05.07 Copy the details of a Resource

Copying a resource is done when a second copy of a resource has been purchased that is already catalogued, BUT it is to be sited or located in another area.

• Normally multiple copies means multiple barcodes saved on the on catalogue record.
• This function is used when those multiple copies will be stored in different locations.

The Copy Record function will minimise the data entry needed to catalogue the new copy.

1. Locate the existing copy of the resource using the ‘Find’ box in Data Entry
   
2. Highlight the record and either click on the Cat. Detail Tab or double click to show the Catalogue Details.
3. Click on ‘Record’ at the top of the screen and select ‘Copy Record’ (Or press Ctrl + O).
   
4. You will now be asked if you would like to:
   
   • Once you click on the Yes you will be given confirmation that the record has been copied. Click OK.
   • YOU ARE NOW WORKING WITH THE COPY OF THE ORIGINAL RECORD. (Note – the copies = 0)
5. Make any necessary changes to the catalogue details screen and save the changes. All of the other details from the original resource have also been copied including co-authors, kewords and subjects.  You only need to add the new barcode details.

 Copying the Fields of a Resource…

Copying the fields of a resource can be extremely handy if you have purchased a number of books with the same details in the majority of catalogue detail fields. eg a series or set of books.  These would have the same information in most of the fields.  This function will only work for the catalogue details.

1. Locate one of the books in the series or set and double click on it or highlight and click on the Cat. Details Tab
   
2. Select Record > Copy fields (or press Ctrl+M)
   
3. You will be given confirmation that the fields have been copied to memory:
   
4. Click on the + button or press F2 to add a new record
5. To recall the information from the memorised record and paste it into each field, press <F4> when the cursor is in the field you want to auto-fill (for want of a better term)
   • Do this from within each field as necessary… For example:-
     • Move to the Author field and instead of typing in the details just press <F4> to recall the info from the previous record then press <tab> or <enter> to move on
     • Go to the Publisher field and press <F4> and press <tab> or <enter> to move on
6. Continue cataloguing the resource as normal

Tags: copy record details, copy the details of a resource