REMOVING ELECTRONIC RESOURCE ACCESS POINTS FROM MILLENNIUM AND MELVYL RECORDS
Created by: Renee Chin
Approved by: DISC Section, August 8, 2002
Revised and approved by: Serials Cataloging Fun Group, October 13, 2006
Revised: Renee Chin, January 23, 2008

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 WHAT TO DO WITH URLs FOR WITHDRAWN ELECTRONIC RESOURCES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

OVERVIEW

The following procedure is modelled after the PROCEDURE FOR DELETING SERIALS RECORDS.

Records can be deleted directly from Millennium by Saturday of the week they are created (e.g., accidentally duplicated exports).  Every Sunday records are sent to the California Digital Library for loading into the Melvyl. Sometimes the record will not be visible in Melvyl, because it is still in the queue to be loaded.

All records not deleted by Saturday of the week in which they were created 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Once it has been determined that an electronic resource will be withdrawn, make note of the URL(s) in the 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 update/deletion from Melvyl. Choose one of the following conditions:

II. WHAT TO DO WITH URLs FOR WITHDRAWN ELECTRONIC RESOURCES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 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, Digital Archive Links, 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)
BibPURLs are used only for open access electronic resources and may require deactivation when an electronic resource is withdrawn. Use the search index "z" to search the BibPURL in Millennium to find all titles associated with the BibPURL to be withdrawn.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, make a printout of the record and put it in the "PURLs to be assigned" box in the SCU area.

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 (UCI, VBROSS) 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, or 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, make a printout of the record and put it in the "PURLs to be assigned" box in the SCU area.

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, or whether it is part of an aggregator database. 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 (e.g., Expanded academic ASAP, JSTOR, LexisNexis, Project muse, WilsonWeb, etc.) since these are updated monthly and automatically by Ex Libris. You do not have to update the OCLC 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: Official documention for OCLC/PCC PURL service (BibPURLs) can be found at: http://www.loc.gov/acq/conser/purl/documentation.htm

Deactivate a BibPURL if:

• The electronic resource is no longer available online.
• The electronic resource is no longer open access.
• The BibPURL is no longer needed (e.g., duplicates, created in error, could not enhance the OCLC record, etc.). NOTE: BibPURLs are never reused! If you create one in error, deactivate it. Or, if you accidentally create a duplicate BibPURL, redirect it to point to the original BibPURL.

How to deactivate a BibPURL:

1. Go to: http://bibpurl.oclc.org/
2. Under PURL Creation and Maintenance, choose Modify a PURL
3. Enter your ID/password.
4. Type "/web/####" in the PURL box.
5. Click Continue (if you get more than one result, choose the correct PURL from the list).
6. Delete the URL from the URL box (associating the PURL with no URL is the action that "deactivates" the PURL).
7. Give a reason for deletion in the Reason for change box (e.g., No longer available online, duplicate, etc.).
8. Click on Modify PURL.

 

DEACTIVATING PIDs

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 Acquisitions (Electronic Resources Management Unit or CDL Acquisitions Unit) 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. Under Interacting with this Resolver, choose Modify PURLs
3. Enter your ID/password.
4. Type "/PID/####" in the PURL box.
5. Click Continue (if you get more than one result, choose the correct PID from the list). NOTE: Do not deactivate PIDs that have VBROSS or UCI as the maintainer since 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.
   
   UCI: Holly Tomren htomren@lib.uci.edu
   UCLA: Valerie Bross vbross@library.ucla.edu
   
   
6. 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 Reason for change box (e.g., No longer available online, Withdrawn from collection, etc.).
8. Click on Modify PURL.
   

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:

• You created a PID in error and it has never been used in a catalog record.
• You created a PID for something that was never cataloged (i.e., the PID has never shown up in Millennium, you were experimenting/testing viability of a PID, etc.).
• An existing resource has moved to another publisher (e.g., a title that was previously published by Oxford University Press is now exclusively published by Blackwell-Synergy), you may modify the underlying URL to go to the new publisher site.

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 (VBROSS or UCI). If it is being used by other campuses, remove the UCSD maintainer, but do not modify the PID. Create a new PID instead.

III. OCLC MAINTENANCE FOR ELECTRONIC RESOURCE RECORDS

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.

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 Link no longer valid as of: MM/DD/YY $u http:// ...
   
   For records with BibPURLs only, edit the >856 field as follows (choose one of the following conditions):
   
   a. URL is no longer valid: ... $z Link no longer valid as of: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ...
   b. URL is still valid but points to a different resource: ... $z Link no longer valid for this resource as of: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ...
   c. The resource no longer open access: ... $z Resource no longer freely available when searched on: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ..
   d. URL is still valid but no full text is available: $z No full text available when searched on: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ..
   
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 Link no longer valid as of: MM/DD/YY $u http:// ...
   
   For records with BibPURLs only, edit the >856 field as follows (choose one of the following conditions):
   
   a. URL is no longer valid: ... $z Link no longer valid as of: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ...
   b. URL is still valid but points to a different resource: ... $z Link no longer valid for this resource as of: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ...
   c. The resource no longer open access: ... $z Resource no longer freely available when searched on: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ..
   d. URL is still valid but no full text is available: $z No full text available when searched on: MM/DD/YY $u http://bibpurl.oclc.org/web/#### $u http:// ...
   
4. Replace master OCLC record.

OCLC holdings: Since UCSD does not update holdings in OCLC for electronic resources, there is no circumstance under which you need to delete OCLC holdings for electronic resources. Original electronic resource records, which do have our holdings attached, are taken care of by Database Management.

 

IV. REMOVING ELECTRONIC JOURNALS FROM SAGE

If the electronic resource being deleted is a serial, it needs to be removed from Sage. Databases and emonographs do not get loaded into the Sage A-Z list. Ejournals are automatically loaded into Sage if they have >690 fields but there is no automatic mechanism whereby ejournals can be deleted from Sage. Therefore, ejournals require manual deletion from Sage. If you do not have write access to Sage author tools, add a >936 field to the record to notify the Serials Cataloging Unit that the title needs to be deleted from Sage: >936 _9 690--delete from Sage.

• Login to Sage Author Tools with your Novell ID/password: http://libraries.ucsd.edu/sagetools/tools/ (for the site certificate, click "Next" until you get to "Finish").
  
• Under Find and Edit Records, choose Record Selector [?].
  
• Search for your resource by Title ("starts with") or Bib Number (type "b########"), click Submit.
  
• Find the resource in your search results screen and click Delete. (NOTE: Separate entries are generated for each >856 field in Sage. You need only remove the entry for the access point(s) you are withdrawing from the catalog)
  
• When prompted, Are you sure?, click Delete this resource.
  
• Go back to the Sage Author Tools page and Logout [?].

 

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