• Preparing an item for permanent transfer to another library

• Correcting errors when an item is cataloged for the wrong library

Transfers of ownership between libraries are handled centrally. This procedure outlines the necessary steps to prepare items for sending to Central Technical Services for transfer. This procedure does not include transfers from a permanent location to a defined temporary location, which is handled using temporary location procedures. Also, this procedure does not include temporary transfers (i.e., lending items between libraries), or large-scale transfers of materials to off-site storage facilities.

1. Determine whether a copy holdings record exists for the copy to be transferred. To do this, search CLIO by call number.
   1. If a copy holdings record exists -- Determine whether a copy statement exists for the copy to be transferred.
      1. If a copy statement exists for the copy to be transferred:
         1. Input a transfer note in the copy level notes field following CLIO Manual procedures for inputting notation codes.

            Example: trans to leh [chk] 11/9/90

         2. If the item is barcoded, check CLIO for the presence of an unlinked item record and, if found, link it to the appropriate copy statement, following the CLIO Manual procedures for relinking an item record.

         3. Make a printout of the copy holdings screen as a means of notifying Central Technical Services, circling the copy statement and noting "Transfer" on the printout.

         4. If the transferred item is the last copy for your location:
            1. Pull the shelflist card and any cards in the public catalog.

            2. If your department maintains a card file of transfers -- File the shelflist card in this file.

         5. Send the item and the printout (and the cards or photocopy of the shelflist card, if the last copy) to MPB, 101 Butler or to SPS, 102 Butler, if a serial, where the transfer will be done.

   2. If no copy holdings record exists, or if there is no copy statement for the copy to be transferred, determine whether the transferred item is the last copy for your location.
      1. If the item is not the last copy for your location -- Annotate the shelflist card to reflect the transfer of the item to library X.

      2. If the item is the last copy for your location:
         1. Pull the shelflist card and any cards in the public catalog.

         2. If your department maintains a card file of transfers -- File the shelflist card in this file.

         3. Send the item (and the cards or photocopy of the shelflist card, if the last copy) to MPB, 101 Butler, or to SPS, 102 Butler, if a serial, indicating "Transfer to <Receiving Location>."