The Ohio State University

Assumptions:

• Titles have been identified for transfer to the Depository (STX1).
• The procedures begin with the items selected for transfer in hand.
• It is expected that the individual updating the item records will have some basic understanding of OSCAR command structure. If review is needed see:
  • Perform a Search, via Search the Catalog ( http://www.library.osu.edu/Staff/training/studtrng/oscar/searchviaSTC.html )
  • Basic Record Updating via Circulation mode ( http://www.library.osu.edu/Staff/training/studtrng/oscar/circmodupdat.html )

General Guidelines:

• All items sent to CMT (OSU Libraries Collection Management Team) should be accompanied by a streamer indicating the problem encountered and an OSCAR printout (provided a record is available).
• Quotation marks are used throughout the following instructions in order to set off commands or information. At no time are these quotation marks intended for input into OSCAR.

Procedures:

1. Log-in to OSCAR
   1. From OSCAR’s main menu select:
      C> CIRCULATION subsystem.
   2. Then select: A> ADDITIONAL circulation functions.
   3. Next choose: U> UPDATE an item record.
   4. Type your OSCAR initials and password.
   5. Choose K> KEY Substitution Phrases.
   6. After Substitute for %0: type in "Transferred to STX from [your loc], today’s date (yymmdd), [your initials]" (e.g. Transferred to STX from ETC, 030421, AB). The substitution phrase will be applied in section H below.
   7. Press [Enter] twice to return to the menu, then:
   8. Select: S> SUMMARY of all attached records.

2. Search in OSCAR
   1. At the search prompt key in the call number (preceded by a "c"). If no record found, mark streamer and send item to CMT.

3. Verify accuracy of brief bibliographic information
   1. Check the brief bib above the item record or summary screen - call #, author, title, as well as imprint and date, if indicated. (may need to verify in bibliographic record in step "E")
   2. If any field does not match: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   3. If record information is all upper case: treat as a "short bib" record, mark streamer, insert OSCAR printout in 1st volume, and send all volumes to CMT.

4. How many copies total in STX? (Should not exceed 2 total in STX.)
   1. If fewer than 2, evaluate condition of the items in hand.
      1. If poor condition: mark streamer, insert OSCAR printout in first volume and send all volumes to CMT.
      2. Good condition copy(ies) may be prepared for transfer.
   2. If 2 or more:
      1. Consider withdrawal for your location’s copy(ies). (Note: No book with a book plate should be withdrawn. Send to CMT.)

5. Review and evaluate the bibliographic record. (Use M> See MORE BIBLIOGRAPHIC to scroll through bib record.)
   1. Enter E> EXAMINE BIBLIOGRAPHIC
   2. Is it a monoset?
      1. For monoset - BIB LVL = m, with volume identifier on piece
      2. If BIB LVL = s, consult guidelines for serials
   3. If BCODE3 is anything other than "-" (dash): mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   4. Verify that record has CAT DATE. If no date present: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   5. Check for an 001 field(OCLC number). If no 001 field: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   6. Check 260 field to verify imprint.
   7. Use M> See MORE BIBLIOGRAPHIC to scroll through bib record.
   8. Verify that 6XX field exists [unless call number begins with "P"(fiction) which may not have a 6XX field. If no 6XX field: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   9. For literature titles only: check for editor(s) in the 7XX fields, where appropriate. If no editor in 7XX field for title with an editor: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   10. Look at 910 field. If ANYL is indicated, this is an analyzed monoset. Mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.

6. Verify that all volumes of the title are accounted for.
   1. Key S> Record SUMMARY and check the matching item records.
      1. If yes, OK to proceed.
      2. If no, look at the item records for missing items and handle as indicated below.
   2. Item is checked out:
      1. Add a hold, without recall, using patron record "CMT" (nCMT).
      2. Insert a note in item record: "Transfer to STX1 on return, date (yymmdd), initials."
   3. Item is at bindery:
      1. Add a hold, without recall, using patron record "CMT" (nCMT).
      2. Insert a note in item record: "Transfer to STX1 on return, date (yymmdd), initials."
   4. Item is missing:
      1. Change item record status to "s."
      2. Add a hold, without recall, using patron record "CMT" (nCMT).
      3. Insert a note in item record: "if found, transfer to STX1, initials, date(yymmdd)."

7. Are there item records for each piece in hand?
   1. Is there one, and only one, item record for each piece?
   2. For volumes that don’t have an individual item record:
      1. Create record [See:"Item records: Create (Add to OSCAR)" http://library.osu.edu/staff/cataloging/icreate.htm (Feb. 2001) ]
      2. Affix barcode and scan into record.
      3. Verify accuracy of barcode in record.
   3. For each existing item record:
      1. Check COPY # and be sure it matches piece (no copy number appears on copy 1).
      2. Verify ICODE1 is not "4;" if "4" set aside for analyzed monoset workflow. (See addendum below.)
      3. Verify ICODE2 is "-"(dash).
      4. Make sure I TYPE = "0" If not "0" look for the appropriate workflow for that material.
      5. Look for PATRON #, to make sure item is not checked out to a patron. Value of patron number field must be "0" (otherwise, supervisor should check in).
      6. Verify LOCATION code is for your location.
         1. If not: mark and insert streamer and OSCAR printout and send all volumes to CMT.
         2. If yes: update to "stx1"
      7. Look at item record STATUS.
         1. If status is "-"(dash), "b," "m," "o," "p," or "s" update to "k"
         2. If status is anything other than those listed above mark and insert streamer and OSCAR printout and send all volumes to CMT.
      8. Check volume number and be sure it matches piece (may need to use M> MORE ITEM to see volume number).
      9. Verify accuracy of barcode number in item record.
         1. If it does not match: mark streamer, insert OSCAR printout and send to CMT.
         2. If no barcode: affix one, scan into item record, and verify accuracy of barcode in the item record.

      Note item record fields to be checked in illustration below:
      
      
      

8. Insert note in item record:
   1. Type "I" to INSERT, then "N" for NOTE.
   2. Enter text as follows: "Transferred to STX from (loc), date(yymmdd), initials" or use substitution phrase as created in section "A" (If student is entering note for responsible party, have student enter their initials as well.

9. Send item to STX.

Last revision 09/10/03
Transfer to STX Working group

1. Examine bib record
   1. Look at 910 field. If ANYL is indicated, this is an analyzed monoset. Mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
   2. If ANYL is not indicated in the 910 field select any item record for review.

2. Look at item record
   1. Check ICODE1. If ICODE1 value is "4" item is an analyzed monoset. Mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.

Last revision 08/27/03
Transfer to STX Working Group