3.21. Moving Call Number or Item Records to Different Records

Last Updated 11/03/2023

Transferring Call Number Records to a Different Bib Record

You have two options when transferring materials. You can either move a call number record and the items attached to that call number record over to a different bib record, or you can move only the items over to an existing call number record.

Moving Both Call Number Record and Attached Copies To Different Bib

When moving a call number record and the various items, start by going to the bib record that you're moving the materials to. From the Mark For menu, choose Holding Transfer.

"Holding Transfer" is the fourth option in the "Mark For" dropdown list.

Once you've done so, you can go back to the Mark For drop down menu and see the TCN of the record marked as the destination.

The TCN appears in parentheses to the right of "Holding Transfer."

Now, if you navigate to the bib record of the material you're transferring, select the row with the Call Number record of the material you're transferring and check the checkbox of the Call Number row (not the row where the barcode is).

(Screen shot of source Bib record)

The checkbox is to the left of the call number.

Then go to the Actions menu or right click on that row

The actions menu is in the top right hand corner.

and scroll down to the bottom of the pop up menu and choose "Transfer Holdings to Marked Destination"

"Transfer Holdings to Marked Destination" is the first option under "Transfer" in the dropdown list.

You will then be able to go to the bib record you marked for Holdings Transfer and see the Call Number and Item(s) you transferred.

(Screen shot of destination Bib record)

The call number and item/s have been transferred to the destination record.

Moving Only Item Records to an Existing Call Number Record

When moving one or more items to an existing call number record, rather than marking the whole bib as a Holdings Transfer target, you'll select specifically the call number that you're wanting to move the items to. Again start in the Holdings View of the bib record you're moving the items to, find or create the call number record you want to move the items to and then select it in the holdings view.

Select the destination call number by clicking the box to the left of it.

Once you have the Call Number record in the destination record selected, go to the Actions drop down menu or right click on the Call Number row you checked in the Holdings View and scroll down the pop up menu to the Mark section and choose "Mark Library/Call Number as Transfer Destination"

"Mark Library/Call Number as Transfer Destination" is the third option beneath "Mark" in the dropdown list.

Then return to the Holdings View of the record that has the item you're moving and select the check box next to the item rows of the items you're transferring.

(Screen shot of Holdings View of bib record we're moving Items from prior to move)

Select the item/s by clicking the box to the left of the barcode/s.

Again, go to the Actions Menu or right click on one of the rows you've selected and scroll down in the menu to select "Transfer Items to Marked Destination"

"Transfer Items to Marked Destination" is the second option under "Transfer" in the dropdown list.

Once you've done so, you should be able to go back to the bib record showing the call number

(Screen shot of Holdings View of bib record we're moving Items to after move)

The item/s have been transferred to the destination call number.

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