Volumes and Copies
Adding Volume and Copy Holdings for Monographs
Note: Use Create Item to ADD copies or volumes to an existing record in Unicorn.
DO NOT use Create Item to UPDATE copy records created by Acquisitions (generally those with Sirsi auto-generated call numbers). Acquisitions records will generally require
the use of Edit Item.
Updating Volume and Copy Holdings for Monographs
Note: The Edit Item command is used to make corrections and changes to existing call number
and copy records.
A. Simple Add
Used for adding a subsequent copy to an already cataloged title utilizing the same call number
1. Search the record you wish to edit.
2. Issue a Display1 command. Be sure the library default is set to ALL. Click Ok on the first screen.
3. Scroll down to the bottom of the second Display1 screen and find the call number under the library to
which you wish to add the copy. Highlight the CALL NUMBER by clicking on it.
4. Once the call number is highlighted, issue a CREATE ITEM command.
5. In the action choices at the top of the screen, select add COPY. Click OK or press Enter.
6. On the Create Item screen, type in the appropriate:
copy number (if left blank the system will assign the next available number)
barcode
location
item type
7. Click OK, or press Enter AND Close the Create Item window.
NOTE: Unless a barcode has been entered, clicking the OK button more than once may cause the system to
continue to create additional copies.
8. If you need to edit, issue an Edit Item command.
9. Refresh your Display1 screen and make sure your copy has been added correctly.
B. Complex Add
Used when adding a copy to a new library, OR adding a new CALL NUMBER that is different from previous copies
1. Search the record you wish to edit.
2. Issue a Display1 command. Be sure the library default is set to ALL. Click Ok on the first screen.
3. On the second Display1 screen, scroll down to the holdings (Volume and Copy Info) to view the
current holdings.
4. Issue a Create Item command.
5. In the action choices at the top of the screen, select add CALL. Click Ok, or press Enter.
6. In the Adding Call Number area type in, or verify the appropriate:
library
call number
class scheme
barcode
location
item type
7. Click OK, or press Enter AND Close the Create Item window!!!!
NOTE: Unless a barcode has been entered, clicking the OK button more than once may cause the system to
continue to create additional copies.
8. If you need to edit, issue an Edit Item command.
9. Refresh your Display1 screen and make sure your copy has been added correctly.
C. Adding volumes to a multi-part title
NOTE: The normal procedure for entering volumes to a multi-part title is to enter the first volume in
hand when creating or editing the bibliographic record. Subsequent volumes are added following the
steps outlined below.
1. Search the record you wish to edit.
2. Issue a Display1 command. Be sure the library default is set to ALL. Click Ok on the first screen.
3. Scroll down to the bottom of the second Display1 screen and find the call number under the library to
which the volume is to be added. Click on the CALL NUMBER, it should be highlighted.
4. Issue a Create Item command.
5. In the action choices at the top of the screen, select add CALL. Click Ok, or press Enter.
6. In the Adding Call Number area type in, or verify the appropriate:
library
call number
class scheme (change the volume number at the end of the call number to match the number of the volume in hand) barcode
home location
item type
7. When you have determined that everything is correct, click Ok or press Enter.
8. Repeat Step 6 for each additional volume.
9. When you are finished, close the Create Item window. If you need to edit the record, issue an Edit
Item command.
10. Refresh your Display1 screen and make sure your volumes have been added correctly.
11. Update your MARC Holdings record.
MARC Holdings
MARC Holdings must be created or updated for each volume copy.
To create or update MARC Holdings:
1. After the record has been cataloged or volumes added, using Display1--- highlight one of the call
numbers for the library you wish to update.
2. Issue an Edit Item command, click Ok on the first screen, then scroll down past the descriptive
bibliographic information to the Holdings box.
3. Click in the box next to the list of holdings records
4. Click on the After button from the Helper Button Bar if this is the first MARC Holding
record.
5. You should get the following screen
6. For now, we will not be filling in the Fixed Fields, but the 852 field is REQUIRED.
7. The following subfields are valid for the 852.
|c (use for the approved Unicorn location code)
|t (for use with copy numbers, if and when necessary)
|z (for public notes)
If necessary: |h (classification part) and |i (item part - cutter) may also be used.
8. The 866 should be used as usual. The 866 field is repeatable. For a refresher course on valid MARC Holdings codes-- check the Cataloger's Desktop.
8. When you have finished, click on OK and Close the record.
9. Refresh your Display1 screen and make sure your MARC holdings were done correctly.
Editing the MARC Holdings
To edit the MARC Holdings record:
1. You must have searched your record and issued an Edit Item command. Scroll to the Holdings box and click on the appropriate holdings record.
2. Go to the Helper Button Bar and chose the Edit Button.
4. You may edit as you wish.
5. Remember when you have finished editing the record to click Ok and Close the record.
6. Refresh your record to view the results of this transaction.
Deleting a MARC Holdings Record
1. You must have searched your record and issued an Edit Item command. Scroll to the Holdings box and click on the appropriate holdings record.
2. Go to the Helper Button Bar and chose the Delete Button
3. Once the button has been clicked, you may think it has been removed, but there is one last step. Scroll again to the Holdings box. You will need to answer the question. Check the box, if you still want to remove the holding; otherwise close your record.
4. Refresh your record to view the results of this transaction.
D. Changing the call number on ALL copies in a call number group
1. Search the record you wish to edit. Use the ALL display to view the record. Scroll down to the
holdings. Find the call number under the library you want to change and click to highlight it.
2. Initiate an Edit Item command. Click OK on the first screen.
3. Scroll down to the "Call Number Info" box and change or edit the call number in the "new call
number" field.
NOTE: If the new number is base on a different class scheme than the original one (e.g. Dewey; LC,
etc.), change the class scheme to reflect the new scheme.
4. Click OK, or press Enter AND close the Edit Item window.
E. Changing the call number on ONE COPY in a call number group while leaving
other COPIES in the original number
NOTE: Use the following procedure only when the copy changed will be the first copy in that new call
number. If the call number already exists use the instructions given in "H. -- Moving a copy from one
call number to another."
1. Search the record you wish to edit. Use the ALL display to view the record. Scroll down to the
holdings. Find the call number under the library you want to change and click on the call number to
highlight it.
2. Issue a Display1 command. Copy the call number from the first screen, then click OK.
3. Scroll down the Display1 screen to the holdings. Click on the COPY (NOT the call number) you
wish to transfer to highlight it.
4. Initiate a Transfer Item command.
5. From the transferring choices: select COPY.
6. At the Copy, Callnum, or Title to Transfer: verify that the barcode and call number match the copy
and current call number you want to move.
7. At the Identify Destination Volume or Title: paste (or cntrl v) the new call number in the call number
field.
8. Click Ok or press enter.
NOTE: If the new call number is NOT unique (i.e. it matches one on the same record or exists elsewhere
in the database), you will need to enter the barcode of an associated copy OR the control number for the
title record.
9. Check the information on the Item to be transferred and Transfer to call number screens to be sure
that the system has interpreted your transaction correctly.
10. Click TRANSFER to complete the transfer, or click on Cancel TRANSFER to cancel the transaction.
