Working in the Holdings Maintenance Screen

 Dear cataloging folks:   This week's tip is not about MARC format, but one of the functions in Evergreen that your permission level allows you to use.  Holdings Maintenance is accessible from the "Actions for this Record" drop-down menu in the OPAC view.  Holdings Maintenance allows you to manage the item and volume records attached to a MARC record.  This week's tip is also explained in more detail in Ch. 10 of the Indiana Evergreen software manual, a copy of which is attached.  (The complete manual is online here and linked from the "Cataloging Support" section of the staff wiki.) For example, say your library purchases three copies of Alexander McCall Smith's new book, A Conspiracy of Friends, and you need to add one copy each to your main library, the East Side Branch, and your bookmobile. You can do this with the correct settings in the Holdings Maintenance Screen. First, the library name displayed on that screen must be the system level name and not one of the branches. If, for example, if you are cataloging for the Lincoln Heritage Library, "LHPL Lincoln Heritage Public Library"must be selected from the library pull-down menu rather than one of the branches, "LHPLC Lincoln Heritage Public Library - Chrisney" or "LHPLD Lincoln Heritage Public Library - Dale". Second, "This Specialized Library" must appear in the "limit" box to the right of the library name. If the settings in the Holdings Maintenance Screen are correct, all your library's branches will be displayed. By highlighting multiple locations at the same time (do this by holding down the Shift key while highlighting each library name), you can add volumes and items to all branches simultaneously.Use the same technique to edit or delete multiple volumes and items. Another function of Holdings Maintenance is to transfer volume and item records between MARC records within a library or branch.  For instance, you may find an abridged-edition audiobook attached to the record for the unabridged edition.  To correct this, open each record in its own tab, go to Holdings Maintenance in each tab and set the library name displayed to the same (yours) in each.  Then, right-click to select actions and transfer the volume record together with the item/s it contains.   To transfer an item independently of its volume record, you must either choose or create a new volume record attached to the destination MARC record. Volume records can be created in the Holdings Maintenance screen by right-clicking on a library or branch to select actions.   If you transfer or delete all volume/item records attached to a MARC record, Evergreen will delete it automatically.  This is a method by which you can use Holdings Maintenance to eliminate duplicate MARC records, should you encounter them.  Once you have removed all item and volume records from one MARC record by transferring them to the other, the MARC record with no volumes attached will be deleted automatically. Before doing this, it is essential to evaluate the quality of each MARC record and determine which of the two is formatted correctly and/or contains more descriptive information (e.g. one may contain an OCLC number in Field 035 that should be preserved).  It may be necessary to copy certain fields into the surviving record.  If you need assistance in evaluating records that appear to be duplicates, contact a regional mentor or myself for assistance.

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