Changes to policy for MARC 946 field with message: DO NOT
 EDIT. DO NOT EXPORT

To: Technical Services Staff
From:Youn Noh
Date: (03/09/06 creation date/ 04/04/2006 2:04 PM revision date)


Date: Thu, 09 Mar 2006 16:28:09 -0500
To: yulcat-l@mailman.yale.edu
From: Youn Noh <youn.noh@yale.edu>
Subject: [Yulcat-l] Changes to policy for MARC 946 field with message: DO NOT EDIT. DO NOT EXPORT.

Dear all,

Many of you may have seen records for online resources in Orbis that have a 946 field with the text DO NOT EDIT. DO NOT EXPORT. , wondered why such a message would be in the records, and been frustrated at the restriction.  This message may explain a few things about the DO NOT EDIT. DO NOT EXPORT. message and announces changes to our policies for the 946 field.
 
The 946 field will be added to the Voyager tag table in the next update.  This addition will permit catalog department staff to edit records for online resources according to the instructions provided in the field. Those instructions are changing. The 946 field will be used in two circumstances; each use will have its specially tailored message.


1. Dynamic vendor record (a vendor record that is likely to be overlaid by another vendor-supplied record)

946  $aDO NOT EDIT.  DO NOT EXPORT. will be used in vendor-supplied records for online resources that are periodically replaced or deleted.   Right now that includes records from Serials Solutions and ebrary.
a.  Catalog department staff are advised not to edit these records as edits will be lost if the edited record is replaced or deleted.
b.  These records should not be exported to the utilities because of our contractual arrangement with the vendor.
c.  Do not export these records to MARS. These records are sent out for authority processing as a file before they are loaded.


2. Stable vendor record (a vendor record that is unlikely to be overlaid by another vendor-supplied record)

946  $aDO NOT EXPORT TO OCLC/RLIN. will be used in vendor-supplied records for online resources that are more or less permanent in our catalog.
a.  Catalog department staff may edit these records, but they should not export the records to the utilities because of our contractual arrangement with the vendor.
b.  Export to MARS only when an edit is made that requires an update to our authority file.

 
3.  For stable vendor records with no contractual obligation not to export to utilities, no 946 will be added. We may edit them and export them as we would any other record.  These include, for example, GPO records.
 

In the past, both dynamic and stable records received the same 946  $aDO NOT EDIT. DO NOT EXPORT. message. Unfortunately, we do not have the ability to go back and globally change the field in stable records that were added to Orbis before this new policy was adopted.

Please let me know if you have any questions.

Thanks,
Youn

Youn Noh
Digital Resources Catalog Librarian
Catalog Department
Yale University Library
P.O. Box 208240
New Haven, CT 06520-8240

Tel: 203-432-4526
Fax: 203-432-7231
Email: youn.noh@yale.edu
 

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