Bibliographic Records for Materials Transferred to the Library Shelving Facility


  • Each title must have an appropriate bibliographic and MARC holdings (MFHD) record in Orbis.
  • Appropriate record guidelines are defined for books and manuscript collections.
  • Each item transferred to LSF must have an item record attached to the matching bibliographic record.
  • Procedures must not be Voyager specific.
    • Review public notes in the MFHD (852 ‡z; equivalent to 'um' notes in NOTIS); if the note is system-specific, it should be deleted or re-worded in system-general terms; public notes that only apply to the original location should be deleted
    • Do not reference Voyager ID numbers
  • All temporary locations must be removed from item records before an item is transferred.
  • An item identified for LSF at point of acquisition will receive no special priority or handling.
  • No circulation activity will be performed as part of the transfer process.
  • Transfer all copies of a particular edition and correct MFHDs to accurately reflect Library's holdings.


Generally apply the following standards to serials and multi-volume sets. Exceptions should be discussed with the Chief Catalog Librarian. For detailed guidelines refer to Appropriate Bibliographic and Holdings Record for Serials Transferred to LSF.

  • Each serial or multi-volume set must have a MFHD which indicates:                                                 
    • Volumes not on shelf at time of transfer
    • Volumes not available for transfer
  • Item record for each volume includes enumeration/chronology attached to the correct MFHD.
  • Multi-volume sets are transferred in their entirety (no split sets).
  • Serial titles are transferred in their entirety. If a serial has undergone title changes, all the volumes represented on a particular title (bibliographic record) must be transferred together.

If a title has already been split because some volumes are in Mudd and some are located in a school or departmental library, the following guidelines must apply to the copy being transferred to the LSF.

  • Each MFHD for serials and multipart sets must indicate:
    • Volumes not on shelf at time of transfer
    • Volumes not available for transfer
  • Item record for each volume including enumeration/chronology linked to appropriate MFHD

3. Pamphlets

For Sterling and recommended for school and departmental library pamphlet collections:

  • Process individual pamphlets as they are identified through the generation of pickslips.
  • In all cases where the individual pamphlets in a box are represented by title level records, the box level records will no longer be used to describe a collection and will be suppressed in Orbis. 

Original document created: 5/5/99 by Joan Swanekamp. Rev. 7/1/99, 11/1/99
Updated for Voyager: Mar 28 2003 by Richard Sarcia

Last revision: 12 April 2000 06/18/2003