Adding a monographic copy in ALEPH

1. Search the item in Aleph by title.
     
2. Check bibliographic record and compare to item.
   • If the bibliographic record does not match the book in hand, take book to Record Creation Unit.  
   • If the bibliographic record matches the book in hand, procede to step 3.

 

3. Creating and editing an Item record for an added copy-same location
   • Open Items Tab
   • Item List displays. Click "New" button
   • Add the following information
     • Sublibrary
     • Collection
     • Material Type
     • Item Status
     • Item Processing Status
     • Enum Level.1(A)(Vol)
     • Add "c.2" (or appropriate copy number) in "Description" field of the item record
   • Click the "Update" button
   • Click on the HOL Links tab in the bottom pane of the Item Tab.
   • Click the "Create New" button. This will create a new holdings record automatically populating the subfields b,c h, and i (h and i only if there is a 050 or 090 field in the bib record) in the holdings record and automatically link the item you created with the correct holdings record.
   • Check the call no. in subfields h and i. Make sure it matches the call no. used for the first copy in the same location.
   • Add a subfield t to the 852 and fill in the correct copy number (number only)
   • The system no. of the Holdings record you have linked to should display in "Hol. Link" Box on the General Information (1) tab of the item record.

   

4. Create a new holdings record. If you choose to create the holdings first, follow the directions below. When you create the item record and link to the correct holdings record by selecting the holding system number in the HOL Link box of the General Information (1) tab, sublibrary, collection, and call number info will be pulled in.
     
   • 852 field : Put cursor on 852. Use F6 and type in the 852 if not present.
   • Use Ctrl+f (to open form) or F7 (to add subfields)
   • Edit or add the following as needed:
     • Subfield a for our library: FMFIU
     • Subfield b for sublibrary
     • Subfield c for collection
     • Subfield h for 1st part of call no. (what's in $$a of 050, 090, etc.)
     • Subfield i for 2nd part of call no. (what's in $$b of 050, 090, etc.)
     • Subfield t for copy no. (2, 3, etc., as appropriate)
     • Subfield x for nonpublic note (put your initials here)
     • Subfield z for public note, if needed. Use if a printing different from first copy.
   • Save on server.