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Collection Management Services

Record Updates


Standing Orders for ADDED VOLUMES (A/V's) should have a POL type of Physical - Standing Order Non Monograph. On receipt of the added volume:

Acquisitions staff will: Follow instructions in the receiving note of the POL: CREATE ITEM & BARCODE; KEEP IN DEPARTMENT; ADDED VOLUME: INSERT "MONOGRAPH - ADD" FLAG; ROUTE TO METADATA

Metadata staff will: Update bib record; update holdings; confirm item record details. The item's material type, policy, etc. should correspond to previous volumes. Watch for item policy of “no circ” and label item FOR USE IN LIBRARY ONLY as appropriate.

  • Scan in barcode to bring up record (Persistent Search box: Physical titles – Barcode)
  • In the bibliographic record:
    • Add the 020 ISBN of the added volume to the bibligraphic record. Record a brief qualification enclosed in parentheses after each in 020 $q. (Note: if there are ISBNs present in the record representing manifestations that would normally require a separate record, ensure those other ISBNs are recorded as 020 $z canceled/invalid).
    • Update 505 Contents note: add the new volume.
    • Confirm editor: if there has been a change in editor, make a note of it.
  • In the holdings record:
    • Confirm Leader, Type of Record = v : Multipart item holdings
    • Update the 866 field to reflect new added volume(s)
  • In the item record:
    • Update as appropriate. Generate description.
  • Presume the publication status is continuing and do not close off the Bib record. .
  • Write call number on the verso of the title page. Be sure to add the volume number.
  • Remove any slips and process as appropriate
  • Print and add call number label
  • Scan “done"

When the last volume is received:

  1. Close off the Bib record:
  • complete the 300 field
  • close the dates in the 260/264
  • change the second date in the 008 from 9999 to the correct end date
  • check the 505 field, if present, and change the 1st Indicator to 0 and add final punctuation (period) as needed
  1. Close off the Holdings record:
  • ensure the Leader, Type of Record = v : Multipart item holdings
  • update the 866 field to reflect last volume
  • update the 008 Receipt Status to 2 : Completed, and the 008 Completeness code to 1 : Complete (if there is a gap in our holdings, then leave as 2 : Incomplete)

When an order is cancelled, neither an invoice nor inventory are expected. While we may "cancel" an order with a vendor, in Alma, if we have received and paid for inventory, we will close, not cancel, the PO/POL.

When an order is closed, all inventory has been received and the order is complete.

In Alma, if you cancel a POL that is the only order on that purchase order (including all migrated orders), Alma will delete the PO line’s inventory – both the holdings and the items – unless that inventory has been received or activated. If the POL has a bib and holdings record, but no items yet, cancelling the POL will delete the holdings record.

In contrast, when you close a POL, the holdings and items remain untouched.


Are you creating a new bibliographic record because of a title (or other) change?

Update the bibliographic and holdings records for the ceased title as appropriate. Create a new bibliographic record for the new title with holdings and inventory as appropriate

Advise to close the PO/POL for the ceased title; and that a new PO/POL is required for the new title.


Draft Nov.2/22/sfm - Process to be confirmed


For announcements about significant forthcoming changes: i.e. title change, format change, cessation:

1. In the bibliographic record, add a field 588 regarding the forthcoming change. Include |5 CaBViV.

Example:  588 ## Beginning with v. 58 (2023) publication will change title to Australian Journal of English Education. ‡5 CaBViV

The note will be deleted when the record is later updated with issue in hand.

2. In the POL Receiving Note, add: Beginning with [enumeration (chronology)] publication will change title to [New serial title]. Route last issue of v. [ ] to Metadata Supervisor (Serials)

From CONSER Editing Guide 2016 (2020 update):

Notes containing other administrative information about the record.

CONSER may also use field 588 in records for the following:

  1. To record information from publishers about significant forthcoming changes.
  2. To record information about the bibliographic description considered useful to other catalogers.

    1. Recording information received from publishers about significant forthcoming changes.

Occasionally, a participant receives information from publishers about future changes such as changes in country of publication, resumption of suspended publications, or the fact that the serial will be discontinued.  The participant may use the 588 to convey this information to other users of the record.  The OCLC symbol for the institution is given at the end of the note.  At the time that the inputting institution or any other CONSER participant receives the issue reflecting the change, the record is updated and the note is removed.



To be issued in New York by Gordon & Breach beginning Jan. 1992. $5 DLC



Publication to be resumed by F&W Publications Inc. in Oct. 1999. $5 EZB

Quick Cataloguing (Circ-on-the-Fly)


[*placeholder for future content*]



Replacements - for example when it's a new edition

For serials - will move Relinking information from the Serials documentation to here (actually, create it anew as Alma will be different)


Transfers Between Locations

B.C. Historical Textbooks transferred to Special Collections - Refer to the Curriculum section of the Libguide.

Record Deletions and Physical Discards

General - draft Oct. 26/22 Susan

Withdrawals - Alma documentation

Items with an attached POL:  The POL must be closed (or cancelled) before an item can be withdrawn and the holdings and bib records deleted.

Always check for COPPUL SPAN retention notes before deleting records:

  • In the bibliographic record: see field 583
  • On the "General" Tab > Inventory Information > Inventory number
  • In serial holdings records: see field 583 and/or |x in field 866
  • For deletions projects, always exclude records with a COPPUL SPAN note in field 583 of the bibliographic record.


TBD: In Physical Item Editor > "Notes" tab > Statistics Notes: How/when to use these fields for Analytics




Withdrawing a single physical item  (Thesis Digitization Project)

1. Search for the item: Physical items > Barcode. Scan Barcode

2. Click title to view the MARC record. Look for field 583 containing a COPPUL SPAN retention note.

If 583 note is present, set item aside and do not withdraw; if 583 note is not present, click BACK button and proceed.

3. Confirm record information matches item in hand. Confirm location and call number.

4. Under Row Actions > Select "Edit Item" to open the Physical Item Editor.

5. CHECK FOR COPPUL SPAN RETENTION NOTES: On the "General" Tab > Inventory Information > Inventory number

If retention note is present, set item aside and do not withdraw; if retention note is not present, click CANCEL button and proceed.

6. Under Row Actions > Select "Withdraw". A "Confirmation Message" will pop up. Click CONFIRM.

7. A "Last Item of this Holdings Deleted" message will pop up. Four options will be presented. Select the second option in the list: "Delete the holdings record" > Click GO.


See "Delete Bibliographic Records" job ; Withdraw Physical Items job


stamps/blacking out

privacy concerns / redaction (i.e. theses)


URL Checking

[*For future content creation*]


Batch Editing

link to Alma documentation on Jobs and Sets 

Indication rules


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This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.