Cataloging - Transferring Records

Cataloging - Transferring Records

About

This article and video tutorials (below) cover how to transfer records in the MSC. The examples in this article were generated on the TEST server by the MSC Trainer and not the result of any libraries mis-cataloging.
You won't be able to edit other libraries' holdings unless you've earned "supercataloger" credentials. If you see another library's record that may need to be transferred, please open a help desk ticket.


Properties

Basics

Properties are workstation specific. To adjust properties:
1. Close the wizard that you want to adjust if it's already open.
2. Right-click on the wizard name and select Properties...
Right-click menu

3. At the top of the window where it says Display property page, select Never.
Display property page setting
If you select Wizard Startup, the properties window will open every time you open the wizard, and any changes you make to the properties will only last for the duration of the session.
4. If you have questions about settings, consult the Knowledge Base or press F1 (WorkFlows Help).
5. When you're finished making changes, click OK.
6. When you close WorkFlows, select  Yes when prompted to save changes.
Save properties pop-up

Behavior Tab

Select Behavior Section
Wizard properties and behavior tab options

Allow transfer of all existing call numbers and items in a title: You need to check this box to be able to transfer a record when it's the last copy of something, for example the last call number and / or item attached to a bib record.

Prompt for confirmation before transferring all call numbers and items: Check this box if you want a confirmation pop-up to display before transferring a title.

Click OK.

Defaults Tab

The Defaults tab can be left alone.

Helpers Tab

The Helpers tab can be left alone.

Knowing When to Transfer Records

You typically need to transfer a record when:
1. There is a  better bibliographic record available for you to attach your item to (in the case of duplicate records).
2. Your item is attached to the wrong bib record entirely.

Transferring a record (as opposed to deleting and re-adding it) will retain circulation statistics and local settings.
You won't be able to edit other libraries' holdings unless you've earned "supercataloger" credentials. If you see another library's record that may need to be transferred, please open a help desk ticket.

Transferring Records

You can transfer:
  1. an item ID, which will become an additional copy attached to an existing call number (if your library already has holdings on the preferred record).
  2. a call number that has one or more item IDs attached to it. 
  3. a title / bib's holdings, meaning multiple call numbers and their item IDs.

Transferring an Item ID

Let's say you accidentally added the DVD  Harry Potter and the Deathly Hallows: Part 2, to the bib record for Harry Potter and the Deathly Hallows: Part 1. Here's how you would transfer the item to the correct call number on the correct bib (assuming you already have a copy of Part 2 cataloged correctly).
Transferring an item ID to a new call number means it will "lose" its original call number in favor of the one you add it to. It will appear as an additional copy on the new call number. In the following example, the call numbers are identical.
1. Open the  Transfer Titles, Call Numbers or Items wizard (Cataloging module > Special Toolbar > Transfer Titles...).
2. Look up the item you want to transfer.
  1. If you have the item in hand, simply select Item ID from the Index drop-down and scan the barcode.
  2. If you don't have the item in hand, you can look it up in Enterprise and copy the item ID from there (this is often easiest), or do a search in WorkFlows.
For more information on searching in Enterprise or WorkFlows, see Enterprise - Searching Guide, Cataloging - Searching Guide, or Circulation - Searching Guide.
3. Once you've pulled up the record you incorrectly attached to, click the Call Number/Item tab.
4. Click the title, any call number, or any item ID so that it's highlighted. In this example, the item ID in question was highlighted.
5. Click Add to tree at the bottom of the window.
Incorrect bib record added to the tree

The bib record the item's attached to will appear in the white section below the search fields (aka the "tree").

6. Click the  plus (+) sign to the left of the record. This will expand it.
7. Click the  plus (+) to the left of your library (e.g. BOZEMAN) to expand its holdings.
8. Click the  plus (+) to the left of the call number (e.g. DVD HARRY - BOZEMAN).
9. Click the  item ID you want to transfer so that it's highlighted.
10. Click  Retain for transfer at the bottom of the window. This will  bold and italicize the item you're going to move, letting you know it's ready and waiting for you to tell it were to go.
Bold and italicized item ID retained for transfer

11. Look up the record you want to transfer the item to.
  1. You can look up the "correct" record in Enterprise and copy an item ID that's already attached to it (even if it's not your library's copy) and use that to pull up the bib record.
  2. Or you can search in WorkFlows.
12. Click the Call Number/Item tab.
13. Click the  title, any call number, or any item ID so that it's highlighted. In this example, the call number was highlighted.
14. Click Add to tree.
Correct bib record added to the tree

The "correct" bib record you want to attach to will appear beneath the first one you added.

15. Click the  plus (+) to the left of the "correct" record.
You may find it helpful to minimize the first record that you expanded for less scrolling.
16. Click the  plus (+) to the left of your library (e.g. BOZEMAN) to expand its holdings.
17. Click the "correct" call number or its item ID to highlight it (e.g. DVD HARRY - BOZEMAN).
18. Click  Transfer at the bottom of the window. This will add the item ID as another copy under the call number.

A confirmation pop-up will display, depending on your settings (see Properties - Behavior Tab above).
Transfer confirmation pop-up

19. To double-check the transfer, look up the item ID in WorkFlows; you should see the item ID attached to the correct record.
Item ID on correct record

20. If the item you transfer is the last one on the call number or title / bib, a confirmation pop-up will display (depending on your settings - see Properties - Behavior Tab above) that you'll need to click Yes to.

Clicking Yes will remove the empty call number and / or title / bib from the system.

Transferring a Call Number

Let's say you accidentally add a large-type version of  Cross Fire by James Patterson to a bib record that describes the regular print book. Here's how you would transfer the large-type call number (and it's accompanying item ID) to the large-print bib record.

1. Open the  Transfer Titles, Call Numbers or Items wizard (Cataloging module > Special Toolbar > Transfer Titles...).
2. Look up the record that has the  call number you want to transfer.
  1. If you have the item in hand, simply select Item ID from the Index drop-down and scan the barcode.
  2. If you don't have the item in hand, you can look it up in Enterprise and copy the item ID from there (this is often easiest), or do a search in WorkFlows.
For more information on searching in Enterprise or WorkFlows, see Enterprise - Searching GuideCataloging - Searching Guide, or Circulation - Searching Guide.
3. Once you've pulled up the record you incorrectly attached to, click the  Call Number/Item tab.
4. Click the  title, any call number, or any item ID so that it's highlighted. In this example the call number LT PATT was highlighted.
5. Click  Add to tree at the bottom of the window.
Incorrect bib record added to the tree


The  bib record the call number's attached to will appear in the white section below the search fields (aka the "tree").

6. Click the  plus (+) sign to the left of the record. This will expand it.
7. Click the  plus (+) to the left of your library (e.g. BELGRADE) to expand its holdings.
8. Click the  call number you want to transfer so that it's highlighted (e.g. LT PATT - BELGRADE).
9. Click  Retain for transfer at the bottom of the window. This will  bold and italicize the call number and its item(s) you're going to move, letting you know they're ready and waiting for you to tell them were to go.
Bold and italicized call number and item ID retained for transfer

10. Look up the  record you want to transfer the call number to.
  1. You can look up the "correct" record in Enterprise and copy an item ID that's already attached to it (even if it's not your library's copy) and use that to pull up the bib record.
  2. Or you can do a search in WorkFlows.
11. Click the  Call Number/Item tab.
12. Click the  title, any call number, or any item ID so that it's highlighted. In this case the title was highlighted.
13. Click  Add to tree.
Correct bib record added to the tree

The  "correct" bib record you want to attach to will appear beneath the first one you added.

14. Click the "correct" record title to highlight it.
Correct bib record highlighted in tree
You may find it helpful to minimize the first record that you expanded for less scrolling.

15. Click  Transfer at the bottom of the window. This will add the call number and its item ID(s) to the record.
Call number and item ID on correct record

confirmation pop-up will display, depending on your settings (see  Properties - Behavior Tab above).

16. If the call number you transfer is the  last one on the title / bib, a confirmation pop-up will display (depending on your settings - see  Properties - Behavior Tab above) that you'll need to click  Yes to.

Clicking  Yes will remove the empty title / bib from the system.

Transferring a Title

Let's say you create a brief title for a book kit that your local book club is clamoring for, like The Immortal Irishman by Timothy Egan. Time goes by and you notice that some libraries have attached their kits to the record you created while others are attached to a better, fuller record that includes a preferred cataloging source (DLC), ISBNs, publication information, RDA tags, notes, a contents list, and subject headings, including ones pertaining to Montana.

Brief record with minimal information



1. Open the  Transfer Titles, Call Numbers or Items wizard (Cataloging module > Special Toolbar > Transfer Titles...).
2. Look up the  record that you want to transfer.
  1. If you have the item in hand, simply select Item ID from the Index drop-down and scan the barcode.
  2. If you don't have the item in hand, you can look it up in Enterprise and copy the item ID from there (this is often easiest), or do a search in WorkFlows.
For more information on searching in Enterprise or WorkFlows, see Enterprise - Searching GuideCataloging - Searching Guide, or Circulation - Searching Guide.
3. Once you've pulled up the record, click the  Call Number/Item tab.
4. Click the  title, any call number, or any item ID so that it's highlighted. In this example the title was highlighted.
5. Click  Add to tree at the bottom of the window.
Incorrect bib record added to the tree

The  bib record will appear in the white section below the search fields (aka the "tree").

6. Click the title so that it's highlighted.
7. Click  Retain for transfer at the bottom of the window. This will  bold and italicize the title and all its holdings that you're going to move, letting you know they're ready and waiting for you to tell them were to go.
Bold and italicized holdings retained for transfer

8. Look up the  record you want to transfer the holdings to.
  1. You can look up the "correct" record in Enterprise and copy an item ID that's already attached to it (even if it's not your library's copy) and use that to pull up the bib record.
  2. Or you can do a search in WorkFlows.
9. Click the  Call Number/Item tab.
10. Click the  title, any call number, or any item ID so that it's highlighted. In this case the title was highlighted.
11. Click  Add to tree.
Correct bib record added to the tree

The  "correct" bib record you want to attach to will appear beneath the first one you added.

12. Click the "correct" record title to highlight it.
Correct bib record title highlighted
You may find it helpful to minimize the first record that you expanded for less scrolling.

13. Click  Transfer at the bottom of the window. This will add all the call numbers and item IDs to the preferred record.

14. If you're removing all the holdings from a  title / bib, a confirmation pop-up will display (depending on your settings - see  Properties - Behavior Tab above) that you'll need to click  Yes to.
Deletion confirmation pop-up

Clicking  Yes will remove the empty title / bib from the system.

15. A  confirmation pop-up will display, depending on your settings (see  Properties - Behavior Tab above).
Transfer confirmation pop-up

Video Tutorial

Transferring Items

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