OSCAR Database Management

Document: Transfers (Change location of a piece)

Date: 2006 May 4 rev. (rev 2001 Feb. 15; issued 1994 June 9)

Issued by: Cataloging Dept. (nvp)

Definition: A transfer is changing the shelving location of library material and is reflected in OSCAR by changing the location code in the item record. A transfer may be internal or external:

Internal transfer: one sub-location to another      jour > jous

External transfer: one library to another library      mais > buss     one library to the depository      muss > stx1

1. Basic Guidelines and Procedures for transferring materials
   
   
   • These guidelines apply to transfers between libraries on OSUL main campus; also between OSUL main campus, HEA, LAW, and regional locations. Additional guidelines apply to transfers to the Depository (see section II below)
   
   
   
   • All transfers must be approved by collection managers at both the sending and the receiving location; large group transfers usually involve administrative decisions
   
   
   
   • The OSCAR changes reflecting the transfer of the item is handled by designated staff at each location or by staff assisting with large projects, e.g. in Information Technology or Technical Services; accuracy of the changes is critical to user services
   
   
   
   • Verify that the item record matches the physical piece; make needed changes
   • For serials (including analyzed serials):
   • be sure YEAR information is given
   • be sure VOLUME information is correct
   • individual = v.4
   • bound with= v.1-5
   • bound with= v.1-3,5  [incomplete – must be specific]
   
   
   
   See Volume Identifiers document
   http://library.osu.edu/sites/cataloging/voluid.htm
   
   
   • Valid LOCATION codes can be found online in OSCAR:
   • Telnet: M> I> C> B> BRANCH codes
   • Millennium: In item LOCATION box, enter “?” to browse list of valid codes
   
   
   
   • The bibliographic record location code will be changed by a program run on a regular schedule (“synchronization” or “link maintenance” program)
   
   
     Procedures for transferring a title: monograph or monographic set
   
   
   • Internal transfer: change sub-location
   • Update item record LOCATION
   • Update item record STATUS field, as needed (e.g. from – to o)
   • Update other fields to current standards, as needed
   • Re-label the piece, as needed
   
   
   
   • External transfer: change holding location
   • The sending location must
   • Make arrangements with receiving location to accept transfer and determine new location code
   • Update item record LOCATION
   • Update STATUS to “k” (being transferred)
   • Update other fields to current standards, as needed
   • If re-labeling of the piece is needed
   • Change/add in pencil the new three letter location code on verso of the title page above the call number
   • Insert streamer for the receiving location
   • Send piece to Collection Maintenance, Room 007, Main Library
   • The receiving location must
   • Verify accuracy of item record information
   • Check-in the items to clear status “k“ and assign appropriate STATUS
   
   
   
   • For transfers involving very large numbers of item records, send a location change request to Catalog Maintenance (for monographs) or to Scholarly Resources Integration Dept. (for serials) for a “rapid update.” In some cases, the Information Technology Dept. might assist in this process due to public service and circulation concerns.
   
   
   Procedures for transferring a title: serial or continuation title
   
   
   • Follow instructions as given for monographs and monographic sets, above
   • LIB HAS statement: Must be updated to reflect changed location(s)
   • For OSUL titles, sending location notifies Scholarly Resources Integration Dept. of items transferred; SRI updates LIB HAS
   • HEA, LAW and regional locations update their own LIB HAS statements
   • FUND changes: For OSUL titles on continuation, if funds need to be transferred, sending location submits request to Serials/Electronic Resources; documentation of agreement to fund change must be provided by collection manager for each location
   
   
   
2. Transfer to the Depository (STX)
   
   Specific guidelines for transferring to the Depository are posted by the
   Collection Management Team (CMT) in the Monographs Dept.:
   
   
   • Resources for Transferring Materials to the Library Book Depository
     http://library.osu.edu/sites/techservices/transferstoSTXmenu.php
     
     
   • Review for Transfer of Titles to STX (Draft 3, May 8, 2001)
     http://library.osu.edu/sites/techservices/cmtguid.php
     
     
   • FULL RECORD: Sending location must verify that a full bibliographic record appears on OSCAR for the piece(s).
   
   
   
   • For analyzed serials (item ICODE1=4):
   • both the serial record and the monographic volume must have full bibliographic records. If no full record, send to CMT (Collection Management Team) for review.
   • item record must have links to both the serial record and the monographic volume record (or multiple records for ‘bound with’). If no link(s), send to Cataloging Dept. for analytic cataloging work and linking.
   
   
   
   • BARCODE: Sending location barcodes each physical piece and enters barcode number into the item record on OSCAR
   
   
   
   • LOCATION: Sending location updates item record location field to new location code (e.g. stx1, stx3, etc.)
   
   
   
   • STATUS: Sending location updates item record status field to “k” (being transferred). If final status is to be made something other than available (-), a circulation status for each item must be written on the streamer by the sending library. Depository staff update circulation status upon receipt
   
   
   
   • POOR CONDITION: Materials is in poor condition or periodical is unbound: Sending location must send pieces to Collection Management Team for potential preservation treatment prior to sending to the depository.
   
   
   
   • Boxed pieces (containerized):
     Standard cartons (e,g, 15" x 12" x 10") contain a variety of pieces.
   • Each box is considered an individual item by the depository and will only circulate as one whole unit to the originating library. Inventory control is the responsibility of the originating library.
   • Create a short bibliographic record on OSCAR before sending it to the depository; the record should contain a description of the contents and preferably should be in MARC format.
   • Barcode each box.
   • Depository staff will not examine the contents of any box and will not retrieve any items from within a box. The box must circulate as a whole. It is recommended that this method of storage be used cautiously.

Related documentation for item record maintenance:

Item record training (create, update, delete)
http://library.osu.edu/sites/cataloging/item.htm

Item records: update, add, delete (Millennium)
http://library.osu.edu/sites/techservices/millitemrecdprocedures.php

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