Document: OSCAR/Felix Maintenance Guidelines S.6
Date: 2001 Feb. 15 rev.
Effective: 1994 July 18
Revised by: Cataloging Dept. (nvp)
Definition: OSCAR maintenance is the addition, deletion, or change to any record:
bibliographic, item, order, checkin, authority, patron, or course reserve.
1. SHARED SYSTEM: OSCAR is a shared database. OSUL locations maintain their own
records. LAW Library maintains its own records. Exceptions include some activity performed
by Catalog Maintenance and Authority Control (e.g. heading or authority record updates).
2. OSCAR vs. Felix: All OSCAR maintenance work must be done while logged into OSCAR
using staff authorizations; this working version of the database is called Felix.
Working in Felix, using staff login authorizations, the following general functions are possible:
- cataloging and catalog maintenance
- circulation (including course reserves)
- acquisitions (all order, receiving, checkin, payment)
- search
- create lists (booleans)
Telnet: Only the Telnet (VT100) version of OSCAR allows staff functions.
A staff version of the webpac, Millenium, is planned.
Webpac: OSCAR webpac provides only "search and view" and patron borrowing.
3. AUTHORIZATION: OSCAR maintenance is done only by staff who are both trained and
authorized to create, update, or delete some or all types of records based on their job
requirements. Authorization to use the "create lists" function also has a training prerequesite.
Generally, only circulation staff are authorized for circulation functions and item record
maintenance. Maintenance functions for bibliographic records is generally limited to staff in
Technical Services or those who perform cataloging.
All authorizations for specific staff must be approved by supervisors and authorization requests
must be sent to the Libraries' Information Technology Dept. for final approval and activation.
4. REAL TIME: All maintenance in OSCAR (i.e. Felix) is real time. Each transaction is
placed in a queue for processing by the system, but occurs immediately, unless the queue is
backed up due to heavy activity.
- The transaction performed in Felix quickly shows in public OSCAR views.
- If OSUL is the library "owning" the master record in the OhioLINK central catalog, the transaction made in Felix is soon reflected in the central catalog.
5. ITYPE: In item records , the ITYPE code is critical for circulation purposes, and must be
correct. Consult the ITYPE code list before updating this field.
6. SPACE BAR: The space bar sometimes is used as a command. If you have a screen saver
running, use the SHIFT key rather than space bar to return to the screen display.
7. DELETES: Do not delete any records from the database unless you are specifically trained
and authorized to do so. Instead, update records with delete codes (e.g. 999 in item record).
Once a record has been deleted, it cannot be recovered except by re-creating it. Do NOT delete
records coded WTH (withdrawn), unless due to error (e.g. duplicate record) or with specific
authorization to do so. Audit trails require keeping records for withdrawn materials for at least 5
years.
8. STATUS: The item record Status code is used to track physical movement of materials.
There are no circulation charges to show that a book in on new book shelf, went to labeling, etc.
Use appropriate status code to show the books movement (e.g. p = in processing, t = in transit).
9. LABELING: For binding purposes, or other labeling, the information giving label format
appears in the bib record, at the bottom (MARC field 910). CAUTION: This field is not
protected during bib overlays, and must be re-keyed if removed by overlay of the record.
10. VOLUME IDENTIFIERS: Only authorized volume identifiers may be used in item
records. See the OSCAR Database Management document on Volume Identifiers.
11. REQUESTS: Staff who are not authorized to perform any or some kinds of updates may
send requests or report problems via email, paper mail, or phone to:
- Cataloging Dept., Catalog Maintenance and Authority Control: any bib or item record (except serials or continuations); any authority record or cross-reference
- Serials/Electronic Resources: any bib, item, order, or checkin for serials or continuations, regardless of format
- Monographs Dept: any order record for monographs
For more documentation, see:
http://library.osu.edu/staff/cataloging/document2.php
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