Document: Transfers (Change location of library materials) P.1
Date: 2001 Feb. 15 rev. (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: from one sublocation to another
Example: agir to agis
- External transfer:
- from one library to another library
Example: agis to ards - from a subject collection to the depository
Example: agis to stx
- from one library to another library
1. Guidelines and Policies
- These guidelines apply to transfers between libraries on OSUL main campus; also between OSUL main campus, HEA, and Regional locations and LAW Library
2. All transfers must be approved by collection managers at both the sending and the receiving location.
3. The actual transfer of the item on OSCAR is handled by designated staff at each location who are responsible for the accuracy of changes made to the item record
- Procedures are provided for the following groups of materials:
- A single title, monograph or monographic set
- A single title, serial or continuation
- A transfer to the Depository (STX)
- Appropriate location codes for transfers can be found online in OSCAR/Felix:
M> I> C> B> BRANCH codes
- Be sure that the item record matches the physical piece; make needed changes.
- The bibliographic record location code will be changed by program run on a regular schedule by the Cataloging Dept., Catalog Maintenance Section.
II. Procedures for transferring a title: monographs or monographic sets
1. Logon to Felix as staff; search for the item record (.i, title, call number, etc.)
1.2 Internal tranfer: change sublocation
1.2.1 Update item record location (field 18)
1.2.2 Update item record status field, if necessary (field 20)
1.2.3 Update other fields to current standards, as needed
1.2.4 Relabel the piece, if necessary
1.2.5 Re-shelve the piece in new location
1.3 External transfer: change holding location
1.3.1 The sending location must make arrangements with receiving location to accept the transfer and determine new location code
1.3.2 Sending location: Update location (field 18) to new location code
1.3.3 Sending location: Updates status (field 20) to "k" (being transferred)
1.3.4 Update other fields to current standards, as needed
1.3.5 If relabeling of the piece is needed, sending location does the following:
- 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
1. Send piece to Collection Maintenance, Room 007, Main Library
1.4 For transfers involving very large numbers of item records, send a location change
request to Catalog Maintenance (for monographs) or to Serials/Electronic
Resouces (for serials) for a "rapid update." In some cases, the Information
Technology Dept. might assist due to public service/circulation concerns.
III. Procedures for transferring a title: serial or continuation title:
1. For OSUL titles, if an item is part of a serial or continuation title, sending location
notifies S/ER of items transferred
- For OSUL, S/ER Dept. updates LIB HAS statement.
- HEA, regional locations, and LAW update their own LIB HAS statements
- For OSUL titles on continuation, if funds need to be transferred, sending location submits to S/ER 2 copies of Form ACQ356 which must be signed by both collection managers (the sending and receiving location collection manager). Or, in lieu of the form, S/ER will also accept a memo with both signatures and printouts attached to memo.
3. Upon receipt in receiving location, review the record and check-in the items
(using Circulation subsystem) to clear status "k." Make any other corrections
such as updating the circulation status if other than "available."
- If a summary volume identifier in a single item record is created (e.g. v.1-15) to replace individual item records for each separate volume (e.g. v.1, v.2, etc.), mark each individual item record for deletion (or delete directly if authorized).
- Transfer to Depository (STX): Special Instructions
1. Barcoding: Sending location must barcode each physical piece and enter the
barcode number into the appropriate item record on OSCAR/Felix.
- Location: Sending location updates item record location field to new location code (e.g. stx1). Other stx codes might be used, e.g. for rare materials.
3. 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 updates circulation status upon receipt.
3. Periodical is in poor condition or unbound: Sending location must send pieces to
Collection Maintenance, Room 007, for shrink wrapping or other preservation
treatment prior to sending to the depository.
4. Boxed pieces (containerized): These standard records center cartons (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.
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