Document: OSUL Reinstatements to the catalog
Date: 1999 April 1 rev.; 1997 February 12
Effective 1997 March 1
Replaces: Reinstate a Piece (6/9/94)
Revised By: Cataloging Dept. (nvp)
Definition: A reinstatement to the collection is the process which occurs when a cataloged piece once owned but for which no record appears in OSCAR (either bib + item or item record for specific location),and it is decided that the piece is wanted in the collection. The piece must then be added again or "reinstated" to the collection.
I. Guidelines and Policies
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1. OSUL locations
When there is a bib record on OSCAR, but no item record for the piece, locations may reinstate the piece by adding the item record.
[See DOCUMENT: Item records: Adding (Creating) new item records]
For serial volumes, notify Serials/Electronic Resources Dept.
to update LIB HAS statements.
2. For non-OSUL locations
If a bib. and item record are found for a piece but these records are for non-OSUL locations (LAW, OHS, GPO, ERIC Document, Edgar Dale), follow instructions below.
a. For serial volumes, non-OSUL locations update their own LIB HAS statements
II. Procedures
With piece in hand, Logon to FELIX in Update mode
Search for a record (by call number, barcode, title, etc.)
Four basic situations are possible. If your reinstatement does not fit one of these patterns, please contact Cataloging Dept., Catalog Maintenance.
1. No bib. or item record is found on OSCAR
1.1 Monograph--send book to Catalog Maintenance, Cataloging Department; include instructions to "reinstate for [location]" with date and requestor initials
1.2 Serial--Send earliest issue to Serials/Electronic Resources Dept.; include instructions to "reinstate for [location]" with date and requestor initials
2. A bib. record is found on OSCAR but no item record for your location
2.1 Monograph--Add an item record with your location information
2.2 Serial volume--Add item record; notify Serials/Electronic Resources Dept. to update LIB HAS
3. Both bib. and item records are found that match your piece, and they are the only records:
Make sure the item record has not been used for a different piece (e.g. barcode is same).
3.1 Update STATUS field from WTH to desired status (e.g. -)
3.2 Update ICODE2 field if necessary
3.3 Update LOCATION field if necessary
3.4 Notify Serials/Electronic Resources Dept., if necessary to update LIB HAS
3.5 Send printout to Catalog Maintenance, Room 030, Main Library, to update OCLC to reflect OSUL holding
4. Both bib. and item records are found that match your piece, but other OSUL locations also own this item (and OSUL holding already is reflected in OCLC)
4.1 Update STATUS field from WTH to desired status (e.g. -)
4.2 Update ICODE2 field if necessary
4.3 Update LOCATION field if necessary
4.4 Notify Serials/Electronic Resources Dept., if necessary to update LIB HAS
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