Deleting On-the-Fly Items
Purpose: On-the-fly items are documents and books that can circulate
but are not linked to an item record. Most commonly, these items come
from the Government Documents collection. Occasionally, items from the
stacks will turn up without barcodes as well.**
In these cases, Circulation creates a temporary
record called an on-the-fly record in order to check the item out to a
borrower. This temporary record typically consists of a brief bib
record in all caps with an item record attached. When the item is returned,
Cataloging staff transfer the item record to a viable bibliographic record
and delete the temporary bib record.
- From Millennium Catalog search screen, select (b) barcode index and
scan the item's barcode. Click Search or press Enter to call up the item
- If the call number begins with "St. Docs," set the item aside to
bring to Special Collections (they process their own on-the-fly items).
- Check the IMessage field in the item record. If IMessage = f,
then continue. If not, put the item aside as it is not an
- Keeping the bib record window open, toggle back to the search screen
and enter a title, author, call number, or ISBN search to find the
proper bibliographic record for the item. (See
Copy Cataloging: Pre-Cat URSUS Search for more information.)
- If the proper catalog record is not found, put the item aside for
OCLC copy cataloging and
bib record overlay. If the
record is found, continue:
- Toggle back to the on-the-fly record. (Note: selecting Tile
Horizontally or Tile Vertically from the Window menu will allow for
side-by-side display of both records).
- From the on-the-fly record, go to the Edit menu and select Transfer
Attached. The bib record # for the proper catalog record will appear as
an option. Select it.
- Select: Transfer All Attached Records, Delete Source Bib.*
- Close all windows, return to the search screen, and call up the item
again by scanning the barcode.
- Double check that the transfer was successful, and make sure that
all of the item record fields are correct: Location, Call number, Volume
(if applicable), Status, I-type.
- No statistics are kept on the number of on-the-fly records that are
deleted. However, statistics are kept on the number of items
that are newly linked to a bib record.
Overlaying a New Bibliographic Record from OCLC
If processing a particular on-the-fly item
requires the downloading of a new record from OCLC, follow the steps below:
- Begin as instructed in the Copy
- When entering the 949 command line, use the following format:
- xxxxxxxx = the bib record number of the on-the-fly record.
- If the item is not a monograph, replace the "b" in bi-b with
the appropriate material code.
- Do not add the remainder of the command line string normally used
when downloading and creating a new item record.
- Proceed, as usual, with Step 4 from the
Copy Cataloging procedures.
*If an error message appears stating that the item cannot be deleted
because it is still checked out, return the item to circulation.
It will come back to Cataloging in a few days ready for deletion.
**Some books are also returned by faculty who have had them for an
extended period of time, and have been considered lost. When these
items are returned, they are forwarded to Cataloging by the Circulation
Return to Technical Services procedures
| Revised: 12/27/2011