DUPLICATES Search for your material by Title, Author, Barcode or Call number to find a record. When you do you may encounter 1 of 5 types of duplicates. The five types of duplicates you may encounter: 1. One already in Flare or Going to Flare – yours will be withdrawn – it may or may not be in the system 2. Two exact things where you pick the best one to keep and 1 to withdraw 3. Good record and provisional record (no OCLC number). Provisional will almost always be ours, so just move it to the good record and delete the provisional if we are the only one on it. 4. Exact records (same OCLC number and information) or so close you have to use OCLC to see if one of the records merged with the other. Sometime they do other time they do not. i. If one merged (that number will be in the 019 field on OCLC) with the other you will have to delete our holdings off OCLC after your Aleph work is done. 5. More than one record for the material i. Multiple UF Records or UF and other institutions 1. Sometimes it will be just moving the UF Holding and Item records from one record to another and then deleting the one you move from if there is nothing left on that record. 2. Sometimes it will be moving UF Holding and Item records but where they were moved from has one or more institutions on that record. This is where the duplicate form is used. ii. Multiple records for multiple institutions 1. For other institutions you are not allowed to move records, just use the duplicate form.

VOLUMES 1) Volumes can be done in a number of ways a. Moving a volume or volumes to another record to add to or complete a set b. Move to another record because it is on a wrong record c. Withdraw i. Withdraw all on the Aleph system because the ones you have are duplicates 1. Go to the Holding record and do the STA (a) SUPPRESSED thing that is listed in the withdrawing instructions a. After you withdraw all, go to the bib. screen and copy the OCLC number. Then go to OCLC and put in that number to bring up the record. When the record appears, go to the line that has the icon that looks like 2 pieces of paper with a red x on it and click the icon. This will take our holding off OCLC. ii. Withdraw 1 or more but not all on a record 1. With this you go to the Item record if there is one and withdraw what you have 2. Now go to the Holding record for both with and without an Item record and go to the 852 field and down to the end of the call number and push the F7 key to make a new subfield. It will have an (a) there. Change it to an (x) and put what you have withdrawn. This x lets it display to the public. a. Example – x v.1 wd 7-2014 your initials or v.1,2 wd 72014 your initials

WITHDRAWING MATERIAL 1) Search by one of these methods – Title, Author, Barcode or Call Number to find a record or see if there is more than one record for this material (since we are now doing the One Bib. thing). 2) When you find a record, verify the information to be sure your material goes on that record a. If the material goes on the record you have and there are no other records for that title, then go to the Item record to see if there is a barcode. If you have one in your material then make sure the one in the material matches the one on the Item record. Sometime you will have a barcode in the material that is not in the system. When the barcodes match go to the Item Process Status box in the lower part of the screen and type WD. Then save that part. Now the Status field at the top will change to Withdrawn. b. Now go to tab 6 (Hol Links) and click on it i. When the screen with the holding information appears (it should be the one linked to the item record you just with) click on the Edit button on the right in the lower half of the screen. ii. Go to the 852 field, click on it and push the F6 button to give you a new field that has (Not In Table) on it. It will put the blinking line where you will type STA (which automatically appears in capital letters). Then the Not In Table disappears and Status takes its place. The (a) now appears in the first subfield. Use the Tab key three times to go past the (a) and SUPPRESSED should automatically appear. Save that work. iii. When there is not an Item record but just a holding, do the above for this Holding record. c. After you do all the work in Aleph i. Black out the barcode in the piece if there is one. ii. Put WD UF, UF WD or something on it (the cover or first page) to show that we have withdrawn the material. iii. Now go to your Work Logger and fill in the appropriate spaces. You will skip the # of Items Trayed and go to the # of Items WD and put in that number.

WITHDRAWING AND DUPLICATE COMBINATION 1) Search for a record for the material in hand just like you do for withdrawals. 2) Sometimes you will have material that is in the system but there is one either in Flare or Going to Flare. This is called a duplicate. You just withdraw it as you would any material. 3) Sometimes when you search you will find more than 1 record for the material. It could be multiple UF records or record(s) for other Universities. This is where you decide if you can move the UF record to another one or keep your record even if you are withdrawing it. Also if you keep your record you will need to send the Duplicate Form for the other University(ies). The form also goes for a record that has other Institutions besides UF on it. 4) If you move our record, remember to move both the holding and item record (if there is one) to the correct record. a. Now if you moved something that only has UF on it then you can go back and delete the record after it is moved. i. To delete a record go to the Ad record and then to Edit Text drop down file. Go to Delete Record from Server and click on it. Then go to the Bib. record and do the same thing.

THINGS TO REMEMBER 1) Anytime you move things that have to do with Flare, make sure it is done on the Flare side also. 2) If you withdrew all or moved all things on a record, get the OCLC number (if it is different than the one you are moving to) on that record and go to OCLC to remove our holding. 3) Mark out the barcode (when there is one) in the material. 4) Write something on the material to show we no longer own the material. 5) Put your information on the Worklogger.