Hebraica Team Recon Clean-up

For: The Hebraica Cataloging Team
By: Jerry Anne Dickel
Date: 4/7/03

1. CTYH Record found, flagged and skipped.

Procedure:

1. Search in Voyager for the record [(Other System Number (019a, 035a|z) search using the ctyh number].

2. Check the Voyager record for a 948 recon note.

   • If there is a 948 recon note, mark the card with an x in the upper left hand corner and return it to the box.

   • If there is no 948 recon note, check the stacks for a duplicate item.

     1. If there is a duplicate item, add a second MFHD and item record.

     2. Mark the card with an x in the upper left hand corner and return it to the box.

2. RLIN record found for a backlog copy.

Procedure:

1. Search in Voyager for the record. There should be two records, one Recon record and one record for the backlog copy.

2. Write down the bib number for the Recon record (or copy the bib number from Export Q).

3. Minimize the Recon record.

4. Get the holdings of the Backlog record.

5. Click on record, select “Relink holdings to bibliographic …”

6. Type in the Recon bib number in the “enter the new bib id” box (or paste it in from Export Q) and click on OK.

7. Check under Hierarchy to see that the holdings record for the backlog copy, with its item record, is now linked to the Recon bib record.

8. Suppress the backlog bib record and write down the bib number on a list of records to be deleted.

9. Search for the backlog record in RLIN and delete it.

10. Mark the card with an x in the upper left hand corner and return it to the box.

11. Retrieve duplicate item from backlog. Generally, insert "DUP" slip, and route to Nanette's review shelf. If signed by author, indicate this in 590 and 692 bibliographic fields, add second copy statement to MFHD, and route item to LSF.

Templates/Examples:

590:: $a SMLJUD Copy [2]: Presentation inscription of [Author] to [so-and-so].
692:14: $a [Author] $x Presentation inscription.

590:: $a SMLJUD Copy [2]: Signed by [Author].
692:14:[Author] $x Autograph.

[For our purposes, no need to create 692 for recipient unless well-known figure]

3. If you find a GEAC record:

Procedure:

1. Relink the Item record from the Geac record to the Recon record

2. Suppress the Geac record

3. Write down the bib number of the Geac record on a list of records to be deleted.

4. Records with note: “not in NAF” on itemized box invoices

Procedure:

1. Check for authority records in Voyager and in LCDB.

2. Make a list of records with this note for Daniel.

5. Miscellaneous problems:

• Incomplete holdings

  • Procedure:
    Update the holdings based on what is present in the stacks:

• Duplicate copies of a title with different call numbers

  • Procedure:
    Choose the correct call number, relink one MFHD, delete extra bib record in Voyager and in RLIN.

• Duplicate copies that are actually different editions of a title

  • Procedure:
    Search for a good record for the edition lacking a correct bib record, replace or bring in the good record, so that there will be two bib records, one for each edition, with appropriate MFHDs.

• Duplicate copies that are actually different volumes of one multipart title

  • Procedure:
    Update the holdings, move item records, delete the extra bib record and MFHD.

• Duplicate copies, where the recon copy is not found in the stacks

  • Procedure
    If there is no indication in the record that the title had been reconned before the Library Associates recon project, assume that the recon copy might exist. First search by call number to see if there is a temporary circulation record. If a temporary circulation record exists, relink the holdings record to the full bibliographic record.

    If a temporary circulation record does not exist, create a second holdings record with the call number from the card, suppress it and add a staff only note (|x) “duplicate or spurious copy statement.” The reason for this procedure is that it creates a holdings record for the copy, which can be found by staff, in particular circulation staff should someone bring the copy to the circ desk. If the book turns up, then the holdings record can be unsuppressed. At the same time we avoid creating confusion in the public view, in case the copy does not exist.

• Duplicate records where one record is non-smljud (e.g. divinity records)

  • Procedure:
    Update bib record of the Judaica record in RLIN and Voyager to include anything of importance from the non-Judaica record. Relink the non-Judaica MFHD to the Judaica record, copy the RLIN number to a list of RLIN records for Dajin to delete, delete the non-Judaica bib record in Voyager. Alternatively, if DIV record has attached order/purchase record, retrieve and export Hebraica recon record from RLIN, overlay on Divinity bib record, relink Judaic MFHD to Divinity record, copy the RLIN number to list for Dajin, delete Judaica record in Voyager.
    
    If the non-smljud record is a law library record (CTYL), then ignore the duplication.

• Duplicate records where one record is OCLC Recon, and one record is Hebraica Recon

  • Procedure:
    If the call number is the same, assume that both records refer to the same item, and delete the OCLC Recon record. Add the Cty RLIN id to the list of RLIN records for Dajin to delete.

• The recon record is a translation

  • Procedure:
    Search Voyager for the original language version and check the call numbers. If the call numbers differ beyond the translation code, determine which call number is correct and make appropriate changes.

| Hebraica Cataloging Team |

Copyright © 2005 Yale University Library
This file last modified 07/07/05
URL: http://www.library.yale.edu/cataloging/hebraicateam/recon.htm