Holdings Maintenance menu

Holdings Maintenance is a very useful feature for working with items in Evergreen (as opposed to MARC records). It displays the "holdings" or item/volume records attached to a given MARC record in the catalog. To access this screen, choose "Actions for This Record -> Holdings Maintenance" from the upper right corner of the screen. In the Holdings Maintenance menu, a pull-down menu lists all Sage member libraries by district. Those libraries that have copies of the particular book (or CD, DVD, etc.) will appear in bold text. Selecting one will show the volume record (call number) and item record (barcode) -- make sure the boxes for "Show Items" and "Show Volumes" are checked. The real advantage of Holdings Maintenance, however, is that it lets you quickly select and edit item/volume records -- replacing a bar code, changing the call number, the shelving location, or other item attributes (price, source of acquisition, length of checkout time, etc. etc.) can all be performed by right-clicking on the item/volume and selecting "Edit Volumes" or "Edit Items." If you are weeding or withdrawing books, you can also "Delete" items or volume records from this menu. If your library district has multiple branches, you can also use Holdings Maintenance to transfer items from one branch to another. First, choose the destination library from the list, then right-click and select "Mark Library as Volume Transfer Destination." Next, find the item you want to transfer by choosing its current library from the list and right-click on its call number, then select "Transfer Volume to Previously Marked Library." (Note: Evergreen requires you to either move an item and volume record at the same time, or move an item from one volume to another. The Holdings Maintenance screen allows you to do either -- it also allows you to create a new volume, or to add items to an existing volume, e.g. multiple copies of a book that all have the same call number). One thing Holdings Maintenance will NOT allow you to do is affect the holdings of other libraries -- at the Cat 2 permission level, you can only make changes to your own library's collection. However, this is enough to resolve a duplicate MARC record in the system. If you find that you've imported a duplicate, simply transfer your copy to the pre-existing record. In order to carry this out, you will need to have both records open in separate tabs, and to go to Holdings Maintenance in each tab. Then, follow the directions above -- select your library as "Mark Library as Volume Transfer Destination" in the tab for the pre-existing record, then select "Transfer Volume to Previously Marked Library" in the tab for the duplicate record. If yours was the only item/volume that was attached to the duplicate record, transferring it to the pre-existing record will cause the duplicate to automatically delete itself. An illustrated guide to using the Holdings Maintenance menu can be found in the B.C. Libraries' user manual for Evergreen http://docs.sitka.bclibraries.ca/Sitka/current/html/index.html, and also in chapters 3, 9 and 10 of the Indiana State Libraries' user manual for Evergreen http://www.in.gov/library/5089.htm. These user manuals cover all aspects of Evergreen, including cataloging, so please bookmark these links if you have not done so already.

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