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Edit items

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Find information about editing single-part items and multipart items in WorldShare Circulation.

Single-part items

Find information about editing single items.

Open the Copies screen

  1. Using Discover Items, find an item you want to add to your holdings or edit.
  2. On the search results screen, click the item's title.
  3. If the Copies screen does not appear, click Copies in the upper right corner.
    • Filter the Copies by Branch/Shelving Location or Branch/Temporary Shelving Location.  The filter selection will persist for the duration of your current session and will persist as you move between Circulation and Record Manager. 

Edit item

  1. On the Copies screen, in the row for the item you want to edit, click View/Edit.
  2. On Item Details screen, click Edit Item.
  3. On the Edit Item Details screen, edit the fields.
Some fields need explanation:
Field Definition
Audience Level Determine the Audience Level for the item. Refer to WorldCat Holdings Audience Levels.
Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
Branch Library branch that owns the item described by the item record.
Note(s)

Note about the item.

(Optional). To make a note display upon check in or check out, type an exclamation point as its first character (!).
Receipt Status Whether items have been received.
Shelving Locations

Location of the item within the branch.

To remove a shelving location, either click the X next to the down arrow (if available), or click the shelving location in the list to uncheck it.
Use Restrictions Any restrictions on the use of the item. It is used when it is necessary to include information that is too item-specific to be handled by field 506 (Restrictions on Access Note) in the bibliographic record. See 876-878 Item Information-General Information, Use restrictions.
Notes See Notes on item records for more information.
 

 Note: For information on LHR display in WorldCat Discovery, see Local holdings record (LHR) field mapping.

  1. Click Save Item: the screen displays with the information you entered.
Unrecognized Shelving Location error

This error occurs when the Shelf Location value (852 ‡c) in the Location Holdings Record does not match a value entered in the Holding Codes Translation Table found in OCLC Service Configuration. The Holding Code Translation Table is the source for Branch codes and display names, Shelving Scheme and Shelf Locations. For more information, see Holding Codes Translation Table.

Watch a video

Edit items

Run time: 6:13

In this video, you will learn how to edit items in WorldShare Circulation. This includes editing a location or changing a barcode for an individual item. It also includes bulk editing of items to change locations.

 

Create or edit local holdings records (LHRs)

  1. Click Open in Connexion to view the item's bibliographic record in OCLC Connexion
  2. Click View/Edit Metadata to view the item's bibliographic record in WorldShare Record Manager.

Report missing item

  1. On the Copies screen, in the row for the item you want to report as missing, click View/Edit.
  2. On Item Details screen, in the upper right corner, click Report Missing.
  3. On the Report Item Missing window, click Report Missing.

Multipart items

Multipart items are composed of multiple items. Example: Encyclopedias, music or video boxed sets.

Use Discover Items to search and click the item's title.

Edit multipart item

  1. To find the items in a set, on the Copies screen, click the row for the set containing the item you want to edit. The items in the set appear under Holdings for Selected Copy.

  2. Under Holdings for Selected Copy, for the item you want to edit, click View/Edit.
  3. On the Multipart Item Details screen, click Edit Multipart Item.
  4. On the Edit Multipart Item Details screen, edit the fields.
    If editing an already received item's enumeration and chronology, a defect incorrectly updates the local holdings record. Instead, use OCLC Connexion or WorldShare Record Manager to make the edit.
Some fields need explanation:
Field Definition
Audience Level Determine the Audience Level for the item. Refer to WorldCat Holdings Audience Levels.
Shelving Locations

Temporary shelving location of the item within the branch.

To remove a temporary shelving location, either click the X next to the down arrow (if available), or click the shelving location in the list to uncheck it.
Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
Receipt Status Whether newly published parts of a multipart or serial item are being received.
Category A discrete bibliographic entity that constitutes either the whole or a part of the bibliographic item. A bibliographic unit may be a basic bibliographic unit, supplementary material, or Index. Examples of bibliographic units are: a single volume, a multi-volume monograph, an accompanying pamphlet, a set of serially-issued updates.
Enumeration The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the item as a whole.
Chronology

The date(s) used by the publisher on a serially-issued bibliographic unit to help identify it or indicate when it was issued. The chronology may reflect the dates of coverage, publication, or printing.

When entering months, type them as numbers (1, 2, etc.). Do not spell them out (January, Feb., etc.).
Description The statement of coverage for the library's holdings of a serial or multi-part title, whether formatted (Vol. 7 No. 1 – Vol. 22 No. 12) or textual (Library holds 1992 – present).
Use Restrictions Any restrictions on the use of the item. It is used when it is necessary to include information that is too item specific to be handled by field 506 (Restrictions on Access Note) in the bibliographic record. See 876-878 Item Information-General Information, Use restrictions.
Note(s)

Note about the item.

(Optional). To make a note display upon check in or check out, type an exclamation point as its first character (!).
 

 Note: For information on LHR display in WorldCat Discovery, see Local holdings record (LHR) field mapping.

  1. Click Save Multipart Item: the screen displays with the information you entered.
Unrecognized Shelving Location error

This error occurs when the Shelf Location value (852 ‡c) in the Location Holdings Record does not match a value entered in the Holding Codes Translation Table found in OCLC Service Configuration. The Holding Code Translation Table is the source for Branch codes and display names, Shelving Scheme and Shelf Locations. For more information, see Holding Codes Translation Table.

Edit multipart set

  1. On the Copies screen, in the Copies section, in the row for the multipart set you want to edit, click View/Edit.
  2. On the Multipart Set Details screen, click Edit Multipart Set.
  3. On the Edit Multipart Set Details screen, edit the fields (use OCLC Connexion or WorldShare Record Manager to look up call numbers).
Some fields need explanation:
Field Definition
Audience Level Determine the Audience Level for the item. Refer to WorldCat Holdings Audience Levels.
Branch Library branch that owns the item described by the item record.
Shelving Locations

Location of the item within the branch.

To remove a shelving location, either click the X next to the down arrow (if available), or click the shelving location in the list to uncheck it.
Call Number Enter the call number for the item. 

 Note: 

  • WorldShare Record Manager users: If you have set a Default Classification Scheme in User Preferences, the call number of the derived LHR will be prepopulated from the respective call number field in the bibliographic record you are deriving from.
Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
Receipt Status Whether newly published parts of a multipart or serial item are being received.
Note(s)

Note about the item.

(Optional). To make a note display upon check in or check out, type an exclamation point as its first character (!).
 

 Note: For information on LHR display in WorldCat Discovery, see Local holdings record (LHR) field mapping.

  1. Click Save Multipart Set: the screen displays with the information you entered.

Unrecognized Shelving Location error

This error occurs when the Shelf Location value (852 ‡c) in the Location Holdings Record does not match a value entered in the Holding Codes Translation Table found in OCLC Service Configuration. The Holding Code Translation Table is the source for Branch codes and display names, Shelving Scheme and Shelf Locations. For more information, see Holding Codes Translation Table.

Report missing item

  1. To find the items in a set, on the Copies screen, click the row for the set containing the item you want to edit.  The items in the set appear under Holdings for Selected Copy.
  2. Under Holdings for Selected Copy, in the row for the item you want to report as missing, click View/Edit.
  3. On Item Details screen, in the upper right corner, click Report Missing.
  4. On the Report Item Missing window, click Report Missing.  The item's status changes to Missing.

Check for duplicate call numbers

When creating, viewing, or editing LHRs via the text-view editor, use the Check Duplicate Call Number option to determine if an LHR's call number is unique. 

From the item details screen, select Check Duplicate Call Number.  If the call number in the LHR already exists, you will receive a pop-up message with a link to the record(s) with the call number(s).

 Note:

  • If you would like all LHRs to automatically be checked for duplicate call numbers when they are added or edited, enable the corresponding user preference in the Working with Records accordion in WorldShare Record Manager. 
  • The duplicate call number warning will only appear for LHRs that are attached to separate bibliographic records. In the case that the duplicate call number exists in an LHR under the same bibliographic record there will be no warning.