Catalog new sets: FOLIO checklist

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

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 subfield c
    • 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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