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****REVISION NEEDED*****REVISION NEEDED****


Technical Services Memorandum

N.S. No. 94-2          April 1995


Standards for Updating Bibliographic Records' Location Codes
by the Working Group to Study Shared Bibliographic Record Standards



Statement of the problem:

Currently, when location changes are made to item records, the system does not automatically update the bib record to reflect the new location. This prevents the bib record "limit by location" feature from working correctly and displaying accurate holdings. Changes made to the location in item or order records also need to be made manually to the bib record so that searches can be limited accurately by location*.


Decision:

When making changes to the location in the item and/or order record, library staff should follow the same standards to update information in the corresponding bib record. The bib record always should be updated in the following three cases:

  1. whenever an item or order record is created for a new location

  2. if an item record is changed to reflect transfer of a location's last copy of an item from one location to another

  3. if an item record is deleted to reflect withdrawal of a location's last copy of an item from location

In addition to ongoing manual updating of records, future INNOPAC programming that will enable bib records to be automatically updated from item record information, should be run on a regular basis to help maintain accuracy and reflect current location information.

Please note: Staff who are not authorized to perform updates should refer them to a supervisor or OSUL Catalog Maintenance.

Please note: The location codes refer to the 3-letter location codes in the bib record not the 5-letter sublocation codes in the item records.


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Page last modified: 8 November 2011

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