 76 and SCP 76a). (Do not create item records for spec or mus volumes.) Input a temporary location code and loan code if necessary (see step A.5).
7. Record volume transfer statistics.
8. Route the volumes per SCP 59.
B. Transfer of a copy
1. Volumes to be transferred must be accompanied by a transfer request form filled out by a bibliographer.
2. In the HLDG record, update $a of the copy statement with the new location.
a. For periodicals with an active order being transferred into main, add the note "ci:pr" in the first $a of the copy level notes.
b. For volumes being transferred from ref to main (with latest volume in ref), add the note "lv:ref" in the first $a of the copy level notes.
3. Add to the copy level notes:
$a trans from [loc] to [loc] per [bibliographer's initials].4. Change the date in $d of the copy statement to the date on the request form.
5. Add (or update) a revision statement in the second $a of the title level notes.
Example of completed work in the HLDG record for a transferred title:
NOTES $a - $a r2:DWG:06/24/85 001 2D $a main $b 068;D191h $v v. $d 06/24/85 NOTES $a ci:pr $a trans from ref to main per CMC6. Call cards. (If locations also appear in copy level notes in "lv:ref" type notes, be sure to call cards for those locations also; see SCP 39.) Do not call cards for main or main,pr.
7. Check the MHLD record and the SUMM screen to be sure that all volumes are in hand and recorded. Create item records and change loan codes if necessary (see SCP 76 and SCP 76a). (Do not create item records for spec or mus volumes.)
8. Correct the location in the inscription of each volume.
9. Create an item record for any volume that does not yet have one (see SCP 76 and SCP 76a). (Do not create item records for spec or mus volumes.)
10. Add a temporary location code to the item record for any volume that will be going to a location other than the one given in the LOCN field at the top of the item record.
11. Send a bib worksheet and a temp slip to the new location (except main), with the transfer note highlighted. (See also step B.14.)
12. If the title is analyzed ("ct=anal", "ct=ata", etc.,) route the volumes with a bib worksheet and a copy of the transfer form to Catalog Management.
13. Record volume transfer and location change statistics.
14. Route the volumes (see also SCP 59):
a. Softcover annuals/irregulars
1. main, ref, and art: send to Materials Processing with a Serial Binding Form. Write on the form: "Transfer from [loc] to [loc]. Please update sampleback." Also check "No more published," "Subscription cancelled," etc., as appropriate.
2. spec, afri, mus: place on appropriate routing shelf in Serials Acquisitions.
3. All other locations: route to Marking.
b. Softcover periodicals (loose issues)
Route directly to the new location (with the worksheet and temp slip from step B.11).
c. Hardcover (all)
i. mus and spec: route directly to the location (with the worksheet and temp slip from step B.11).
ii. All other locations: route to Marking.
15. Route the transfer form to Head of Serials Cataloging.
C. Change from LV:REF to LVO=RETAINED
This procedure is for changing a main "lv:ref" title to ref "lvo=retained". This is both a transfer and a withdrawal.
1. Check the HLDG record to confirm the status of the copy.
2. Change the location code in $a of the copy statement from main to ref.
3. Add or update the revision statement in the second $a of the title level notes.
4. Add as the first $a in the copy level notes:
$a lvo=retained per [bibliographer's initials] [date]5. Follow SCP 46, step A, for withdrawal of the volumes. (Withdrawal note should be input for this initial withdrawal.)
6. Call cards.
DOCUMENT HISTORY:
Issued June 13, 1983
Second revision issued Mar. 1, 1989 (KMR)
HTML version (with revisions) created July 13, 1995 (KMR)