Catalog new sets: FOLIO checklist

Summary: 
A checklist with steps for cataloging a new set in FOLIO.

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Bring in the set record from OCLC

• If using desktop method:

  • Add 866 _0 in OCLC, repeating the caption

    • Example: 866 _0  Bd.1-Bd.3

  • Data import will copy the volume information to the holdings record

  • To add volume information for first volume in OCLC, use 949$p

    • Example: $c Bd.1

• If using single-record import:

  • Add 866 _0 to FOLIO source record, repeating the caption (Actions > Edit MARC bibliographic record)

  • Add volume information to FOLIO holdings record, repeating the caption (View holdings > Edit > Holdings details > Add holdings statement)

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Item record for first volume

• This is created by Data import

• Add volume information (Enumeration data > Volume) if not already there

• Add workstat if not already there, using copy or orig (xxxcopymonoxxx)

• Mark “staff only” box for workstat if not already marked

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Item record for each additional volume

• Duplicate first item record (click on "No barcode” > Actions > Duplicate)

• Change volume number to that of the additional volume

• Change workstat to addi (xxxaddimonoxxx)

• Confirm that "staff only" box for workstat is checked

• Save and close

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

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Physical pieces

• 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 volumes may have been ordered separately, with each order linked to a separate instance record. In that case, the order links need to be changed to the set record, and any unwanted instance records need to be re-used or marked for deletion.

• Change order link in FOLIO Morning Glory

  • 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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