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Processing Returned Pre-Cat Items

A Pre-cat item are created when a patron wants to check out an item that is not currently in the system. This can happen because the item was never input or because it was deleted at some point. Circulation staff create the pre-cat by entering brief information into a form and check the item out. When the item is returned, they get a message to send it to cataloging to be processed.

There are two ways that you can deal with pre-cat items at that point. The first option is to just delete the item and add it as if it were new. The second option is to transfer the pre-cat item to the correct record, adding the bib and volume as needed. Both options result in the pre-cat being in the database properly attached to a record. The first method is simpler, but doesn’t retain the information about the previous circulation. The second method is more complicated, but does retain that information.

Option 1: Delete and Add the Item

  1. Scan the barcode in Item Status
  2. Under Actions for Catalogers, choose Delete Items
  3. After the item has been deleted, add it as if new by attaching to a bib record record that is already in the database, or adding a new record if necessary and attaching your item to that.

Option 2: Move the Item

  1. Find or create the bibliographic record that the pre-cat item should be attached to
  2. Click on Actions for this Record and select Holdings Maintenance
  3. Select Volume — If your library does not have other copies with the same call number, select the line for your library and use the right-click or menu to select Add Volumes. Add the call number information and save, and select Mark Volume as Item Transfer Destination. If you already have a matching volume attached to the record, just right-click on that volume and select Mark Volume as Item Transfer Destination. A window will pop up with a message: Volume marked as Item Transfer Destination. Click on OK.
  4. Now you’re ready to move the pre-cat item. Open up a new tab and open the Item Status Screen. Scan the barcode of the pre-cat item.
  5. Click on that item to select it then click on Actions for Catalogers. Choose Transfer Items to Previously Marked Volume.
  6. A window will pop up with some details about that record that you marked as your transfer destination. Assuming this is correct, click Transfer. A window will pop up with the message: Items transferred. Click on OK.