The Ohio State University Libraries
Policies and Procedures
Technical Services
OSCAR Database Management
DOCUMENT: Shared Bibliographic Records: Updating Guidelines
DATE: 1999 August 6
ISSUED BY: Technical Services Committee (mr,jm,nvp)
Purpose: To provide guidelines for updating bibliographic records shared by multiple cataloging centers (including OSUL, Health Sciences, Law, and Regional campuses)
Key issues addressed:
1. Adding different call numbers - including analytic titles held by multiple cataloging centers
2. Updating monograph and non-serial records
3. Updating serial records - including serial title changes/ notification of title changes.
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1. Adding different call numbers
Basic Principle: The call number of the original, contributing library should always remain (indexed) in the bibliographic record, regardless of whether it is Library of Congress or another classification scheme.
Practice: If other locations attach holdings to an existing cataloged Bib record and wish to use a different call number, that call number should be entered in the Item record(s) for the location using the appropriate MARC tag, as follows:
086 - government document (Sudoc) call number
090 - locally-assigned Library of Congress call number
092 - Dewey Decimal call number
099 - local "free-text" call number
Please note: This applies also to added copies (c.2-) that are added by the same cataloging center, but may require a different call number (LC vs. Sudoc, analytic vs. non-analytic, etc.)
Serial analytic vs. "non-analytic" call number for monographs: Locations should follow the same basic principle and practice when assigning a monograph, "non-analytic" call number to a record that is already "analyzed" for another location (or vice versa, when assigning a serial analytic call number to a previously "non-analyzed" record). For analytics, the only key difference is the need to LINK the monograph Item record for that copy/location to the appropriate serial Bib record.
Note: For monograph analytic copies linked to a serial Bib record, use the same call number as the serial record. The call number may be added in either the Bib or Item record for the monograph, depending on whether there are single or multiple copies of the title in Felix/OSCAR.** Input volume numbering in the Volume Identifier field of the Item record and add the year as needed. Link the Item record for the monograph analytic to the appropriate serial Bib record.
**If a location adds a new title for a monograph analytic in Felix, input the serial call number in the Bib record for the monograph (with volume numbering in the Item record). If a location adds an analytic copy to a previously, "non-analyzed" title already in Felix, input the serial call number in the call number field of the Item record for the analytic copy (with volume numbering in the Volume Identifier field).
**Policy relating to designation of analytics and workflow will be addressed by a separate TSC working group.
2. Updating shared monograph and non-serial records
Basic principle: Information already contained in the record should never be permanently removed or deleted, but should remain in the record.
Practice: Option 1. New information may be added directly to the record in Felix, as an enhancement, as long as no existing information is removed. Obvious errors or typos should always be corrected. New information may be added by manually keying-in data or fields. Examples include: adding new titles to table of contents (505), adding subject or name entries (6xx, 7xx), or added title entries (246/740), copy-specific, local or other notes (590, 5xx).
Recommendation: Option 1 should be followed the majority of the time. If the information to be keyed-in is relatively brief (generally the case with monographs), this is the preferred option, since it also eliminates redundant OCLC search and export charges.
Practice: Option 2. In limited situations where extensive, new information needs to be added (e.g., OCLC record has been substantially upgraded), allow cataloging centers the option of overlaying the existing bib record in Felix. If using bib overlay to add information, cataloging centers will need to note any local or specific information already in the record and re-input that data as required. In particular, the following fields will need to be checked and re-input (it may be helpful to make a print-out of existing bib record in order to highlight fields and data that need to be re-input):
050/086/090/092/099 - retain call # already indexed in bib (re-input as required)
4xx/8xx - retain series tracing (re-input as required)
590 - retain all local notes (re-input as required)
910 - if it contains "osupfw" and CAT DATE is current within 1 month or less, then re- input 910
("osupfw" in 910 allows OSUL to set OCLC holdings - eventually will stop using "osupfw" and will collect on CAT DATE only)
Please note: If using overlay, use current CAT DATE so that record will go through authority review. CAT DATE also reflects date record was added/replaced in Felix.
Recommendation: Option 2 should be used selectively, generally for older records in Felix, where it is necessary to make extensive revisions to an existing record.
3. Updating shared serial records - including title changes/ notification of title changes
Basic principle: Information already contained in the record should never be permanently removed or deleted, but should remain in the record. If the serial record is being updated to reflect a title change or a title cessation, other holding libraries should be notified so they can update their holdings and/or check-in information.
Practice. Option 1: New information may be added directly to the record in Felix, as long as no existing information is removed. Obvious errors or typos should always be corrected. New information may be added by manually keying-in data or fields. Examples include: date (260 $c), span of publication dates/volumes (362), notes (5xx) preceding (780) or succeeding titles (785), or related titles (787).
Notification of title changes/cessation: Notify other holding cataloging centers when a serial undergoes a title change or ceases publication so they can update check-in records and holdings. (Refer to contact list for notification.)
Recommendation: Option 1 is effective when only minimal changes need to be made and new information can be easily keyed-in to the existing bib record. However, since title changes often involve fairly extensive entry of new information, manual input may not always be the most effective method.
Practice. Option 2: For title changes, allow cataloging centers the option of overlaying existing bib record in Felix. If using bib overlay to add new information, cataloging centers will need to pay careful attention to fields that will need to be re-input (it may be helpful to make a print-out in advance to highlight fields and data that need to be re-input), including:
050/086/090/092/099 - retain call # already indexed in bib (re-input as required)
5xx - local or other notes (re-input as required)
910 - for different cataloging centers, re-input exactly as found (contains labeling/analytic information, cataloger code and date, osupfw); for same cataloging center, input labeling information, new cataloger code and date and osupfw, as needed.
Please note: If using overlay, use current CAT DATE so that record will go through authority review. CAT DATE also reflects date record was added/replaced in Felix.
Notification of title changes/cessation: Notify other holding cataloging centers (refer to contact list) when record has been revised to reflect title change or cessation, so they can update check-in LIB HAS statement and revise holdings as needed.
Recommendation: Option 2 is an efficient method of incorporating new serial title change information into Felix record, as long as careful attention is paid to existing data or fields that need to be re-input.
Document last revised: 11/4/02
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