Replace and Keep in Voyager

DRAFT REVISED 5/13/02

 

In-process recordto be updated to fully cataloged; no exact match cataloging is available. Search in Orbis retrieves a fully cataloged record for the first editionObject: REPLACE the in-process record with a copy of the cataloged record, but KEEP the fully cataloged record for the first edition.The replaced in-process record will then be edited to match the item in hand.

 

SCENARIO 1. IN-PROCESS RECORD WITH AN ISBN.

 

1. Close all windows (to avoid confusion)

 

2. Retrieve the fully cataloged record.

 

3. From Record menu, select and click Make a Copy.

 

4. Close the bib record but leave the copy window open (Title bar: [New Bib Record: Copy])

 

5. Retrieve the in-process record.

 

6. From the window menu, select and click Tile.

 

7. From the in-process record, copy the 020 field and paste into the copy window record. Delete the original ISBN, LCCN, and ALL 035s in the copy window record if there. Optionally, modify the record at this time to match the item represented by the in-process record (e.g. modify the edition statement, fixed field date, etc.)

 

8. With the copy window record activated, click on the Sailboat. Having passed MARC validation, click on the Authority Validation Continue button.* The DeDupe box will open with the target record listed. Click on the Replace/merge button, then click OK. The copy window record will disappear and the in-process record will be replaced with the fully cataloged record. Edit this record to match the item in hand and click on the Sailboat to save changes.

 

*(If your workstation preferences have Authority Validation disabled, the DeDupe box will open immediately.)

 

SCENARIO 2. IN-PROCESS RECORD WITHOUT AN ISBN.Assumesthe item in hand lacks an ISBN you can enter in the in-process record to create a match point.

 

A modified version of this scenario can be used for Catalog Management purposes. See note at the end.

 

1. -6. Same

 

7. From the copy window record, select and copy an ISBN, LCCN, or 035a field and paste it into the in-process record. IMPORTANT: the old system number 035 9 field is NOT a dedupe match point; using 035 9 as a match point will create a duplicate record. With the in-process window activated, click on the Sailboat to save the updated in-process record to the Orbis database. IMPORTANT: Always save the in-process record before saving the copy record. If the copy record is saved first, a duplicate record will be created in Orbis.

 

8. Activate the copy window record.

 

Optionally <strongly recommended since you donít want to confuse the merge record with the original record>, modify the copy window record at this time to match the item represented by the in-process record (e.g. modify the edition statement, fixed field date, etc.)

 

With the copy window activated,click on the Sailboat.Once you have passed MARC validation, click on the Authority Validation Continue button.* The DeDupe box will open with BOTH the original fully cataloged record and the in-process record listed. Select the in-process record (check the bibl id number). Click on the Replace/merge button, then click OK. The copy window record will disappear and the in-process will be replaced with the fully cataloged record. Edit the replaced target record to match the item in hand. Be sure to delete the control number copied from the original record and any other control numbers that were associated with the original record, including all of the 035 fields. Click on the Sailboat to save the updated record to the Orbis database.

 

*(If your workstation preferences have Authority Validation disabled, the DeDupe box will open immediately.)

 

NOTE: Scenario 2 can also be used for the following situation. Catalog Management finds both a brief record (A) and a fully cataloged OCLC recon record (B) representing the SAME item. The object is to overlay A with B and then delete B.(A cannot be deleted because it is linked to detailed MFHD, multiple item records, etc.). Use the OCLC 035 as the match point and donít edit the copy of the fully cataloged record. Before clicking on the Sailboat, delete all 035s except for the OCLC 035 and, if present, the 0359 with the original NOTIS key. After the full cataloging has replaced the brief cataloging in A, delete B.

 

 

SCENARIO 3. IN-PROCESS RECORD WITHOUT ANY CONTROL NUMBERS; ORIGINAL RECORD HAS NO CONTROL NUMBERS.

 

1-6. Same.

 

7.With in-process/target record window and the copy record window tiled, activate the in-process/target record (click title bar to blue) and enter a 035a with the standard message: 035 $aTEMPORARY. IMPORTANT: 035 $9 is not a match point; you must use $a.Click on the Sailboat to save the updated in-process record. IMPORTANT: Always save the in-process record before saving the copy record. If the copy record is saved first, a new record will be created in Orbis.

 

8. After the updated in-process record has been saved with the fake 035, copy that same field and paste it into the copy window record. Edit the copy window recordto match the item in hand, and click on the Sailboat.Having passed MARC validation, click on the Authority Validation Continue button. The DeDupe box should appear with only the in-process record selected (check the bib number). Click on the Replace/merge button, then click OK. The import window will disappear and the record in the in-process window will be replaced by the import record. DELETE THE TEMPORARY 035 at this point.If necessary, further edit the replaced record to match the item in hand. Click on the Sailboat to save changes.