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Aleph@UF: FLARE Workflow for Storage Catalogers

Cataloging procedures and policies

FLARE Workflow for Storage Catalogers

Updated January 16, 2015

Going to FLARE Item Processing Status (GF)
Storage catalogers should enter GF as the Item Processing Status (IPS) for Stodocs material cataloged for FLARE.  ALF staff will enter IPS GF for non-Stodocs items and material cataloged prior to August 8, 2013.  FLVC will process GF-coded items nightly.

Duplicates (Monographs and Stodocs)
If you have an item that is an exact match for an item already in FLARE, withdraw it as a duplicate.

Keeping sets together
Sets and serials are subject to more complex handling if some part(s) are ingested into FLARE separately from other parts. If there is a physical description indicating the number of parts in the set, and all parts are in hand, send the complete set to FLARE on the same day whenever possible. Sets may be kept together with a rubber band or string until they are trayed, if practical to avoid separation.  When all parts are not in hand and cannot be easily assembled, send the incomplete set to FLARE.  The UFFLR HOL and the FLARE HOL should only reflect the parts in hand.

Separated sets
When it is necessary to add parts to titles that have some parts already in FLARE, please follow the steps below.  Note that FLARE HOL records can be viewed with a UF login, but FLARE HOL and FLARE items can only be viewed and edited with a FLARE login.

  • Use the FLARE login to view the FLARE items and determine which volumes are needed in FLARE.  Duplicate volumes should be withdrawn.
     
  • To add a part(s) to FLARE:
     
    1. UFFLR HOL: update the HOL (Stogen monographs and Stodocs); create an item record(s) with IPS GF.  Be sure to properly identify the part being added in the item record.  The item(s) with IPS GF will be copied to the FLARE HOL through an automated process run by FLVC. 
    2. FLARE HOL: update the HOL.  If needed, add specific identification to the item records for parts already on the FLARE HOL and item record(s).

Moving UFFLR and FLARE holdings/items to another bib record:

UFFLR

  • Display a split screen with the bib record you're moving the UFFLR holding/item to and the bib record you're moving the UFFLR holding/item from
  • Click to view the Overview Tree
  • Drag/drop UFU50 to UFU50.  You should see a flashing box when this operation is being performed.  It can be finicky; try again if it doesn't work the first time.  If UFU50 is not already present in the bib record you're moving the UFFLR holding/item to, drag/drop UFU50 to UXU01.  Confirm that the move was successful.
  • Check the navigation tree on the bib record you moved the UFFLR holding/item from.  UFU50 should say "(No record available)".  If instead it has a number following UFU50, that means a UF ADM is present on the bib.  Double click on UFU50 to display the ADM record, click Edit/Delete Record from Server (ctrl R) to delete the ADM record.  If you also want to delete the bib record, display the bib and click Edit/Delete Record from Server to delete the bib.  It is also possible to click Record Manager/Total Delete to delete the ADM and the bib at the same time (when prompted that an ADM is present, click to override).  **Please note that the ADM will not delete until the holding and item have been moved.**

FLARE

  • Login to FLARE
  • Display a split screen with the bib record you're moving the FLARE holding/item to and the bib record you're moving the FLARE holding/item from
  • Click to view the Overview Tree
  • Drag/drop FLR50 to FLR50.  You should see a flashing box when this operation is being performed.  It can be finicky; try again if it doesn't work the first time.  If FLR50 is not already present in the bib record you're moving the FLARE holding/item to, drag/drop FLR50 to UXU01.  Confirm that the move was successful.
  • Check the navigation tree on the bib record you moved the FLARE holding/item from.  FLR50 should say "(No record available)".  If instead it has a number following FLR50, that means a FLR ADM is present on the bib.  Double click on FLR50 to display the ADM record, click Edit/Delete Record from Server (ctrl R) to delete the ADM record.  If you also want to delete the bib record, display the bib and click Edit/Delete Record from Server to delete the bib.  It is also possible to click Record Manager/Total Delete to delete the ADM and the bib at the same time (when prompted that an ADM is present, click to override).  **Please note that the ADM will not delete until the holding and item have been moved.**

Duplicates

If you find duplicate copies already trayed in FLARE (both copies are in FLARE TRAY), please send an e-mail to Clinton Dailey and Cindy McLean with cc to Hang Soo Hoo.  Provide a brief explanation with the system number and barcode numbers.  ALF staff will examine and retain the best copy.  All duplicates will be given to the Shared Collections Cataloging Unit.

 

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