Please begin in the Cataloging module; you may open the Cataloging module by clicking on the “MARC” icon at bottom of screen; you will now have two windows open; Cataloging and Serials

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Moving Serial issue/items from one Bib record to another

Search for the two titles you need to change; if there was a name change, even if the titles have different names, they are tied together with an 7XX field so they will file together if you use the browse function;

highlight your titles and then send to “show” menu to double check your titles

Notice the number “2”

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You can choose both titles by holding down the “Control”/”Ctrl” key; notice they are both highlighted; then send them to the Cataloging function

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Both of your titles are now in the Cataloging function; notice the “Edit Records” area to the far left; in order to see/edit both titles you will need to split the screen, this will aid in moving the items from one title to the

other; click the icon that looks like an open book

Both system numbers are listed

The open book icon is the split screen

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After the screen is split you will want to populate each screen with a title; click inside the empty square; notice that it is outlined in red; then click on the system number of the “other” (which is the one not highlighted) title

on the Edit Records area

RED square

Click on system number

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In order to move issue/items from one title to another, several changes need to be made in the Serials module

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Click on the title that has the issue/items that need to be moved; (notice it is not grey and is surrounded by the red line); then “push” your title to the Acq/Serials module (doing it the following way saves you from

searching for you title (again) in the serials module)) by clicking the four triangle icon at the top of the Aleph screen (not the bottom)

Acq/Serialsmodule

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As you know there are many ways to get into the Serials module; from this screen I usually click the “stack” icon

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Once in Serials you need to be in the Item List; click on TAB 6, this shows you what holding record your issue/item is linked to as well as the Holding Record number; then click on the Global Changes button

1) Item List

2) HOL Links Tab

4) Holding Record number5) Global Changes

3) Linked9

Before you can move serial issue/items you need to “unlink” the issue/item from the holdings records and also remove the subscription number (basically unlinking the issue/item from the subscription); all of those things

can be done globally

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Remove the information from the fields you do not wish to change; in this case you need to change the HOL Link, Copy Number , and Subscription No.; use the “default” arrival date; the number of the digits IS important;

CLICK “OK” when finished

000000000

000000

01/01/1900

01/01/1900

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Issue/items are now “unlinked” and the subscription number is now “0” (basically unlinked); now the issue/items are ready to be moved to the “other” title

Subscription information is found on TAB 4

No check means “unlinked”

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Back to Cataloging;Overview; Cataloging

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In order to move the issue/items you MUST be in the “Overview Tree” View

Overview Tree

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Notice that the issue/items to be moved are no longer in a HOLding record but are listed under ITEMS (because we unlinked them); you can’t move items to a HOLdings on a different record you must move them to the items

area on the “other” record

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Highlight the barcode you wish to move (each one needs to be done separately); drag and drop to the ITEMS area of the title you wish the issue/items to reside in; you will then see “TREE item” dialogue box; click yes

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… and once again to confirm; click OK

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When all issue/items have been moved to the new record, you will see “No ITEMS” available on the old record; on the “new” record you will see two different types of issue/items, HOLding record (linked) issue/items and

ITEMS (unlinked) issue/items; now back to the Acq/Serials module; you need to “push” the new record/title by clicking the “serial” icon at the TOP

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Make sure you click/highlight one of the issue/items you moved; go to TAB 6 HOL Links and record the Holding Record number of the new record; notice also that the moved issue/item is not linked to it; notice also that the

collection code may be different than the collection code of the new record; to get the Global Changes dialogue box remember to click Global Changes

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Remove anything that populates fields that you do NOT wish to change; click OK when all changes have been made; confirm that you want the changes to be performed

The HOL Link MUST have 9 digits; even though the Holding Record shows no “0’s”; whatever you put into the HOL Link there must be added zeros to make up 9 digits

The new subscription number may not always be “1” check your subscriptions to confirm

Default date 01/01/1900

You may need to change the Collection Code

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Your issue/items are now linked to the correct Holding Record, subscription and Bib record

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