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2.17. Transferring Items, Volumes, & Pre-cataloged Items

Transfer Item to different bibliographic record:

  1. Open two tabs in Evergreen.
  2. In the first tab, pull up the bibliographic record that you want your item to transfer to.
  3. Click on Actions for This Record and then on Holdings Maintenance.
  4. Select the destination volume line under the appropriate branch. (If no volume exists to receive the transferred item, you will need to create a volume first.)

    5.  Select the volume and click Actions for Selected Rows and then on Mark Volume as Item Transfer Destination.

Note:  Once you "mark" a transfer destination (bib or volume), it stays targeted until you mark a different destination. This “sticky” behavior (like some of the check boxes in Evergreen) is useful when moving multiple items to the same bib, but can cause items to transfer to the wrong bib record when working on lots of different items and bibs! Please be wary and always check your work.


    6.  Go to the second tab and bring up the holdings maintenance screen for the bibliographic record you wish to transfer the item from.

    7.  Highlight the item to be transferred, click on Actions for Catalogers and then on Transfer Items to Previously Marked Volume.

    8.  Check both bib records to make sure transfer occurred as intended.


Transfer Volume to different bibliographic record:

  1. Open two tabs in Evergreen.
  2. In the first tab, pull up the bibliographic record that you want your item to transfer to.
  3. Click on Actions for This Record and then on Holdings Maintenance.
  4. Select the owning library branch, click Actions for Selected Rows and then on Mark Library as Volume Transfer Destination.
  5. In the second tab, go to  Item Status and enter the barcode of the item you want to transfer.
  6. Select the item, click on  Actions for Catalogers and then on Transfer Volumes to Previously Marked Library.
  7. Check both bib records to make sure volume transfer occurred as intended.


Pre-cataloged Items

The pre-cat function allows staff to temporarily circulate items that have not been cataloged, so are not attached to a volume or bibliographic record. This type of "placeholder" item record should be used sparingly for items that the library never intends to catalog, such as interlibrary loans, or when a patron discovers a deleted item on the shelf and wants to check the item out right away. Pre-cataloged items do not display in the catalog and have limited display in the staff client, so once they are returned to the owning library, they should be routed to cataloging and transferred to a volume and bibliographic record to preserve the circulation count and retain the barcode. Item barcodes cannot be reused in Evergreen once the item attached to that barcode has been deleted.


Transfer existing pre-cataloged items to a bib record:

  1. Open two tabs in Evergreen.
  2. Retrieve the destination bibliographic record.
  3. Select Actions for this Record and then Holdings Maintenance.
  4. Create a volume if necessary.
  5. Select desired volume and then Actions for Selected Rows and then on Mark Volume as Item Transfer Destination.
  6. In the second tab, go to Item Status and enter the barcode of the item you want to transfer.
  7. Select the item, click on Actions for Catalogers and then on Transfer Volumes to Previously Marked Library.


Knowledge Tags
pre-cat  /  pre-cataloged item  /  transfer item  /  transfer volume  / 

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