Moving Holdings and Items to Another Instance

Owned by Jennifer Eustis
Last updated: Sept 21, 2023
2 min read

You have identified that the holdings and items are attached to the incorrect bibliographic record and you need to move the holdings and items to the correct bibliographic record. Remember to look at the prerequisites, steps and then last steps to complete move at the end.

Prerequisites

  • From the Incorrect bibliographic record, copy to a notepad or blank word document

    • POL number. You will see this in the Instance preview in the Acquisition accordion at the bottom

    • Instance HRID

    • OCLC number

  • From the Correct bibliographic record (either you imported a new one or found an existing one that is on a bibliographic record that is in a shared location (No Shared Locations List)), copy to a notepad or blank word document

    • Instance HRID

    • OCLC number

Incorrect Instance Is Connected to a POL

The Move Starts in the Orders App

  1. Go to the Orders App

  2. Look up the POL in the Orders Line

  3. Verify that the POL is for the book that you have in hand. Another way to get to the right POL, is to go to the incorrect bibliographic record, scroll down to the Acquisitions accordion and click on the linked POL

  4. Go to Actions

  5. Select “Change Instance Connection”

  6. In the popup window

    1. Select instance HRID

    2. Paste the correct bibliographic record instance HRID

    3. Click on the title that comes up

  7. In the popup box, you’ll see “All related item records will be moved to the correct instance. How would you like to address the related Holdings?”

    1. Select Move - this moves the holdings and items from the incorrect bib record to the correct one.

Incorrect Instance IS NOT Connected to a POL (POL Doesn’t Exist)

  1. Go to the incorrect bibliographic record

  2. Go to Actions

  3. Select Move holdings/items to another instance

  4. In the popup window, select instance HRID

  5. Paste in the correct bibliographic record instance HRID

  6. Click on the title that comes up.

  7. You now see the instance preview in a dual view with the incorrect bibliographic record next to the correct one.

  8. Select the holdings and items from the incorrect record. The box will be above the holdings

  9. Click Move to. The title might be the same but click on that

  10. Click continue

  11. You will still be in the dual view and now will see the holdings and item on the correct bibliographic record

  12. To get out of the dual view, click on the x in the upper left hand corner of one of the instances

To Finish the process