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Serials Catalog Recon
Problem Resolution Instructions


Flags for SML Locations: 

Problem (Sky Blue) Resolution
Not Converted:

   Analytics Not Converted
   Non-Roman Not Converted

Analytics:
  • If the card is marked “Analyzed,” pull the flag and file the card back in the box
  • If the card is not marked “Analyzed,” pull the flag, photocopy and re-file the card
Non-Roman:
  • Photocopy and re-file the card; put the photocopy in the appropriate language folder
Holdings Already Set
  • Search the record in Voyager
  • If the appropriate full-level record is found, create a MFHD to add the holdings accordingly
  • If the full-level record is not found, bring in a matching record from OCLC, and create the appropriate MFHD record

Matching Error Verify that the correct bibliographic and MFHD records are in Voyager, and then delete the error record and its associated MFHD record
Please Verify:

   Copy Holdings
   Volume Holdings
   Location/Call Number
Copy Holdings:
  • Make sure that the MFHD record is correct in Voyager
Volume Holdings:
  • Make sure that the holdings are correct in the MFHD record
Location/Call number:
  • Make sure that the location and call number are correct in the MFHD record
Relink: Provisional level
  • Search by call number to bring up both the provisional and full level records in Voyager
  • Verify that they represent the same title
  • Re-link the item record(s) from the provisional record to the full level record
  • Delete the re-linked provisional record

Questionable: Provisional level
  • Make sure that all items represented by the card are represented by appropriate full level bibliographic and MFHD records in Voyager
  • Re-link items as necessary from the provisional record to the full-level record

Questionable: Full level
  • Search Voyager to determine if items represented by the card are already converted on another full level record
  • If they are already converted in Voyager, further compare the questionable and the converted full level records. Based on the comparison, perform one of the following:
    • Delete the questionable record if the two records represent the same title
    • Remove the flag from the card if the two records represent different titles
  • If they are not converted in Voyager, compare this record with the card and determine if this record can be used to represent the card.
    • If it can be used, create an appropriate MFHD record for the card
    • If it can not be used, bring in an appropriate bibliographic record from OCLC and create a MFHD record as necessary


Flags for Science Locations:
Problem (Green) Resolution
ORBIS Record: No holdings Count the flag on a statistics sheet and file the card in boxes marked for Science Libraries holdings
Record Converted: No holdings Count the flag on a statistics sheet and file the card in boxes marked for Science Libraries holdings
Not Converted:

   Non-Roman
   Dashed-on
   Microform
Non-Roman:
  • Photocopy and then file the card back; put photocopy in the appropriate language folder
Dashed-on:
  • Determine if the dashed-on item should be converted on a separate bibliographic record
  • If yes, transfer a matching record from OCLC or RLIN, or create a new record in Orbis for the dashed-on item. Create a MFHD record and re-link items as necessary
  • If no, add a 590 note on the bib record for the dashed-on item, create a MFHD record, and re-link items as necessary
Microform:
  • Leave card tipped up in box for reviser
Holdings already set:
  • Search the record in Voyager
  • If a matching full-level record is found, create a MFHD record for the card, and re-link items as necessary
  • If no matching record is found, bring in the bibliographic record from OCLC, create a MFHD record for the card, and re-link items as necessary
Matching Error Verify that the correct bibliographic and MFHD records are in Voyager, and then delete the error record and its associated MFHD record
Please Verify:

   Copy Holdings
   Location/Call Number
Copy Holdings:
  • Make sure that the MFHD record is correct in Voyager
Location/Call number:
  • Make sure that the location and call number are correct in the MFHD record
Relink: Provisional level
  • Search by call number to bring up both the provisional and full level records in Voyager
  • Verify that they represent the same title
  • Re-link the item record(s) from the provisional record to the full level record
  • Delete the re-linked provisional record
Questionable: Provisional level
  • Make sure that all items represented by the card are represented by appropriate full level bibliographic and MFHD records in Voyager
  • Re-link items as necessary from the provisional record to the full-level record
  • Delete the re-linked provisional record
Questionable: Full level
  • Search Voyager to determine if items represented by the card are already converted on another full level record
  • If they are already converted in Voyager, further compare the questionable and the converted full level records. Based on the comparison, perform one of the following:
    • Delete the questionable record if the two records represent the same title
    • Remove the flag from the card if the two records represent different titles
  • If they are not converted in Voyager, compare this record with the card and determine if this record can be used to represent the card.
    • If it can be used, create an appropriate MFHD record for the card
    • If it cannot be used, bring in an appropriate bibliographic record from OCLC and create a MFHD record as necessary

Flags for Social Science Locations:
Problem (Green) Resolution
ORBIS Record: No holdings Count the flag on a statistics sheet and file the card in boxes marked for Social Science Libraries holdings
Record Converted: No holdings Count the flag on a statistics sheet and file the card in boxes marked for Social Science Libraries holdings
Not Converted:

   Non-Roman
   Dashed-on
   Microform
Non-Roman:
  • Photocopy and then file the card back; put photocopy in the appropriate language folder
Dashed-on:
  • Determine if the dashed-on item should be converted on a separate bibliographic record
  • If yes, transfer a matching record from OCLC or RLIN, or create a new record in Orbis for the dashed-on item. Create a MFHD record and re-link items as necessary
  • If no, add a 590 note on the bib record for the dashed-on item, create a MFHD record, and re-link items as necessary
Microform:
  • Leave card tipped up in box for reviser
Holdings already set:
  • Search the record in Voyager
  • If a matching full-level record is found, create a MFHD record for the card, and re-link items as necessary
  • If no matching record is found, bring in the bibliographic record from OCLC, create a MFHD record for the card, and re-link items as necessary
Matching Error Verify that the correct bibliographic and MFHD records are in Voyager, and then delete the error record and its associated MFHD record
Please Verify:

   Copy Holdings
   Location/Call Number
Copy Holdings:
  • Make sure that the MFHD record is correct in Voyager
Location/Call number:
  • Make sure that the location and call number are correct in the MFHD record
Relink: Provisional level
  • Search by call number to bring up both the provisional and full level records in Voyager
  • Verify that they represent the same title
  • Re-link the item record(s) from the provisional record to the full level record
  • Delete the re-linked provisional record
Questionable: Provisional level
  • Make sure that all items represented by the card are represented by appropriate full level bibliographic and MFHD records in Voyager
  • Re-link items as necessary from the provisional record to the full-level record
  • Delete the re-linked provisional record
Questionable: Full level
  • Search Voyager to determine if items represented by the card are already converted on another full level record
  • If they are already converted in Voyager, further compare the questionable and the converted full level records. Based on the comparison, perform one of the following:
    • Delete the questionable record if the two records represent the same title
    • Remove the flag from the card if the two records represent different titles
  • If they are not converted in Voyager, compare this record with the card and determine if this record can be used to represent the card.
    • If it can be used, create an appropriate MFHD record for the card
    • If it cannot be used, bring in an appropriate bibliographic record from OCLC and create a MFHD record as necessary

Flags for Other Locations:
Problem (Lavender) Resolution
ORBIS Record: No holdings Count the flag on a statistics sheet and file the card in boxes marked for Other Libraries holdings
Record Converted: No holdings Count the flag on a statistics sheet and file the card in boxes marked for Other Libraries holdings
Not Converted:

   Non-Roman
   Dashed-on
   Microform
Non-Roman:
  • Photocopy and then file the card back; put photocopy in the appropriate language folder
Dashed-on:
  • Determine if the dashed-on item should be converted on a separate bibliographic record
  • If yes, transfer a matching record from OCLC or RLIN, or create a new record in Orbis for the dashed-on item.
  • If no, add a 590 note on the bib record for the dashed-on item, create a MFHD record, and re-link items as necessary
Microform:
  • Leave card tipped up in box for reviser
Holdings already set:
  • Search the record in Voyager
  • If a matching full-level record is found, create a MFHD record for the card, and re-link items as necessary
  • If no matching record is found, bring in the bibliographic record from OCLC, create a MFHD record for the card, and re-link items as necessary
Matching Error Verify that the correct bibliographic and MFHD records are in Voyager, and then delete the error record and its associated MFHD record
Please Verify:

   Copy Holdings
   Location/Call Number
Copy Holdings:
  • Make sure that the MFHD record is correct in Voyager
Location/Call number:
  • Make sure that the location and call number are correct in the MFHD record
Relink: Provisional level
  • Search by call number to bring up both the provisional and full level records in Voyager
  • Verify that they represent the same title
  • Re-link the item record(s) from the provisional record to the full level record
  • Delete the re-linked provisional record
Questionable: Provisional level
  • Make sure that all items represented by the card are represented by appropriate full level bibliographic and MFHD records in Voyager
  • Re-link the items, if any, from the provisional record to the full-level record
  • Delete the re-linked provisional record

Additional Flags Used by OCLC for All Locations:
Problem (Lavender) Resolution
Not Converted:

   Dashed-on
   Non-Roman
   Microform

No Location/No Call Number
Copy/Copies #______
   Other (Undocumented locations)
Dashed-on:
  • Determine if the dashed-on item should be converted on a separate bibliographic record
  • If yes, transfer a matching record from OCLC or RLIN, or create a new record in Orbis for the dashed-on item.
  • If no, add a 590 note on the bib record for the dashed-on item, create a MFHD record, and re-link items as necessary.
Non-Roman:
  • Photocopy and then file the card back in box
  • File the photocopy in the appropriate language folder
Microform:
  • Leave card tipped up in box for reviser
No Location/No Call Number:
  • Photocopy and then refile the card
Other:
  • Consult the reviser
  • For cards stamped with the following locations make a photocopy of the card(s) and file the copy in a folder marked "Undocumented locations:"

    • Doc.Rm.
    • Historical MSS Room
    • Microprint 8 (1, 4, 7, 12, 13, 15)
    • Microfilm N class no. (Film N1307)
    • Serials Division -- Catalog Dept.
    • Uncat. File

Problem (Yellow) Resolution
Holdings already set:
  • Search the record in Voyager
  • If a matching full-level record is found, create a MFHD record for the card, and re-link items as necessary
  • If no matching record is found, bring in the bibliographic record from OCLC, create a MFHD record for the card, and re-link items as necessary

Problem (Pink) Resolution
Relink: ORBIS record
Provisional - Level
  • Search by call number to bring up both the provisional and full level records in Voyager
  • Verify that they represent the same title
  • Re-link the item record(s) from the provisional record to the full level record
  • Delete the re-linked provisional record

Problem (Orange) Resolution
Error Notification
   Editing Error
   Matching Error
   Capture Error
Editing Error:
  • Verify that the correct bibliographic and MFHD records are in Voyager, and then delete the error record and its associated MFHD record
Matching Error:
  • Leave card tipped up in box for reviser
Capture Error:
  • Verify that the correct bibliographic and MFHD records are in Voyager, and then delete the error record and its associated MFHD record

Problem (Beige) Resolution
Information
   Converted
   Not Converted
   OCLC #
   Comments
Use your judgment and/or consult the reviser

Flags in Extension Boxes:

Problem Resolution
SKIP - SML LOS (Orange)
   RLIN
   JACKPHY
RLIN:
  • In general, this option should not be marked
  • If it is marked, check the record in ORBIS to make sure that there is a correct MHLD record created
JACKPHY:
  • Photocopy and then re-file card in the box
  • File the photocopy in appropriate language folder
SKIP - SCI LOS (Yellow)
   RLIN
   JACKPHY
RLIN:
  • Take statistics
  • Check the card holdings in ORBIS
  • If there is already a MHLD record attached, pull flag and file card back in the box
  • If there is no MHLD attached, move the card into boxes marked for Science Libraries
JACKPHY:
  • Photocopy and then re-file card in the box
  • File the photocopy in appropriate language folder
SKIP - SOC LOS (Light Yellow)
   RLIN
   JACKPHY
RLIN:
  • Take statistics
  • Check the card holdings in ORBIS
  • If there is already a MHLD record attached, pull flag and file card back in the box
  • If there is no MHLD attached, move the card into boxes marked for Social Science Libraries
JACKPHY:
  • Photocopy and then re-file card in the box
  • File the photocopy in appropriate language folder
SKIP - Other LOS (Brick red)
   RLIN
   JACKPHY
RLIN:
  • Take statistics
  • Check the card holdings in ORBIS
  • If there is already a MHLD record attached, pull flag and file card back in the box
  • If there is no MHLD attached, move the card into boxes marked for Other Libraries
JACKPHY:
  • Photocopy and then re-file card in the box
  • File the photocopy in appropriate language folder

© 2002 Yale University Library
Last revision: 17 June 2004

Contact: Dajin Sun
URL: http://www.library.yale.edu/catman/serials/serprblemres1.html

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