Items need to be on separate instances, but purchased together

Circulating collection resource + SCUA resource

2 copies of the same physical title are purchased, and one of them is for any circulating collection and the other is for UM Special Collections:

• You will notice that the POL is attached to the instance record, at the bottom of the page

  • A POL cannot be split between two instance records

• Catalog the resource and import or overlay the record onto the record with the POL

  • Use this for the circulating copy

  • Update the holdings record for the circulating item as necessary, including adding a call number if needed

• Open Inventory in a second tab

• Import a second copy of the same record into inventory

  • Move the holdings/item for UM Special Collections onto the new Instance record

  • Update the holdings record for the SCUA item as necessary

  • On the Instance record for the UM Special Collections copy:

    • Click on Actions → Edit instance

    • Scroll down to Add administrative note under the Administrative data accordion

    • Enter a note that says: Order record linked to UMGEN copy on HRID [instance#]. Order POL is [POL#]. – initials dd/mm/yyyy

    • The instance HRID and the Order POL will be copied over from the Inventory tab that is open with the circulating copy

  • On the Inventory tab with the circulating copy, in the Instance record, following the instructions above, add an administrative note to say that the special collections copy was moved onto a separate instance

    • SCUA holding and copy moved onto HRID [instance#] due to separate record policy for special collections materials. -- initials dd/mm/yyyy

The two notes look like this:

Order record linked to UMGEN copy on HRID in00005342963. Order POL is UM100624-1. -- ak 10/29/2024

SCUA holding and copy moved onto HRID in00005362377 due to separate record policy for special collections materials. -- ak 10/29/2024

Items bought as a multi-volume set which are cataloged separately

Multiple books were purchased on the same POL because it was thought they were a multi-volume set. However, the standard for cataloging in Connexion/WorldShare is that each book is cataloged separately. We will follow the way that most libraries have cataloged these materials, and as such, each book will go onto a separate record.

• The POL is attached to the instance record, at the bottom of the page

  • A POL cannot be split between two or more instance records

• Catalog the first volume of the resource and import or overlay the record onto the record with the POL

  • Update the holdings record as necessary, including adding a call number if needed

• Open Inventory in a second tab

• Import the next volume into inventory

  • Create a holdings record for this item

  • Move the item for the second volume onto the new Instance record, under the new holding

  • Copy the instance HRID

• Go back to the Inventory tab with the first volume

• Click on the POL at the bottom of the Instance record (under Acquisition)

  • Scroll down to Notes → New

  • Note type is Cataloging details

  • Note title: Items split onto multiple instance records

  • In the box called Details: In the body of the note include volume name or number, barcodes and the instance HRID for each (a list is fine)

• Repeat these steps as necessary for the number of volumes that need to be placed onto separate records

The note will look something like this:

Open