OVERVIEW OF SERIALS DELETION PROCESS

UCSD Innopac Documentation
Approved: Deletions Process Management Team
October 21, 1996
Revised December 1, 1998
Owned by: Crystal Graham

1. Systems sends file of serials records to CDL.

Every Saturday Systems runs a file that contains ALL records created or updated during the previous week, except Circ. transactions. This file is called the OUTRECS file. A subsearch is run to identify serials records that should be sent to the MELVYL Periodicals Database (PE). The records are selected based on the presence of “s” in the “mat type” code, presence of a CAT DATE and an RCTRL CD of blank, dash (-), d (delete) or j (MELVYL only). (R CTRL CD of e (decision), n (suppress), x (Docs load), and m (minimal level) are not sent). A copy is sent via FTP to CDL. The file stays in Pactech.

2. CDL loads file.

CDL loads the weekly tape, matching on Innopac record number. Records which match overlay existing records; records with no match become new records; records with RCTRL “d” are deleted. Records failing to meet minimal standards or lacking “Library has” field are sent back as rejects.

3. Systems runs subsearch of RCTRL “d” records.

After CDL has processed the weekly serials file, Systems runs a subsearch on the file, creating a file of records with RCTRL “d.” The new file of serials deletions is given a name in the form “mmddyy/060/Initials Melvyl Serials Deletions.” Systems sends a Batch Deletions Form to the designated Serials Cataloger with the name of the file and the number of records in it.

4. Cataloger verifies deletions.

5. Cataloger prints list of OCLC numbers to be deleted.

6. Cataloger runs a subsearch of records excluding records with order records attached. (Makes printout of search criteria)

7. Cataloger prints statistical report.

8. Cataloger sends Batch Deletions Form form, search criteria for subsearch, and statistical report to Systems.

9. Systems reviews paperwork, deletes Cataloger’s file of records without order records, and empties original file.

10. Systems notifies Cataloger. OCLC record holdings symbols deleted.