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OCLC

Edit multiple items

Multipart item

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.

Add multipart sets, Holdings view, and Copies view

These links are in the upper right corner of the screen, below the Copies, Details, and Holds links.

Add multipart set, Holdings view, and Copies view

  1. On the Copies screen, in the upper right corner, click Add Multipart Set.
  2. On the Add New Multipart Set screen, fill in the fields. Holding Location and Call Number are required.
Some fields need explanation:
Field Definition
Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
Holding Location 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 newly published parts of a multipart or serial item are being received.
Shelving Locations

Location of the item within the holding location.

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.

 

  1. Click Add Multipart Set: t he screen displays with the information you entered.

Holdings view

Lists item-level holdings (items are the individual components of the set). Each item has a barcode.

Copies view

The Copies area lists basic information about the set (branch, call number). The Holdings for Selected Copy area lists brief information about the items in the set (enumeration and chronology, if relevant, and barcode).

Add an item (to a multipart set)

  1. On the Copies screen, in the Copies section, click Receive Item.
  2. On the Add New Multipart Item screen, fill in the fields. One of these fields is required: Barcode, Enumeration and Chronology, or Description.
Some fields need explanation:
Field Definition
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.
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.).

Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
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).
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.
Holding Location 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 newly published parts of a multipart or serial item are being received.
Shelving Locations

Location of the item within the holding location.

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.
  1. Click Add Multipart Item:  the screen displays with the information you entered. On the Copy screen, click Refresh to see the new item.

Delete 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 Copies, for the item you want to edit, click View/Edit.
  3. On the Multipart Item Details screen, in the upper right corner, click Delete.
  4. On the Delete Multipart Item window, click Delete: the Copies screen displays.

After an item is deleted, its status in WMS is Withdrawn. Items deleted from WMS will not display to the public, but will stay in the system based on the time configured in OCLC Service Configuration (WMS Circulation > Admin/General > Deleted Items). For more information, see Deleted Items.

For more information on statuses, see Item statuses.

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 to make the edit.
Some fields need explanation:
Field Definition
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.
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.).

Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
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).
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.
Holding Location 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 newly published parts of a multipart or serial item are being received.
Shelving Locations

Location of the item within the holding location.

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

Unrecognized Shelving Location error

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