Back to Index

Microform Record Sets

Notes

1. REVIEW RECORDS (Daniel, Matthew, Youn)

Have metadata librarians and/or Daniel review microfiche records for completeness, quality, general fitness for inclusion in Orbis. Determine (with help of Youn or Matthew) whether additional, local fields may need to be added.

Daniel has already reviewed sample records from both sets, and thinks they’re OK. Does Matthew or Youn also need to take a look?

2. REVIEW GENERAL LOAD CONSIDERATIONS (Daniel, Audrey, Joan, others?)

          The 4,885 Hebrew fiche records would be replacing pre-existing minimal level records. Unlikely to find matching control numbers for specific record overlays, overlay by matching series title (i.e.: "Hebrew Books from the Harvard College Library," not an option, so …

… May need to identify and delete entire batch before loading new records. Jenn Nolte is working on this.

But we'd have to try to avoid deleting microfiche records (representing real print books) that were accidentally used during recon. These could be distinguished by their having "jud" rather than “mic” as location code. 

There are very few (something like a dozen, I’d have to check) pre-existing records for the Yiddish set.

96196556

          Request that OCLC assign the call numbers? An example of the format is B2561 15 BC 0560, where B2561 indicates shelf-list position, 15 BC represents set division (i.e., division 15=Biblical Commentary) and 0560 the fiche serial number within a particular division. [3/22/07: Actually, call numbers need to be assigned from MRR shelflist. Here's a macro for making the change. It requires that a MFHD template be invoked with the desired call number.]

3. PURCHASE RECORDS. (Nanette, Joan)

Use OCLC online purchasing form to order Yiddish Books from the Harvard College Library (n=2,601 records) and Hebrew Books from the Harvard College Library (n=4,885 records).

Nanette may need to do this together with Joan, since the Web form requests information that Nanette may not have (e.g., institutional authorization and password). Alternatively, Nanette could fill out the PDF fax version. I believe both sets need to be purchased through OCLC, rather than through IDC or "Primary Source Microfilm" as some of us had thought at one point.

When filling out form:

• 049//$a YUS6 (will map to MFHD "852 $b smlmic")' (Jenn 9/6/06: "The desired MFHD 852 is: $b smlmic $h Fiche $i B2561 (and info from bib 830$v) ... I recommends changing 'YUSS' to 'YUS6'- I don't think it's that important for Yale's purposes, but OCLC seems to want these codes when we submit orders. I have a list from Audrey of the OCLC codes for each Yale location - I've attached it for future reference. SML,MIC's code is YUS6. This code will end up in the 049$a- I can create a Pprebulk .cfg file with instructions to map that data to MFHD 852$b smlmic when I create call numbers. Specifying that the call number is custom will cause OCLC to append the 830$v data to the 099 we have already specified."

• 099//$b smlmic $h Fiche $i B2561

• Call number customization with info from the 830$v appended to 099.

• Where form asks: "Customized call number (available for some sets). For an additional charge, call numbers can be customized by adding information to the above call number. Depending on the set, information will be taken from the 533 or 830 fields. See Product Code 3952," check this box.

• Where it says "Insert $a before the customized call number information." Do not check this box.

Note that call number for Yiddish set has been reserved in Microtext Reading room. Orbis MFHD should have: 852:80: $b smlmic $h Fiche $i B4557. Hebrew set already established with 852:80: $b smlmic $h Fiche $i B2561 (data derived from bib 830$v).

• 1-800-635-4638 (NELINET) Cf. NELINET web site

4. SCHEDULE LOAD DATE WITH ILTS. (Nanette, Daniel, Audrey, others?)

Fill out Record Load Request Form (ILTS) See also: Electronics Resource Records at Yale University

"When Yale receives each record set (Yiddish and Hebrew) from OCLC in August and September, we will be able to test-load the records, and then assign them an approval and expected load date in the E-res queue (after the test records have been reviewed by Cataloging staff)." (Jenn)

5. AUTHORITY CONTROL PROCESSING. (Manon, Joan, Audrey?)

Consult with Manon on AC processing; per Audrey, send records to MARS a few weeks before scheduled Orbis load date. Not earlier because headings begin to age and impossible to apply corrections.

          Joan to approve/absorb cost of MARS processing?

6.  LOADING OF RECORDS. (Audrey, Daniel)

Including all preprocessing steps such as adding local fields, removing unwanted fields, building holdings, and building load/overlay profile. Test loading. Daniel would need to test and signoff on test load, after which Audrey could schedule load to production.

          NOTE: issue of matching/deleting records above (“IMPORTANT”)

7. Catalog accompanying guide (if applicable):

• Old NOTIS documentation
• Microform Record Index