Consolidating Duplicate Bibliographic Records Into One Record

Deleting Bibliographic Records

 

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1. Pull the items in question to be sure that they are actually the same item. They may have been miscataloged.

LPs were frequently reissued by different labels. Check to see if the publisher information is the same; if it's not, they are different items and require different bib records feflecting this. Similarly, be sure that both recordings are the same format (stereo of mono); publishers use different issue numbers to distinguish stereo and mono versions of the same release. If the recordings are a different format, they cannot be consolidated into the same bib record.

2. Compare the two (or more) bib records, using the guidelines contained in the TPOT document found on the Music Library page, "Selecting the best Innopac bibliographic record among duplicates." This document can be found at
http://tpot.ucsd.edu/Music/criteria.html.
In general, the more access points a record provides (700 and 710 fields for performers and compositions, 600 and 650 fields), the better it is.

3. Having determined the best bib record, attach the item records from the other bib record(s) to the best bib record. This can be done in two ways:

A. Create new item records using the "A" or "N" commands on Innopac. Delete the old bib records, following the instructions in "Deleting bibliographic records."

B. Use the TRANSFER function of Innopac to transfer the item records. This works best if the bib record that you are transferring item records FROM (the "source record") does not have a catalog date (a "--" in Fixed Field 4). You can then delete the bib record by choosing "y" when prompted if you want to "Delete Source Record?" Otherwise, choose "n" when prompted if you want to "Delete Source Record," and delete the old bib records as in "Deleting bibliographic records." If the bib record has a catalog date, it's usually quicker to use method A.

 

 

Deleting biliographic records

  1. ITEM RECORD: Remove all call number and bar code information
  2. ITEM RECORD: Insert note (MARC tag "x") with text:
    "DO NOT USE; BIB RECORD DELETED YYMMDD (six digit date format) and your initials.
  3. BIB RECORD: In the R CTRL CD: field (fixed field 7), change the "-" to a "d".
  4. Make changes permanent (save) on exiting.