Moving Orders from Brief Records to Full Catalog Records

Getting Records into Edit Mode

1. In the Search tab, choose the Find mode. Search for the full catalog record by OCLC number.
2. In the top window, click Catalog to push to Edit Record mode (on the Records tab). Make sure you are in Split editor mode (3rd icon on upper left). Your catalog record should appear on one side of the screen and a blank window on the other.
3. Click inside the blank window to activate it.
4. Return to Find tab and call up brief record by barcode.
5. Again, click Catalog to push to Records tab. You should now see the catalog record and the brief record side by side.

Moving the Order

1. On the toolbar at upper right, click Overview Tree icon.
2. In Overview Tree, expand MIT50 for both records. Then expand Orders (you only need to do this for the brief record, but it’s easier to see what’s going on if you do it for both records).
   To determine which record is the brief and which is the full, check the title bar for the record title, or look at the Holdings node: the full record will have the (linked) barcode under Holdings and the brief record will have the (unlinked) barcode under Items.
3. Drag the brief record Order to the full record Order.

Get rid of brief ADM and BIB records

1. Double-click on MIT50 (ADM) on the side tree.
2. Delete ADM record. (Ctrl + R as before)
3. Delete BIB record. (Ctrl + R)

Link Item and Holding

1. In side tree, expand MIT50 and double-click on Items to pull up Items tab.
2. Highlight unlinked item in Items list.
3. In lower window, choose Tab 6, HOL Links.
4. Click the Link button on right side of window.

Additional steps for continuations

1. Click on Tab 2, General information (1), in the lower window. Add volume designation in the Description box.
2. Return to Records tab to edit bib. record.

How to remove bibliographic records

If you are removing the last item record attached to a bibliographic record:

1. Delete the item and the holdings record in Aleph, but not the bibliographic record
2. Remove holdings on OCLC using the "delh" command (this will ultimately suppress the bibliographic record in Aleph)

Deleting item records

Per the 9/29/2001 meeting of the 3rd Barton Holdings Group, it is now permissible to "actually" delete item records. When you have a situation where it is appropriate to delete an item, it may be removed from Aleph.

Remember to delete the holdings record if the item you deleted was the last item at that location.

Deleting "canceled" items

When you encounter, in the Item List, an item (carrying an N barcode) that has a status of "cancelled", alongside the legitimate, live item, can you delete these? The answer is: yes. Such a status arises when the original supplier couldn't supply the title, and it was ordered from another source. So, when you run across a "cancelled" item, feel free to delete it, thereby tidying up that Item List.

Decisions made during migration to Aleph

MCM in the 852 field
Date: Wed Nov 21 2001
For anyone creating or editing holdings records in Aleph, it's okay to leave $a MCM out of the 852 field (okay to leave it if it's there).

793's
Date: Wed Sep 19 2001
Many of us have been encountering 793 fields in Aleph bib records. These are title entries that were created automatically from order records attached to full bibs when they were migrated from Advance to Aleph. The result in the record is the title as it was ordered (i.e. in the same form as the 245), along with request and po numbers in a subfield g. The decision to have these 793s created accommodated a need of SerAcq to retain the original form of the title by which a SERM was originally ordered.

As catalogers and data base maintainers, we might encounter these for a variety of reasons, but one instance would be when we must move the order and its attendant item to a newly created brief record because the order had been attached to the wrong bib record. Depending on how many orders have been attached to the original, full bib record, there could be one or more 793s (these will appear in the Nav map in the OPAC module, as well as in the bib record in CATALOG module). When the full catalog record is "duped" to provide a new brief for the order and item to reside upon, the 793(s) will not only remain in the original full bib, but also in the newly created brief. The questions posed by Ray and me at the BasAcq meeting were simply these: should we worry about leaving or placing these (by duping) in this or that record, and, if so, what should we do about them?

The answer is simple. If you do see 793s, don't delete them; and if you don't see 793's, don't add them. Most importantly, if they appear in a continuation that happens to be a SRRM, it's imperative that you leave them be.