Document: Item records: update I.4

Date: 2001 Feb. 15 rev.

Issued by: Cataloging Dept. (nvp)

Definition: An update to an item record is a transaction which changes, adds or removes a field in the record. An update is different from adding or deleting an item record, which are separately described procedures.

In fixed fields, an update is made to change a code or value.

In variable fields, an update is made to add, change or delete information within a field or to add, change or delete the entire field.

Policy: Only staff who are trained and authorized to perform item record update may make this transaction on OSCAR by working in Felix.

Procedure:

1. Logon to Felix as staff (department logon/password and personal ID/password)

See: Document S.7: Logon to Felix for staff update functions

for basic guidelines and finding the item record on which to work.

1. Change a fixed field or variable field:

2.1 Type the line number of the field (omit or include leading zero) <enter>

2.2 Key the new value or information <enter>

EXAMPLE: To change STATUS field, call up the item record:

type 20 [fixed field number]

type o <enter>

EXAMPLE: To change a note, call up the item record:

type 27 [or line number of field to be changed]

key new text <enter>

Use ESC to escape from completing the transaction, e.g. wrong field #.

1. Add a variable field:

3.1 Select I> INSERT a field

3.2 At the prompt, key the appropriate INNOPAC field tag, for example:

v = volume [follow Volume Identifier guidelines]

y = year

c = call number [use correct MARC tag and subfields]

n = note

? = [suggested tags]

3.3 Key in the new data, following appropriate guidelines

1. Delete a variable field [USE CAUTION!]

4.1 Type the line number of the field (omit or include leading zero) <enter>

4.2 At the question, confirm YES by typing "y"

BE SURE that the number you have typed is the one for the data you wish to delete!!!

1. Link item record to an existing bib record (analytic or bound with)

If an item record is linked to more than one bibliographic record, a message will display at the bottom: Also linked to .b########

For corrections to or removal of the link, send a request to Catalog Maintenance, Cataloging Dept., through paper printout or email, unless authorized to make the change.

1. After all fields in the item record have been changed, added or deleted:

Select Q > QUIT

On the final screen, select the appropriate command:

M > MAKE changes to ITEM permanent (your data replaces original data)

or

E > EXIT without updating record (your data disappears, original data is retained)

or

R > RETURN to editing of record (make more changes before quitting)

7. Optionally, if working from a list of item records, move to next item record by using the angle brackets, > to move to next one and < to move to previous one.

Edit current item record, then select >, then M.

The transaction will be completed and the next item record will be displayed for edit.

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