Add volumes: FOLIO checklist

Summary: A checklist for catalogers with steps for adding a volume to an existing set in FOLIO.

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MARC/Source record

• Access via Actions > Edit MARC bibliographic record

• Add ISBN of new volume in an 020 field

• Add contents of new volume to existing 505 note

• Add new volume to existing 866 _0, repeating the caption

  • Example: 866 _0  t.1-t.2

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Holdings record

• Access via View holdings > Actions > Edit

• Add new volume to existing Holdings statement, repeating the caption

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Item record

• Duplicate an existing item record (click on barcode > Actions > Duplicate)

• Delete fields that apply only to the old item

  • Examples: former identifiers, Sierra checkout notes, old workstats, item damage notes

• Change volume information (under Enumeration data) to the new volume

• Change Permanent Location to: Select location (at top of list)

• Add your workstat as an Item note, using addi (xxxaddimonoxxx)

• Mark “staff only” box for workstat

• Save and close

• Return to item Actions menu and Mark as in-process

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Physical piece

• Write volume information as last line of call number

• Place on appropriate labeling truck or CatMan shelf as usual

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Order information

In some cases, the order record for the new volume may have been linked to a new instance record rather than to the existing set. In that case, the order link needs to be changed to the set record, and the unwanted instance record needs to be re-used or marked for deletion.

• Change order link

  • Copy HRID of set record

  • Navigate to POL in Orders app

  • Actions > Change instance connection

  • Search by HRID of set record

  • Click on set record and Confirm

• Re-use unwanted instance or mark for deletion

  • To re-use, overlay it with a record that does not already have overlay information

  • To mark for deletion:

    • Actions > Edit instance

    • Mark the Suppress from discovery box

    • Add the Statistical code: Catman: DELETE

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Adds to Library of Michigan or Law Library

If MSU does not already hold any volumes of the set:

• Use the existing LM/Law Library Instance record

• Add a new 866 _0 to the SRS record, prefacing it with Main: (or other MSU location)

• Create a new holdings record for the MSU location

• Add MSU holdings to the Holdings Statement of the new holdings record

• Add a new item record for MSU

  • Create from scratch under the new MSU holdings record, or

  • Duplicate an existing item, adjust for MSU details, and move to the MSU holdings record (Instance > Actions > Move items within an instance)

  • The new MSU set is copy 1

  • Workstat for the first MSU volume is copymono

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