PROCEDURES FOR OCLC BATCH-MATCH LOADED RECORDS

  Records loaded as a result of our ongoing Batch-Match program with OCLC will soon be a regular part of everyday Catalog Dept. work.  The announcement of the test load was made last week; the load of the rest of the results of the 50+ thousand records sent to OCLC will occur early in December.  The introduction of batch matching will affect some of the ways we process books from the Frontlog.  This document contains procedures to be followed by Catalog Dept. Staff and students.  These should be considered supplementary to existing procedures, not a substitute for them.

  The identifying characteristics of a batch-matched record are:

 927 field with text: OCBMmmddyy
 947 field with Orbis ID
 Some may have an 035 field with text (CtY)notis[OrbisID]
 

STUDENTS   (Who will continue to do the initial searching on Frontlog material)

  Step 1: Search (fin it) in LTYL

If a batch-matched record is found and it meets usability guidelines, simply route the book to the appropriate team. Do not change 927 supplied by OCLC.

If a batch-matched record is found but is considered unusable as is (e.g. no call number) search RLIN for a superior record and, if found, CLARR it into Orbis.  Supply a 927 field with the text “found”.

If no batch-matched record is found (i. e. the record is a provisional or catalog record entered or updated by a Yale Library unit) move on to Step 2.
 

  Step 2: Search RLIN (normal procedures).

If a good record is found, CLARR it into Orbis.  Supply a 927 field with the text  “found”.
Route book to appropriate team.

     If no good record is found, move on to Step 3.
 

  Step 3: Search OCLC (normal procedures)

If a good record is found, CLARR it into Orbis.  Supply a 927 field with the text  “found”.
Route book to appropriate team.
 

CATALOG DEPT. STAFF

There is the chance that any staff member may encounter and catalog books with batch-matched records.  Everyone should therefore be aware of the routines followed by the student searchers.  The primary changes have to do with the 927 and 947 fields.  In most other respects these books should follow normal cataloging workflows and procedures.

  When cataloging books with batch-matched records:

            Remove any 029 fields

Remove any 035 beginning with (CtY)notis

 Remove the 049::YUSS

 Remove the 947:: [OrbisID]

 If there is a 927 field with “OCBMmmddyy”, replace it with 927::rlin

 If there is a 927 field with “Found”, replace it with 927::tape

 In addition to these batch-match-specific actions, all normal copy cataloging editing and upgrading will apply, including required searching/verification, removal of unwanted data, and adding the regular 928::actape.
 
 
  As staff gain experience in working with batch-matched records ideas and suggestions about improving our handling of them would be appreciated.  These could be requests to have students delete unwanted fields, specific ideas about what those fields might be, other changes in the procedures, etc. etc.  Please send your comments and suggestions to Robert Killheffer/HSS team  robert.Killheffer@yale.edu
 

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doc name: batch.html
date created on html: 12/16/99 js
Updated: 01/16/01