Purging a Copy Record
If you need to do so, you can delete a copy record, all of its associated serials records, and any other related information from your Horizon database (called “purging” a copy record). (For example, you may have a magazine copy of which you are now going to keep only a microfilm version. Because of this, you want to delete the copy for the “magazine” media type and any related information and records in your Horizon system.)
Purging a copy record does more than merely deleting a copy record (choosing File, Delete Record from the Copy List window). Deleting a copy record does not let you delete the copy record if other serials records and related information exists. To delete a copy record and all of its related information, you must purge the copy record. (For more information on deleting a copy record only, see Deleting a Copy Record.)
When you purge a copy record, Horizon deletes this copy information from your Horizon system:
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Received and expected copy issues. |
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Binding setup information. |
Horizon also removes these references to the copy in other Acquisitions and Serials records:
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Copy number referenced in any received binding bundles. |
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Copy number referenced in any PO lines. |
If this copy is the last of its title and media type (indicated by a unique serial number), then Horizon also deletes this information from your Horizon system:
Constraints
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You can use this feature only if the copy meets these requirements: |
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There are no item records for the issues in the copy. |
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Binding bundles that reference the copy have been received. |
Before You Begin
Make sure the copy meets these requirements:
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All binding bundles that reference this copy are received. |
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All item records for a copy’s related issues are deleted—this includes any archived item records for your reserve book room. |
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(For more information, see “Deleting an Item Record” in the “Item and Copy Records” chapter of the Cataloging Guide. For more information on archived item records, see “Placing an Item on Reserve” in the “Reserving Other Items” chapter and “Unarchiving an Item Record” in the “Withdrawing Items from Reserve” chapter of the Reserve Bookroom Guide.) |
To purge a copy record
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Search for the serials title you want and send it to Serials Control, if necessary. |
Horizon displays the Copy List window.
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Choose the copy record that you want to purge. |
You cannot choose multiple copy records from the Copy List window.
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Choose Copies, Purge Copy. |
Horizon displays the Purge Copy window:
Horizon deletes the copy record and all of the information associated with the copy record.
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Verify that the purge was successful by looking at the Copy List window and verifying that Horizon no longer lists the copy record. |
If Horizon encounters any problems with the purge, then Horizon displays an error message and leaves the records and all associated information as they are.
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If you have other windows related to the copy record open (such as prediction or summary of holdings), you must close them and reopen them to see the changes. |
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