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The Ohio State University Libraries
Policies and Procedures
Technical Services
OSCAR Database Management
Document: Procedures for De-duping Multiple Bibs (Serials)
Date: 8/2/01
Effective: 8/2/01
Created by: Serials and Electronic Resources Department (SER) (clo)
OVERVIEW
In 1994 in the course of converting holdings from our previous catalog (LCS) to our present catalog (OSCAR), different account units may have used the same OCLC record in cataloging their titles resulting in duplicate OSCAR bibliographic records. This procedure addresses how to determine which bibliographic record to retain in OSCAR and the steps involved in transferring the necessary information from the record not kept to the record retained.
1. Bibliographic Records
Retain the record with the most complete and up-to-date information. Examine each record for the following:
- Subjects (6xx), Added Entries (7xx), title change information (580, 78x), local notes (590), and labeling/binding instructions in 910 field)
- Check the call number on each record
- Account units may have different call numbers when cataloging their holdings. Generally, OSUL uses LC (050/090) and SuDoc (086); LAW uses LC; and ARD uses Dewey (092).
- In deciding which call number to retain in the chosen bibliographic record, take into consideration the number of item records attached. It’s preferable to keep the call number of the record that holds the most item records. This reduces the number of item records that need to be updated with call number fields.
- Also in deciding which call number to retain, it’s preferable to retain the call number of the account unit with the current subscription. Serial clerks would not have to remember to add call numbers in item records each time a volume is sent for binding. This reduces the potential for call number display problems in the OPAC.
2. Item Records
If the call numbers on the bib records not chosen as the destination record is different, then the call number needs to be added in each item record for that account unit in the appropriate MARC tag.
- Consult: Item records: QUICK GUIDE to Updating item records
3. Check-in Records
- Confirm that the check-in records (LibHas and subscription) for each account unit has a call number field with the appropriate information. Note: some Regional campus libraries shelve their periodicals by title, and as such, will have the phrase: Shelved by title in the call number field of their check-in records.
- If a check-in record needs to be updated for an account unit not in OSUL (e.g. LAW, HEA, ARD), notify the contact person in that unit to add their call number.
4. Transfer Attached Records
Once the decision is made to retain a single OSCAR bibliographic record, proceed to TRANSFER attached records in the OSCAR Catalog Database Maintenance or Additional Ordering and Receiving Functions submenu. Follow online instructions.
5. Notify Each Affected Account Unit
As a courtesy, notify each account unit of actions taken.
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Page last modified: 8 November 2011
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