2. Transfers from one location to another take place in the Aleph HOLdings record If there is only one location (one holdings record), you can simply erase the old collection code in the Holdings record and type the new collection code. Remember to save. Search for your title in the Aleph GUI (graphical user interface/staff side) Cataloging module Special Collections and Archives is now called “SPARC”, but note that there are two different Aleph collection codes. SPARC = Use for Archive materials only, such as FIT archives SPEC = Use for Special collections books SPECP = Use for Special Collections periodicals
3. How to search in Aleph FOR BOOKS*For BOOKS ONLY, if your volume does not have an actual zebra stripe barcode, send to Cataloging for them to barcode and then transfer.Instead of searching by title, if your item has a barcode1. Enter the barcode2. Click tab 6. HOL Links.3. Click Edit.
4. If you had searched by title, you would have more steps: 1. “Push” record to “Cataloging” 2. Select your record. 3. Click tab 4. HOL Records4. Click blue highlighted line5. Then Click Edit to open Holding record
5. Erase 852 subfield c REFAR (Art Reference)Type new collection code location:SPEC for Special collections booksSPARC Archives SPECP for Special collections periodicalsSPECM Microform
6. These collection codes have prefixes.SPECO Oversize subfield k OversizeSPECX Sketches subfield k SketchesSPECY Scrapbooks subfield k ScrapbooksIf there is a prefix, you must also position curser at end of subfield in 852, press F7 again, type “k” over system-supplied “a” and type prefix, such as “Oversize”.Important!! Click icon of CPU with red triangle to SAVE your change!!!! Click “Continue”. If the loan status is being changed from circulating to library use only, go to next step.
7. CHANGING LOAN STATUS Changing the Holdings record link does not automatically change the loan status. Loan status refers to whether an item can circulate, ie., be borrowed or is for Library use only (for referencein the library only). If an item moves from ZMAIN (Open stacks) to a reference area, or vice versa, you must change the loan status. If an item moves from Art Ref to Special Collections, you do not have to change the loan status. Status 02 and 03 may be used inter-changeably for Art Reference or Special Collections. (There is no longer a distinction being made between these two codes). They both mean Library use only. Use 02 for library use, but do not change 03 if that was previously input. 01 = regular loan (Use for open stacks). 02 = library use 03 = library use
8. Changing loan statusIf you need to change the Item process status, after you open the Item recordClick tab 2. General InformationExpand Item status and choose new value.Click Update to SAVE your change!!
9. If there are multiple Holdings locations (two lines with different codes, such as REFAR and SPEC) and any items will remain in both locations, you may need to unlink an item from one location and re-link that item to a new location.To open the Item record:Click on plus sign in front of FIT 50 on left
10. Doubleclick on the word ITEMS to open the Items record. Items are individual copies, volumes or issues, each with a separate barcode number.
12. Highlight location item is being transferred fromClick “Unlink”.Highlight location item is being transferred toClick “Link”.(Or just position curser in location item is being transferred to and click Link and the check mark (link) will move). There is no save button to click on this screen.
13. For two or more locationsIf there are copies of the title being transferred that will be left in the original location (such as Art Ref) in addition to the copy being transferred to Special Collections, and there is not already a holdings record for Special Collections and Archives, you may need to create a new holdings record for SPEC, SPECP, SPARC, etc.1. Click Create
14. 2. Click blue numbered line3. Click Edit to open new holding (location record)
15. When you open the new holdings record, it may already contain call number information. You need to add our FIT sub-library (within the SUNY consortium) and your collection code for the new location.Position your curser at the end of last field in the 852 MARC tag.4. Press F7 (add a subfield). Subfield “a” will be system supplied.5. Type “b” over the “a”. Type FIT sub-library symbol “FITMN” in caps (FIT main library within the SUNY library consortium, we have only one library)6. Press F7. Type “c” (subfield for the collection code) over “a”. Type new location such as SPEC .
16. Click CPU icon with red triangle to SAVE your change! SAVE
17. Changing loan statusIf you need to change the Item process status, after you open the Item recordClick tab 2. General InformationExpand Item status and choose new value. Choose 02 for SPEC.Click Update to SAVE your change!!
18. At the end, if there is a Holdings location with no items attached, you need to suppress the holdings record. If you have moved an item from a holdings record and there are no more items in that location: Press F6 add a field Type STA (status) in the MARC tag column Tab over subfield “a” Type SUPPRESSED (past tense, in capital letters) in the value field Click SAVE icon to save change.
19. Serials Transfers Serials are records with more than one issue for the same title. They have multiple parts with a chronological number or season. Examples would be Vogue, WWD or the American Art Directory. To transfer serials (in contrast to books or monographs), follow the same directions if items have already been created for the specific volumes and years. If no separate items have been created in Aleph, send the title to the Cataloging Dept. so they can create a publication pattern (such as annual, monthly, weekly frequency), generate items and barcode the issues. Cataloging will create serials items.
