LSF Transfer Problem Resolution Instructions



 

Call Number Problems


Problem Solution Who
Incorrectly formatted call number (e.g., there is only a semicolon in the $c). 

Example: 

$b RA1053;K78;1822 $c ;

Correct the call number format (otherwise they won't index properly). D
Call number in copy holdings record lacks the ;(LC) although it appears on the spine label. Ignore. B
"Copy #" appears on the spine label, but not in the copy holdings record. Ignore. Do not add the copy number to the copy holdings record. B
Typo in the final date portion of a call number in the copy holdings record. 

Example: year recorded in Orbis as 19875 instead of 1975.

Correct the typo. D
Possible typo in full-level record call number. Verify bibliographic information by comparing book to bibliographic record. If they match, assume the call number in the full-level record is correct, and cross off the call number on the book's label. If they do not match, return book to shelf. D

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Call Number Problems relating to volume numbering


Problem Solution Who
Volume number appears on spine label, but not in copy holdings record. For a complete set, all volumes in hand. (For example: the 300 field shows that the item's extent is 10 v., and all 10 volumes are found.) Verify/Enter volume numbering in enum/chron field of item record; Create MHLD if necessary. D
Volume number appears on spine label, but not in copy holdings record. For an open volume entry with no MHLD, or an incomplete set with no MHLD. Lack of MHLD indicates recon is not yet complete. Send back to shelf, unless holdings information is readily available for MHLD creation. D
Volume number appears on spine label, but not in copy holdings record. For an open volume entry with an MHLD, or an incomplete set with an MHLD; All volumes in hand and all volumes being transferred. Verify/Enter volume numbering in enum/chron field of item record. D

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Item Record Problems


Problem Solution Who
Item ID not found in index. Use barcode on book to create an item record on full-level record. B
Could not create item record. Verify that full-level record or copy statement is not suppressed. If it is, search for appropriate record, and/or unsuppress. D
Item still checked out (returned to stacks without being checked in). Have Circulation Department staff check item back in. Circ

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Miscellaneous Problems


Problem Solution Who
Multiple copies found (not listed on pick slip). Verify that all copies are represented on the copy holdings record. If not, create copy statements as appropriate. Send all copies found to LSF. D
Two different books with same call number found. Compare bibliographic information; Select matching book. D
Two or more books bound together (only one is selected). These can sometimes but not always be identified by the presence of a 501 or 590 note indicating that there is more than one book bound together. Send if there are full-level records for all books. If full-level records not in Orbis for all books, send back to shelf. All records' location codes must be changed to the appropriate LSF location code. D
Analytics. Record is or should be represented by both a serial and one or more monograph records. These can be identified on the pick slips by a volume number as the last element of the call number (not counting ;(LC)). Send back to shelf those already pulled. Do not pick any others from shelf. D
Book is represented in Orbis by a provisional-level record, and there is a typo in Orbis provisional record call number. Verify that you have the correct provisional record by comparing the item ID (barcode #) on the book to the item ID in the item record. If it matches, relink. Send back to shelf or to LSF as appropriate. B
All copies listed on copy holdings record for that location were not found and there are no item records for those not found. Suppress the copy statement of those copies not found by entering a "Z" in the class code. D

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Serials


Problem Solution Who
Analytics. Record is or should be represented by both a serial and one or more monograph records. These can be identified on the pick slips by a volume number as the last element of the call number (not counting ;(LC)).  See: http://www.library.yale.edu/cataloging/lsf/serials.htm Send back to shelf those already pulled. Do not pick any others from shelf. D
Volumes listed in the MARC holdings record are missing at the time of transfer. Record missing volumes as described in the following document: http://www.library.yale.edu/cataloging/lsf/missing.htm D

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Last revision: 13 April 2000
Contact: Rebecca Mugridge at rebecca.mugridge@yale.edu
URL: http://www.library.yale.edu/cataloging/lsf/lsfprobres.htm