The Ohio State University Libraries
Policies and Procedures
Technical Services
OSCAR Database Management

Subject: @GOBX Short Bibliographic Records and PromptCAT Overlays

Audience: Tech Services personnel in OSUL, LAW, HEA, Regionals

Date: February 24, 2006

Issued by: Cataloging Dept. (nvp) and Monographs Dept. (mjh)

A new workflow, @GOBX, (pronounced "At Go Bix) began in the Monographs Dept. in January 2006. Short "@GOBX" bibliographic records are loaded to the catalog with an attached order record. The short bibs are automatically overlaid with a full MARC PromptCAT bib record and holdings are set on OCLC with a 45-day delay when the book is shipped by the vendor. This OSUL workflow is described in a document prepared by the Monographs Dept. entitled "@GOBX Workflow-January 2006". URL: http://library.osu.edu/sites/techservices/@GOBXflowchart.pdf

All units should ignore the short "@GOBX" bib records when cataloging. Do NOT overlay; do NOT add other order records for other agencies or account units; do NOT de-dup with other bibliographic records.

@GOBX short bib records can be identified by the following:

• All CAPITAL LETTERS
  
• 590 present
  
• 987 present
  
• CAT DATE blank
  
• Order attached has: Vendor: @gobx
  

B60033654             Last updated: 01-30-06 Created: 01-25-06 Revision: 3
 01 LANG: und       03 LOCATION: mai   05 BIB LVL: m      07 BCODE3: -
 02 SKIP: 0         04 CAT DATE:  - - 06 MAT TYPE: a     08 COUNTRY: xx
 09 008     060124n        xx |         u||| ||und unamz
 10 020     1861346131
 11 024     2248573
 12 245     BEYOND LISTENING : CHILDREN'S PERSPECTIVES ON EARLY CHILDHOOD SERVICES; 
	    ED. BY ALISON CLARK
 13 260     BRISTOL|bPOLICY PRESS|c2005
 14 590     ED: INST. OF EDUCATION, UNIVERSITY OF LONDON.     
	    NEW ESSAYS BASED ON RESEARCH IN 6 COUNTRIES
 15 987     2248573

O45530476                 ORDER Information
 LOC: mai      E PRICE: $75.00  ODATE: 01-25-06    STATUS: o
 COPIES: 1     FUND: soc1       ORD TYPE: r        VENDOR: @gobx

Through subsequent processes with YBP and OCLC PromptCAT, a full bibliographic record will match on the order record number and overlay the @GOBX short bibliographic record.

PROCEDURES

No Overlay

DO NOT OVERLAY the brief @GOBX record with a bibliographic record downloaded from OCLC. If another agency overlays the short record with a full record, this cannot be protected from being overlaid later by the machine-matching process and cataloging work (e.g. call number) will be lost.

Other agencies must place their orders on a different bibliographic record.

OCLC Duplication

If a @GOBX short record is found for a work being cataloged by an agency other than OSUL, use a different bibliographic record in the catalog – e.g. download from OCLC and catalog as c.1 for the other agency. Subsequent de-duping of OCLC numbers will take place in the Cataloging Dept. through routine review of system reports or by individual notification of the duplication.

If de-duplication results in use of a different OCLC record, the Cataloging Dept. will remove the OSUL holding on the bibliographic record that is not used.

COPY NUMBER

Duplication of copy number (e.g. c.1) is permitted between LAW and OSUL. HEA and regionals should assign copy number according to current policy.

http://library.osu.edu/sites/cataloging/copynumber.htm

When there is an outstanding order for an OSUL copy and HEA or a regional location receives its copy first, they should assign c.1. When the OSUL copy is received, a search will be done (e.g. by title) to look for potential duplicates in the catalog; an appropriate copy number will be assigned (e.g. c.2).

OVERLAY COMPLETED

After the automatic PromptCAT bib overlay is completed, all units may use the full MARC PromptCAT record, perform necessary de-duplication, attach subsequent orders, etc. Bib overlay has been completed when

• 910 field has: YBP