Chapter 15. Adding Holdings to Bibliographic Records

Table of Contents

Adding Holdings to Bibliographic Records
New Copies and Holds
Adding Holdings for Non-physical Resources

Adding Holdings to Bibliographic Records

Sitka Training Video - Volume/Copy Editor (7:26)

Adding a Single Volume/Copy

  1. Search the catalogue for a record that matches the item in hand, as described in Chapter 14, Searching the Database for Cataloguing Purposes. If you do not find a match, refer to the Sitka Cataloguing Policy for recommendations on required procedures. If you do find a match, proceed to next step.
  2. When the record details are loaded, click Holdings View.

  3. To add a new volume (also known as call number), click on Add Copies, as shown in the above image.
  4. The Volume/Copy creator opens up in a new tab.



    Make sure your browser allows Evergreen to open pop-ups.


    • For multi-branch libraries, you may need to select the branch before clicking Add Copies. If you do not select one, the default owning and circulating library is your login working location.

    • Make sure both Show empty volumes and Show empty libraries checkboxes are selected in order to display libraries without copies on the library list.
  5. Complete the required fields in both volume and copy records. Refer to the section called “Working on Copy Attributes” for information about individual fields in a copy record. To ensure data consistency, using copy templates is recommended. Select one from the dropdown list, then click on Apply. Refer to the section called “Volume/Copy Template” for more information.

  6. Once done, click on Save & Exit. The pop-up tab is closed. Use the browser function key to refresh the screen to see new items.


  • By default, a new item has In Process status, unless you choose a different one when creating it. Item must be checked in to become Available and to create item’s Active Date.
  • You can configure the default displayed fields in Volume/Copy Editor. Click on Defaults on Volume/Copy Editor. See the section called “Volume/Copy Defaults” for more information.


Adding Multiple Copies to One Volume

  1. To add multiple copies to one library on Volume/Copy Creator, use the arrow in the Copies column to increase the number. Extra lines show up for more barcodes.

  2. Type/scan in barcodes for each copy.


Save & Exit is greyed out until barcodes are entered.

Working on Multiple Copies

If you add multiple copies, and they do not share the values in one or more item attributes, you can select and work on those that share item attributes as a group. You can also temporarily store some items to Completed Copies tab, then work on those on Working Copies tab, which share the same attributes. Save and exit when all copies are done.

  1. After you enter the barcode(s), copies are displayed under Working Copies. Select those copies that share the same item attribute values. Complete the item attributes for these copies. To move them to Completed Copies tab, click on Store Selected.

  2. Select more copies on Working Copies. Complete the required fields. Once done, store them in the Completed Copies tab, or click on Save & Exit.

  3. Completed copies may be further edited, if needed. Select those you want to edit, then click on Edit Selected.

  4. Selected copies are moved back to the Working Copies tab where you can edit them. After editing, you can store them in the Completed Copies tab, or click Save & Exit when all copies are done.
  5. You can Save Completed copies or Save & Exit from Completed Copies tab. When you choose to Save Completed, copy records are created in the database, but they remain on the Completed Copies tab.



  • Stored copies on Completed Copies tab are not saved in the database until you click on Save & Exit or Save Completed. They are available on the current Volume/Copy Creator only. If you close the browser tab without saving them, you will lose them.
  • Save Completed will save those copies on Completed Copies tab only. Those on Working Copies tab will be considered discarded, though they do not disappear.

Adding Volumes/Copies to Multiple Libraries

  1. On Holdings View, select the libraries you want to add copies to. Click Add Copies.

  2. If you want to add multiple volumes/copies to one library, use the arrow in Volume and Copy volumes to increase the number. Extra lines will show up. Complete or edit call numbers and barcodes, then you can work on copies on the Working Copies tab.



    You may also add volumes to more libraries on Volume/Copy Creator screen. Use the arrow in the Owning Library column to list the libraries, then click on Add Volume.



  • You can hide or display volume and copy details by coordinating the two hide/show buttons shown below.

  • If all volumes share the same attributes, you can select the values in Batch Apply row, then click Apply. The selected values will be copied into all volumes.

Adding Copies to an Existing Volume

  1. If your library has multiple volumes and you want to add copies to a particular volume, select it on Holdings View, then click Add Copies.

  2. Enter the barcode to continue to edit item attributes, then save.

Adding a Volume without a Copy

Sometimes you may need to create a volume/call number record without any copy. For example, you may want to move one of two regular collection copies to reference, which will use a different call number prefix, or catalogue a pre-catalogued item.

  1. Find the title record, then click on Holdings View, select your library, go to Actions list, and scroll to Add to select Volumes.

  2. Complete the call number fields, then click Save & Exit.



  • Evergreen does not allow one library to have two identical call numbers under one title. When saving new copies or editing existing copies, copies sharing the same call number are grouped under one volume/call number record. This call number can be edited via any copy under it, and any edit affects all copies. If only one copy needs a different call number, you need to create a new volume/call number record, then transfer the copy to it.
  • Adding volumes/copies functions are also available on the Actions dropdown list, or right click your mouse when an entry on the library list is selected.

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