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Removing Electronic Resource Access Points from Millennium and Melvyl

Created by: Renee Chin
Approved by: Roger Metadata Policy Subgroup, November 26, 2013
Last reviewed: March 10, 2017



TABLE OF CONTENTS:

OVERVIEW
I. REMOVING ELECTRONIC RESOURCE ACCESS POINTS FROM MILLENNIUM AND MELVYL
II. OCLC HOLDINGS
III. WHAT TO DO WITH URLs FOR WITHDRAWN ELECTRONIC RESOURCES
IV. OCLC MAINTENANCE FOR ELECTRONIC RESOURCE RECORDS

OVERVIEW

Electronic access points that are deleted from Millennium are reflected in real time in Melvyl.  The following procedure is modeled after the PROCEDURE FOR DELETING SERIALS RECORDS.  A record can be deleted directly from Millennium if: 1) It lacks a CAT DATE and no order records are attached; and 2) It was accidentally exported and has not been sent for MARS processing yet (R CTRL CD: a).  If you delete a record directly from Millennium for a title we do not own (e.g., wrong record was exported) and you updated our OCLC holdings, you are responsible for removing our holdings symbol from OCLC.  All other records should be processed as follows:

I. REMOVING ELECTRONIC ACCESS POINTS FROM MILLENNIUM AND MELVYL

Once it has been determined that an electronic resource will be withdrawn, make note of the URL(s) in the >856 field(s), and edit the Millennium records as appropriate. The instructions below not only update/delete the records from Millennium but also earmark the records for holdings updates/deletions from Melvyl and OCLC. See OCLC Holdings below for more information about setting/deleting holdings in OCLC. Choose one of the following conditions:

Electronic resource with Branch loc:
MONOGRAPHS
SERIALS and DATABASES
MULTI with one >856
Bib record: Remove the "NET" or "NETD" branch location from "MULTI." Remove all the electronic information (i.e., >530, >740, >793, >856).

Item record: Delete "nnet" or "nnetd" item record.

Bib record: Remove the "NET" or "NETD" branch location from "MULTI." Remove all the electronic information (i.e., >530, >740, >793, >856).

Item record: Delete "nnet" or "nnetd" item record.

Checkin record: Delete "nnet" or "nnetd" checkin record.

MULTI with multiple >856s
Bib record: Remove all the electronic information relevant only to the electronic resource being deleted (i.e., >740, >793, >856).

Bib record: Remove all the electronic information relevant only to the electronic resource being deleted (i.e., >740, >793, >856).

Checkin record: If necessary, edit the "C ACTIVITY" field in the "nnet" or "nnetd" checkin record to reflect active or inactive holdings.

NET or NETD with one >856

Bib record: Code R CTRL CD:d. Delete >793 title hook(s) because they are used to compile statistics.

Item record: Add a note (internal tag "x") stating reason for deletion with initials/date (e.g., Deleted. No longer available online. rmc170310).

Bib record: Code R CTRL CD:d. Delete >793 title hook(s) because they are used to compile statistics.

Catalogers do not need to notify Ryan when deleting records that contain WEST notes in the 936 field(s).

Checkin record: Add an identity note (internal tag "i") stating reason for deletion with initials/date (e.g., Deleted. No longer available online. rmc170310) and make sure the checkin record is inactive (C ACTIVITY = i).

Catalogers should notify Ryan when deleting records that contain WEST notes in the 583/983 fields in the checkin record.  These notes indicate UCSD's commitment to retention for print holdings.

Item record: Delete.

NET or NETD with multiple >856s
Bib record: Remove all the electronic information relevant only to the electronic resource being deleted (i.e., >740, >793, >856).

Bib record: Remove all the electronic information relevant only to the electronic resource being deleted (i.e., >793, >856).

Checkin record: If necessary, edit the "C ACTIVITY" field in the "nnet" or "nnetd" checkin record to reflect active or inactive holdings.

CDL with one >856

Bib record: Code R CTRL CD:d. Delete >793 title hook(s) because these are used to compile statistics. Add a >599 DEL|b(blank, cadocs, cadocs DB or DB)|c(yymmdd). (e.g., >599 DEL|bcadocs|c150520)

Item record: Add a note (internal tag "x") stating reason for deletion with initials/date (e.g., Deleted. No longer available online. rmc170310).

Bib record: Code R CTRL CD:d. Delete >793 title hook(s) because these are used to compile statistics. Add a >599 DEL|b(blank, cadocs, cadocs DB, or DB)|c(yymmdd) (e.g., >599 DEL|c150520)

Checkin record: Add an identity note (internal tag "i") stating reason for deletion with initials/date (e.g., Deleted. No longer available online. rmc170310) and make sure the checkin record is inactive (C ACTIVITY = i).

Item record: Delete.

CDL with multiple >856s

Bib record: Remove all the electronic information relevant only to the electronic resource being deleted (i.e., >793, >856). Add a >599 UPD|b(blank, cadocs, cadocs DB or DB)|bdel ev|c(yymmdd). [e.g., >599 UPD|bdel ev|c150520]

Bib record: Remove all the electronic information relevant only to the electronic resource being deleted (i.e., >793, >856). Add a >599 UPD|b(blank, cadocs, cadocs DB, or DB)|bdel ev|c(yymmdd). [e.g., >599 UPD|bdel ev|c150520]


II. OCLC HOLDINGS

SCP catalogers:
SCP catalogers are responsible for deleting SCP-er holdings and LHRs from OCLC records for all withdrawn SCP cataloged titles (open access, Tier 1, and Tier 2).  For more detailed instructions, see Deleting LHRs for SCP Serials and Deleting OCLC holdings for SCP monographs.


UCSD monographs catalogers (includes analytics for serials catalogers):
The cataloger who codes the Millennium record for deletion must also remove the CUS holdings from the OCLC record.  DBaM does not delete monographic holdings in batch since MSCL could also be using the same OCLC record. 

UCSD serials catalogers:
UCSD serials catalogers are responsible for deleting CUS holdings and LHRs from OCLC records for all withdrawn UCSD cataloged titles.  Additionally, DBaM does weekly sweeps to gather, review, and delete holdings for all continuing resource records coded for deletion (R CTRL: d) only. These sweeps do not include withdrawn UCSD serials that are also licensed by CDL. These holdings need to be deleted manually by the cataloger.

III. WHAT TO DO WITH URLs FOR WITHDRAWN ELECTRONIC RESOURCES

After updating or setting records for deletion in Millennium, further processing may be necessary for the URL being retired from the record. The 4 main types of URLs used in UCSD electronic resource records are:

1. BibPURLs: http://bibpurl.oclc.org/web/####
2. PIDs: http://uclibs.org/PID/####
3. SFX OpenURLs: http://openurl.cdlib.org/?sid=SCP&genre=article&char_set=utf88&issn=####-####

4. All other URLs (includes GPO PURLs, ARKs, vendor URLs, native URLs, HathiTrust, etc.): http://......... (varies)

1. BibPURLs: http://bibpurl.oclc.org/web/#### (For more information about the CONSER PURL pilot project, visit: http://www.loc.gov/acq/conser/purl/main.html and http://libraries.universityofcalifornia.edu/hots/conser/purldocumentation.pdf)
BibPURLs are used only for open access electronic resources and may require deactivation when an electronic resource is withdrawn. Use the search index "z" to search the BibPURL in Millennium to find all titles associated with the BibPURL to be withdrawn.

If you are deleting an electronic resource with a BibPURL but the resource is still available online, you do not have to do anything with the BibPURL and you do not have to update the OCLC record.

If you are deleting an electronic resource with a BibPURL because it is no longer open access or no longer available online, you will need to deactivate the BibPURL and update the OCLC record. If you are not an authorized user of the CONSER PURL server, contact a serials cataloger to deactivate the BibPURL.


2. PIDs: http://uclibs.org/PID/####
PIDs may require deactivation when an electronic resource is withdrawn.

If a PID is being used for more than one resource (e.g., working papers, government documents, earlier/later titles), do not deactivate it unless you can verify that all the resources associated with that PID are also being withdrawn or no longer available online. Leave the PID alone if it is being used by other campuses (SCP, UCI, UCLA, UCM, UCSD) or for other resources in Millennium. Deactivate the PID if it is associated only with the resource being deleted, if no other resources will be associated with it, and if it's not being used by other campuses. Follow the instructions for OCLC maintenance if the resource is no longer available online. If you are not an authorized user of the PID server, contact the SCP PID manager (Donal O'Sullivan) to deactivate the PID.

3. SFX OpenURLs: http://openurl.cdlib.org/?sid=SCP&genre=article&char_set=utf88&issn=xxxx-xxxx
Unlike PURLs, SFX OpenURLs do not require deactivation--simply delete them from Millennium. However, you may still need to make a note of the titles being deleted (use >936 field to report), in case the targets need to be turned off in SFX.

If you are deleting an electronic resource with a SFX OpenURL, first check whether it is a select title from a package (e.g., journal packages such as ScienceDirect, BioOne, Wiley, etc. for which individual titles are selected/deselected rather than globally licensed), or whether it is part of an aggregator database (e.g., Ebsco, JSTOR, LexisNexis, Project muse, WilsonWeb, etc.). If the resource is a select title from a package, notify the appropriate SFX adminstrator via the >936 field so that the SFX target can be deactivated. You do not need to report dropped titles that are part of aggregator databases since these are updated monthly and automatically by Ex Libris. You do not have to update the OCLC record since SFX OpenURLs are not entered into the master record.

If a resource is no longer available online, notify the appropriate SFX administrator so that the SFX target can be turned off and reported for deletion from the SFX knowledgebase. Follow the instructions for OCLC maintenance.

4. All other URLs (includes GPO PURLs, ARKs, Digital Archive Links, etc.): http://......... (varies)
Like SFX OpenURLs, "all other URLs" also do not require deactivation--simply delete them from Millennium. If the resource is no longer available online, follow the instructions for OCLC maintenance.

DEACTIVATING BIBPURLs

NOTE: If you are not an authorized user of the BibPURL server, contact Becky Culberson (SCP) or Renee Chin (UCSD) to deactivate a BibPURL.

See: http://libraries.universityofcalifornia.edu/hots/conser/purldocumentation.pdf

 

 

DEACTIVATING PIDs

NOTE: If you are not an authorized user of the PID server, contact the SCP PID manager (Donal O'Sullivan) to deactivate a PID.

Deactivate a PID if:

  • The electronic resource is no longer available online.
  • A bibliographer requests an electronic resource that has a PID to be removed from the collection.
  • We no longer have a license or authorized access for an electronic resource (e.g., we did not renew our subscription, there is a copyright violation, an electronic resource that was once free is now by subscription/registration only, etc.). Usually, you will be notified directly by the Electronic Resources Management Unit (CARS) or CDL Acquisitions when this happens.
  • The PID is no longer needed (e.g., duplicates, replaced by BibPURL, website has been reorganized and as a result, access points have changed to allow for linking directly to individual resources, etc.)

  How to deactivate a PID:

  1. Go to: http://uclibs.org/
  2. Choose Login.  Enter your ID/password.
  3. Choose Find PIDs.
  4. Under Find an individual PID or specific group of PIDs, type the PID number in the text box PIDs (one per line) to retrieve the PID in question: (e.g., 1235 not /PID/1235).
  5. Click Search (if you get more than one result, choose the correct PID from the list). NOTE: Do not deactivate PIDs that have more than one maintainer group listed in the Notes box (SCP, UCI, UCLA, UCM, UCSD) because these are shared PIDs. If the URL for the resource underlying the PID is no longer available online, contact the other campus maintainers so they can update their local records.
  6. Click on the PID number to access the PID information and delete the URL from the URL box (associating the PID with no URL is the action that "deactivates" the PID).
  7. Give a reason for deletion in the Notes box (e.g., No longer available online, Withdrawn from collection, etc.).
  8. Click Save.

REUSING PIDS (i.e., assigning another URL to an existing PID)

As a general rule, do not reuse PIDs belonging to deleted electronic resources because of the idea that PIDs are "persistent" URLs. However, you may modify and reuse a PID if:

IMPORTANT: Before reusing a PID, always do a search in Millennium to make sure it is not being used in another record and also do a search in the PID server to make sure it isn't also being used by other campuses (SCP, UCI, UCLA, UCM, or UCSD). If it is being used by other campuses, remove the UCSD or SCP maintainer, but do not modify the PID. Create a new PID instead.


IV. OCLC MAINTENANCE FOR ELECTRONIC RESOURCE RECORDS (See also: Basic PURL documentation and PURL FAQ and examples)

If an electronic resource is no longer available online, you will need to update and enhance the OCLC bibliographic record(s). U.S. federal documents are the exception to this rule since GPO assumes responsibility for the OCLC records and then distributes the changes through MARCIVE. Firstly, search for all OCLC records that contain the URL in question. Use the search index for "access method" (am:) to search for the URLs.

U.S. federal documents: Do not update the OCLC record.

Records with BibPURLs: See: http://libraries.universityofcalifornia.edu/hots/conser/purldocumentation.pdf

Single record approach:

  1. Delete if appropriate (i.e., only for records with one 856 field): 007, 530, 740
  2. Edit 856 field with note: ... $z No longer valid when searched on: MM/DD/YY $u http:// ... and change indicators to 4_.
  3. Replace master OCLC record.

Separate record approach:

  1. Edit fixed field Date 2: fill in end date for serials or monographic multivolume sets if applicable.
  2. If applicable, add 500 field: No longer available online.
  3. Edit 856 field with note: ... $z No longer valid when searched on: MM/DD/YY $u http:// ... and change indicators to 4_.
  4. Replace master OCLC record.


OCLC holdings: Catalogers should update/delete holdings (CUS or SCP-er) in OCLC as appropriate. See OCLC Holdings.

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