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Serials Project Flags and General Instructions

Serials Project Flags

Flags for the Serials Project are marked by locations and used for cards in both the original and the extension boxes. In the original boxes, OCLC has been using the following four major types of flags for cards processed:

  • Flags representing material in SML locations (Sky blue, labeled as SML LOCATIONS)
  • Flags representing material in the Science Libraries (Green, labeled as SCI LOCATIONS)
  • Flags representing material in the Social Science Libraries (Fuchsia, labeled as SOC LOCATIONS)
  • Flags representing material in other locations (Lavender, labeled as OTHER LOCATIONS)

In the extension boxes, OCLC has been using the following four types of flags for cards skipped:

  • Flags representing material in SML locations (Orange, labeled as SKIP - SML LOCS)
  • Flags representing material in the Science Libraries (Yellow, labeled as SKIP - SCI LOCS)
  • Flags representing material in the Social Science Libraries (Light yellow, labeled as SKIP - SOC LOCS)
  • Flags representing material in other locations (Brick red, labeled as SKIP - OTHER LOCS)

For identification purposes, different colors are used for different types of cards. Each type of flag may represent more than one problem associated with a particular location. In addition to the major flags, OCLC used several other flags in the early stage of the conversion process. These additional flags are described under the section Additional Flags Used By OCLC for All Locations

How Did OCLC Process Yale Serials Cards?

For each serial card in hand, OCLC searched in ORBIS first, and depending on the result, OCLC either updated the matching record found in ORBIS or proceeded to search and/or edit a record in WorldCat to convert the card, or did both in some cases. Below is a detailed description of each possible result from an OCLC search and the corresponding action(s) OCLC took.

For cards representing serials held in SML locations, an ORBIS search would result in:

  • full-level record(s), holdings complete
  • full-level record(s), holdings incomplete
  • full-level record(s), no holdings/dummy holdings
  • provisional-level record(s)
  • no record

For cards representing serials held in SML locations, if an ORBIS search resulted in:

  • full-level record(s), holdings complete: OCLC would accept the record(s) as converted
  • full-level record(s), holdings incomplete: OCLC would update the holdings in Orbis
  • full-level record(s), no holdings/dummy holdings: OCLC would create the holdings in Orbis
  • provisional-level record(s) only: OCLC would (1) FLAG the card (as Questionable Orbis Provisional Level) and (2) convert the record (with holdings) in WorldCat
  • no record: OCLC will convert the record (with holdings) in WorldCat

For cards representing serials held in non-SML locations, an ORBIS search would result in:

  • full-level record(s) with holdings
  • full-level record(s) without holdings/with dummy holdings
  • provisional-level record(s)
  • no record

For cards representing serials held in non-SML locations, if an ORBIS search resulted in

  • full-level record(s) with holdings: : OCLC would FLAG the card (as Please Verify Volume Holdings)
  • full-level record(s) without holdings/with dummy holdings: OCLC would FLAG the card (as Orbis Record Converted No Holdings)
  • provisional-level record(s) only: OCLC would (1) convert the record in WorldCat and (2) FLAG the card (Re-link Provisional Level)
  • no record: OCLC would (1) convert the record in WorldCat and (2) FLAG the card (as Record Converted No Holdings)

What to Achieve from the Serials Problem Resolution?

For the CMT staff, the goal of the serials problem resolution process is to make sure that: (1) all of the items represented by the card in hand are represented correctly by one or a number of appropriate full-level bibliographic records in Voyager, (2) there is a correct MFHD record for each location on the card, and (3) all item records on the related provisional-level records are re-linked to MFHD record(s) of the appropriate full-level bibliographic records.

Always keep in mind the following questions when performing the serials problem resolution procedures:

  1. Does the card in hand involve any title change?
  2. In the case of a title change, is each and every title change covered and represented correctly by a full-level bibliographic record in Voyager?
  3. Are all the holdings recorded correctly on the appropriate MFHD record(s)?
  4. Any item records that need to be re-linked?
  5. In the case that no title change ever evolved, is the card converted correctly on the appropriate bibliographic and MFHD records? Are there any item records to be re-linked and provisional records to be deleted?



 

 

 

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© 2002 Yale University Library
Last revision: 25 February 2004

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