Permanent Location Changes

I. Definition: A permanent location change must be done in the Cataloging module.This procedure entails changing the location and/or collection of an item by editing the actual holdings (HOL) record.

II. Uses:

a. Transferring materials from one library to another requires the location in the HOL record to be permanently changed. 

b. When sending a monograph or an entire run of a journal or serial to storage, you will need change to the HOL record’s library and collection. See the Storage Guide for RSC/HD for detailed instructions.

c. Materials sometimes move from one collection to another within a single library, requiring the collection to be permanently changed for the entire run.

III. Directions:

a. First, bring up the record in either the Items module or Serials module.  There are multiple ways to push the HOL record into the Cataloging module. Generally speaking there are two ways to do this:
1. from any of the item lists in the Serials/Acquisitions module or in the Items tab in the Cataloging module,
2. from the overview function in the Serials/Acquisitions module or in the Items tab in the Cataloging module.

1. In the Serials/Acquisitions module, highlight the Item List (if you are starting out in the Items tab of the Cataloging module, highlight the Item List as well, the upper and lower panes will look exactly like the ones in the Serial/Acquisitions module)

In the lower pane, select tab 6 (HOL links) and select the HOL record that needs to be modified and click Edit.

b. The HOL record will look like this: 

Once the HOL record is up in the Cataloging module, locate the 852 field.  You will be editing within the subfield b and/or subfield c in the 852 field. Subfield b indicates the sublibrary and subfield c indicates the collection where the item belongs.  If you wish to change subfield b, go to step c.  If you wish to change subfield c, go to step d.

c. For a complete list of libraries and their codes, please see this list. Here is a brief list:

1.      Aero/Astro              AER
2.      Archives                 ARC
3.      Barker                    ENG
4.      Humanities              HUM
5.      Lewis (Music)          MUS
6.      Lindgren                 LIN
7.      RSC                       RSC
8.      Rotch                    RTC
9.      Rotch Visual            RVC
10.    Schering-Plough       SPL
11.    Science                  SCI 

To change the owning library from Rotch to Humanities, highlight the old code in subfield b, RTC

and replace it with the new owning library’s code, HUM. 

Now proceed to step e. 

d. For a complete list of collection codes, please see this list. Here is a partial list of the collection codes:

1.      Basement                 BASMT
2.      Stacks                     STACK
3.      Journal Stacks           JRNAL
4.      Reserve Desk            RESDK
5.      Reference                 REF
6.      Atlas Case                ATLCS
7.      Browsery                  BRWS
8.      Oversize Materials      OVRSZ
9.      Precat Collection       PRECT 

To change the current collection to a new one, highlight the old code and replace it with the new code (same as step c).  After the new code has been typed in, please proceed to step e. 

e. Once the changes have been made, please click the Save to server button (fifth icon from the left, in the right upper corner, to the right of the search bar).

This will ensure that the changes are saved to the main server.  Your edit will show up immediately in the OPAC. However, to see the change in the Items or Serials module you will need to refresh the record before any changes will be visible.

2. In the Serials/Acquisitions module or the Item tab in the Cataloging module, find your record, then choose the Overview instead of the Functional view in the Navigation pane

In the Navigation pane, highlight the holdings record that needs to be edited, now hit the Cataloging button on the right side of the right pane which will push the record into the cataloging module. Now proceed with steps b-e outlined above.

Created 031028, JAF; Last updated 031120, JAF, Updated for v.16 050420 epm, updated for ASG 1/22/09 -jjjenkin, khamilto

MIT Libraries: Local Processing Procedures and Documentation
Comments to: Processing Committee -- proc-com@mit.edu