Transfers to STX Procedures

Transfers to STX Procedures - Serials

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:

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.
Search in OSCAR
1. At the search prompt key in the call number (preceded by a "c").
2. If no record found, mark streamer and send all volumes to CMT.
Verify accuracy of brief bibliographic information above the item record or summary screen. Check call # and title.
1. If any field does not match: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
2. If record information is all upper case, treat as a "short bib" record: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
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 copies.
Review and evaluate the bibliographic record
1. Enter E> EXAMINE BIBLIOGRAPHIC.
2. Is it a serial?
  1. For serial - BIB LVL = "s," with volume identifier on piece.
  2. If BIB LVL = "m," with volume identifier on piece, consult guidelines for monosets.
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. Use M> See MORE BIBLIOGRAPHIC
7. Verify that 6XX field exists. If no 6XX field: mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
8. Look at 910 field. If ANYL is indicated, this is an analyzed serial. Mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.
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 in steps 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)."
Review and update each item record.
1. Is there one, and only one, item record for each piece?
  1. Any summary statement must be broken out before transfer to STX.
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), and Volume Identifiers Policy at: http://library.osu.edu/staff/cataloging/voluid.htm ]
  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. If ICODE1 is "4" set aside for analyzed serial workflow (See addendum below.).
  3. Verify ICODE2 is "-"(dash); if not mark and insert streamer and OSCAR printout into first volume and send all volumes to CMT.
  4. Make sure I TYPE = "1"
    1. If "11" change to "1"
    2. If "0" look for the appropriate workflow for that material.
    3. If any other value check with supervisor.
  5. Look for PATRON #, to make sure item is not checked out to a patron. Value of patron number field must be "0" (otherwise, material should be checked in)
  6. Verify LOCATION code is for your location.
    1. If not: mark and insert streamer and OSCAR printout in first volume 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 in first volume; 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). If not an exact match, give to supervisor.
  9. Check year and be sure it matches piece. If not an exact match give to supervisor.
  10. 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:
  11. 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, student should enter their initials as well.)
4. Send a printout with all updates for libhas statements to Deb Cameron, CMT.
Send item to STX

Addendum - Analytics

Examine bib record
1. Look at 910 field. If ANYL is indicated, this is an analyzed serial. 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.
Look at item record
1. Check ICODE1. If ICODE1 value is "4" item is an analyzed serial. Mark streamer, insert OSCAR printout in first volume, and send all volumes to CMT.

Return to the Transfers to the Depository menu.
Return to the Training Advisory Council home page

Send comments and questions to the Renovation Working Group No. 5 or Training Advisory Council

Page last modified: 8 November 2011

This site is best viewed with 1024 x 768 monitor resolution with high or true color settings. If you have questions or comments about any portion of this site or need the information in an alternative format, please contact Henry Griffy at griffy.2@osu.edu, or (614) 247-4663.

Technical Services Home |

The Ohio State University

www.osu.edu

Transfers to STX Procedures - Serials

Addendum - Analytics