From: Noelle Van Pulis
Subject: OSCAR record DELETION -- important reminder
To: liball@lists.acs.ohio-state.edu
TO: Those who mark OSCAR records for deletion
Catalog Quality Control has been finding many errors regarding deletion from OSCAR of item and bibliographic records (as well as some order and check-in records). The system deletion report does not provide details on why deletions fail. Each failure must evaluated one by one to determine the problem and then fix it. It is complicated to evaluate and time consuming to then make the corrections needed. Some corrections need to be forwarded to other cataloging agencies. If deletions are done correctly, much staff time will be saved in other areas and duplication of effort will be avoided.
Here are brief guidelines based on the analysis of failures noted in recent reports , and hopefully this will help you to follow established procedures. If you have questions, please contact me.
General Guidelines
DELETIONS of BIBLIOGRAPHIC and ITEM Records
Records are rarely deleted from OSCAR. Only some staff are authorized to use delete transactions directly (immediate removal of the record) using a menu option for D > Delete. Other staff are authorized to mark records for deletion by changing a code in the bibliographic or item record. These are collected by Catalog Maintenance on a regular schedule and removed from the database by a program run -- item records first, then bibs. Order and check-in records also must be deleted by authorized staff before a bib can be deleted. Reserve records must be unlinked from item records before item records can be deleted.
Valid reasons for deletion include error (e.g. accidental creation of a record), removal of a course reserve, or when a serial holding is collapsed into a summary item record.
Specific Guidelines
- If both bibliographic and item records are to be deleted, both must be marked for deletion.
- Do NOT delete bibliographic records if there is an attached item, check-in, order or reserve record.
Send via email or printout to Catalog Quality Control (mcgurr.2@osu.edu) with a note for evaluation.
- For analytics, item records cannot be deleted if they are linked to another bibliographic record.
(Note in item record will appear: ALSO LINKED TO ...)
Send via email or printout to Catalog Quality Control (mcgurr.2@osu.edu) with a note for evaluation.
- Bibiographic and item records are never deleted for missing, lost, or withdrawn pieces. Instead, for withdrawn pieces, records are suppressed from public display. See Withdrawal guidelines:
withdraw.htm
- If a duplicate of an existing item record is accidentally created, always retain the original item record and delete the newly created one. The original item record often carries circulation data and other information which can affect collection development activity.
- For item records which are ITYPE=8 (summary holding), mark for deletion ONLY if no other records are linked ("ALSO LINKED TO..."). If linked to other records, send via email or printout to Catalog Quality Control (mcgurr.2@osu.edu) with a note for evaluation.
- Do NOT request "deletion" of records for materials which are withdrawn. Suppress the item record(s) (ICODE2=s) and if last copy, send request to Catalog Quality Control to suppress the bib record and delete the holding from OCLC.
NOTE: Item record maintenance policies and procedures are available as a packet of documents at:
item.htm
Thank you.
Noelle Van Pulis
Cataloging Department Home