Public and Non-public Notes in ALEPH

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Adding Public Notes:

A public note can be seen when you click on the Location display in the OPAC. Therefore, public notes have to be added to the holdings record in subfield "z" of the 852 field.

Add a note(s) to EACH holdings record attached to a bib record as appropriate.

In the Cataloging Module, load the holdings record:
  • Click on 852 field and add subfield "z"

  • Add public note, ex: "CD(s) available in Sound & Image Resources". [Click here for a list of standard user messages]

  • Click on Save on server and local drive


    • Adding Non-public Notes:

    Non-public notes are added to the subfield "x" of the 852 field in the holdings record.

    In the Cataloging Module, load the holdings record:
  • Click on 852 field and add subfield "x"

  • Add local note, ex: "gift"

  • Click on Save on server and local drive


    • Cataloging Flag Notes:

    Cataloging flag notes are to let Circ. staff know that an item needs to be returned to Cat. Dept. In the item record, click on tab 2. General Info (2). Use the Circ Note box for the message for Circ. staff; use the Internal Note box to tell yourself why the item needs to be routed to Cataloging. Always date your notes.

    Add the note to the item record:
    Alt+f, i (to push into the Items Module)
    Highlight the correct item
    Click on Modify
    Click on tab 2. General Info. (2)
    Click in Circ. Note: box
    Add note, ex: "Route to Cat. Dept. to recat. [today's date]"
    Click in the Internal Note box
    Add note, ex: "Change call number to XX2354"
    Click on Update