ARCHIVED Feb. 7, 2008. RETAINED FOR HISTORICAL PURPOSES ONLY--DO NOT USE.
PLEASE REFER TO THE CONSER STANDARD RECORD.
DRAFT 901214
MASTER RECORD FOR SERIALS
Interim Procedures
I. Principles
A. The master record is the most complete and
bibliographically correct record for a particular title
on the InnoPac database when multiple records are
present for the same title.
B. The master record will now be used on both Pactech and
Acqtech.
C. Routing copies, tools, and binding copies will continue
to have separate bibliographic records on both Pactech
and Acqtech as per current procedures. The reason for
this exception is the need to suppress these records
from Roger, Melvyl, and CALLS.
D. For those records already merged by processing unit, we
will not go back and change at this time.
E. Until clean-up has been completed, each processing unit
will be responsible for merging its own records and
notifying other branches. Records that were either not
merged or incorrectly merged across processing units by
III will be merged by the first branch. Other branches
will review their full bibs addition of necessary
bibliographic information to the master bibliographic
record. For example, the brief Pactech bibliographic
record has Biomed and SIO order and check-in records
attached, and SIO is the first branch to merge records.
SIO will merge the SIO full bibliographic record to the
brief record on Pactech. On Acqtech, the SIO and
Biomed records will be merged to be consistent with
Pactech. Biomed will be responsible for reviewing
their full bibliographic record and updating the master
record as necessary but will not transfer all attached
records from the multi record to the existing Biomed
record. The multi record as updated by SIO will be the
master record.
Contacts: Kalyani Parathasarthy - SIO
Betty Williams - Biomed, MCL
Bob Alan - CUL, ICUL, IRPS, UGL, S&E, CMRR
CULSP
CULD
II. Criteria for selection of master record:
A. Select AACR2 choice of entry over pre-AACR2 choice of
entry when more than one record for the same title
exists on the database. If existing record(s) are pre-
AACR2 choice only, accept pre-AACR2 choice.
B. Select record with headings in AACR2 form of entry over
records with headings in pre-AACR2 form. If existing
record(s) have headings in pre-AACR2 form only accept.
C. Select successive over latest entry record when both
are present on InnoPac. Upgrade latest to successive.
If only latest exists, accept the latest entry record.
III. Order of attached records:
The order of the processing units and branch codes are as
follows:
Processing Libraries Branch
Unit Code
1. CUL, ICUL, IRPS, UGL, S&E, cul
CMRR
2. CUL Special Collections culsp
3. CUL Documents culd
4. SIO sio
5. Biomed and MCL bml
IV. Procedures for merging of serials resulting from November
1990 serial database load
A. CUL, CULSP, and CULD processing unit records only.
Biomed and SIO have not holdings.
1. On Pactech, merge all attached records to the
selected master record. If multiple cataloged
records, merge to the most complete record which
will normally be the record with the latest date
in the 910 field. Remember to delete all
bibliographic records from which order, check-in
and item records have been transferred. Delete
any additional "ghost" records encountered during
clean-up.
2. On Pactech, change the branch to "multi" and add
branch codes.
3. On Acqtech, merge all attached records from
separate bibliographic records to the master
record for that processing unit only. Remember to
delete all bibliographic records from which
attached order and check-in records have been
transferred. Delete additional "ghost" records
encountered during clean-up.
B. Records across processing units, including Biomed
and/or SIO.
1. Separate brief Pactech bibliographic records with
attached records only for a single branch and
separate full bibliographic records with attached
item records a single branch, e.g. S&E, BIOMED,
and SIO have copies resulting in 6 records on
Pactech, 3 brief bibs. with attached check-in and
order records and 3 full bibs. with attached item
records.
a. On Pactech, merge all attached records from
separate bibliographic records to the
selected master record for your processing
unit only. Remember to delete all
bibliographic records from which attached
order, check-in and item records have been
transferred. Delete additional "ghost"
records encountered during clean-up. The
other branch(es) will be responsible for
merging attached records to the master
record, adding additional bibliographic
information as necessary, and adding their
branch code. It is not necessary to forward
a printout since each will be working
methodically through the lists of unattached
records.
b. On Pactech, change the branch to "multi" and
add branch codes.
c. On Acqtech, merge all attached records from
separate bibliographic records to the master
for that processing unit only. Remember to
delete all bibliographic records from which
order, check-in and item records have been
transferred. Delete additional "ghost"
records encountered during clean-up.
2. Single brief Pactech bibliographic record with
attached records for multiple branches across
processing units, e.g. S&E and SIO have copies
resulting in 3 Pactech bibliographic records, 1
brief bib. with attached check-in and order
records for S&E and SIO and 2 full bibs. with
attached item records.
a. On Pactech, merge all attached records from
the brief bibliographic record to the
selected master record. Merge attached item
records from additional full bibliographic
records for your processing unit only.
Remember to delete all bibliographic records
from which order, check-in and item records
have been transferred. Delete additional
"ghost" record encountered during clean-up.
It is not necessary to make printout since
each branch will be working their lists of
unattached records.
b. On Pactech, change the branch to "multi" and
add correct branch codes.
c. On Acqtech, merge all attached records from
separate bibliographic records across
processing units to the selected master
record. Remember to delete additional
bibliographic records from which attached
order and check-in records have been
transferred. Delete additional "ghost"
records encountered during clean-up.
V. Procedures for new serials
A. Upon ordering.
1. Separate Acqtech bibliographic records for two or
more copies for different locations across
processing units, with at least one copy being
fully cataloged since August 14, 1989 and no
copies cataloged prior to August 14, 1989.
2. On Acqtech, merge all records to cataloged record
with the latest CAT DAT or most complete record if
the CAT DAT the same in multiple records.
Remember to delete all bibliographic records from
which order and check-in records are being
transferred.
3. On Acqtech, attach new order to remaining
bibliographic record. Add order note indicating
that if the order cannot be filled, the libraries
and branch code fields in Acqtech and Pactech
records need to be changed back to the codes prior
to the order being placed.
4. On Pactech, merge the same records to the selected
master record, if not already merged due to master
record convention. If multiple cataloged records
merge to the most complete record with the latest
CAT DAT or latest date in 910 field. DO NOT MERGE
ADDITIONAL UNLINKED RECORDS ON INNOPAC RESULTING
FROM THE SERIAL DATABASE LOAD, i.e. full
bibliographic records with CAT DAT = 11-09-90, 11-
10-90, or 11-12-90. Make printouts of the
additional bibliographic records for the same
title and either place in CUL UNMERGED PAC RECORD
BASKET located in CUL Serials Section or send
printouts to SIO or Biomed respectively. Remember
to delete all bibliographic records from which
order, check-in and item records have been
transferred.
5. On Pactech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes
B. Separate Acqtech bibliographic records for two or more
copies for different locations with the same processing
unit, with at least one copy being cataloged prior to
August 14, 1989 but not yet correctly merged following
the serial database load. Normally, none of these
records will have a CAT DAT in the bibliographic
record.
1. On Acqtech, merge all records to the most complete
cataloged record. Remember to delete all
bibliographic records from which order and check-
in records are being transferred.
2. On Acqtech, attach new order to remaining
bibliographic record. Add order note indicating
that if order not filled, the libraries and branch
codes need to be changed back to the codes prior
to the order being placed.
3. On Pactech, merge only the same linked records to
the master record, i.e. brief bibliographic
records with attached InnoVacq record. DO NOT
MERGE ADDITIONAL UNLINKED RECORDS ON INNOPAC
RESULTING FROM THE SERIAL DATABASE LOAD, i.e. full
bibliographic records with CAT DAT = 11-09-90, 11-
10-90, 11-11-90, or 11-12-90. Make printouts of
the additional bibliographic records for the same
title and place in CUL UNMERGED PAC RECORD BASKET
located in CUL Serials Section or send printouts
to SIO or Biomed. Remember to delete all
bibliographic records from which order, check-in
and item records have been transferred.
4. On Pactech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes.
C. Single existing Acqtech bibliographic record for one or
more copies for another location within a processing
unit which is cataloged.
1. On Acqtech attach new order to existing
bibliographic record. Add order note indicating
that if order not filled, the libraries and branch
codes need to be changed back to the codes prior
to the order being placed.
2. On Pactech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes.
D. Separate Acqtech bibliographic records for two or more
copies for different locations within the same
processing unit, with no copies having been cataloged.
1. On Acqtech, merge all records to one bibliographic
record. Remember to delete all bibliographic
records from which order and check-in records are
being transferred.
2. On Acqtech, attach new order to remaining
bibliographic record. Add order note indicating
that if order not filled, the libraries and branch
does need to be changed back to the code prior to
the order being placed.
3. On Acqtech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes.
4. On Pactech, merge the same linked records to the
master record. Remember to delete all
bibliographic records from which order, check-in
and item records have been transferred. Remember
to check that branch is "multi" and correct branch
codes have been added via XLINK.
5. On Pactech, if additional bibliographic records
for the same serial title are found which are not
correctly merged or have no links to Acqtech
records, make printouts and place in CUL UNMERGED
PAC RECORD BASKET located in the Serials Section
or send printouts to SIO or Biomed respectively.
E. Single Acqtech bibliographic record for one or more
copies located within a processing unit which is not
yet cataloged.
1. On Acqtech, attach new order to remaining
bibliographic record. Add order note indicating
that if order not filled, the libraries and branch
codes need to be changed back to the codes prior
to the order being placed.
2. On Acqtech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes.
VI. Upon receipt.
A. Separate Acqtech bibliographic records for two or more
other copies for different locations within the same
processing unit, with at least one copy being fully
cataloged since August 14, 1989 and no copies cataloged
prior to August 14, 1989.
1. On Acqtech, merge all records to cataloged record
with the latest CAT DAT or most complete record if
the CAT DAT the same in multiple records.
Remember to delete all bibliographic records from
which order and check-in records have been
transferred.
2. On Acqtech, attach new check-in record to
remaining master bibliographic record.
3. On Pactech, merge only the same linked records to
the master record, if not already merged due to
master record convention. If multiple cataloged
records, merge to the most complete record with
the latest CAT DAT or latest date in 910 field. DO
NOT MERGE ADDITIONAL UNLINKED RECORDS ON INNOPAC
RESULTING FROM THE SERIAL DATABASE LOAD, i.e. full
bibliographic records with CAT DAT = 11-09-90, 11-
10-90, 11-11-90, or 11-12-90. Make printouts of
the additional bibliographic records for the same
title and place in CUL UNMERGED PAC RECORD BASKET
located in CUL Serials Section or send printouts
to SIO or Biomed. Remember to delete all
bibliographic records from which order, check-in,
and item records have been transferred.
4. On Pactech, change the branch location to "multi",
if not already "multi", if not already "multi",
and add the correct branch codes.
B. Separate Acqtech bibliographic records for two or more
copies for different locations within the same
processing unit, with at least one copy being cataloged
but not yet correctly merged following the serial
database load. Normally, none of these records will
have a CAT DAT in the bibliographic record.
1. On Acqtech, merge all records to cataloged record
or most complete record if more than one copy
cataloged. Remember to delete all bibliographic
records from which order and check-in records are
being transferred.
2. On Acqtech, attach new check-in record to
remaining bibliographic record.
3. On Pactech, merge only the same linked records to
the master record, i.e. brief bibliographic record
with attached InnoVacq record. DO NOT MERGE
ADDITIONAL UNLINKED RECORDS ON INNOPAC RESULTING
FROM THE SERIAL DATABASE LOAD, i.e. full
bibliographic records with CAT DAT = 11-09-90, 11-
10-90, 11-11-90, or 11-12-90. Make printouts of
the additional bibliographic records for the same
title and place in UNMERGED PAC RECORD BASKET
located in CUL Serials Section or send printouts
to SIO or Biomed respectively. Remember to delete
all bibliographic records from which order, check-
in and item records have been transferred.
4. On Pactech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes.
C. Single Acqtech bibliographic record for one or more
copies for another location within the same processing
unit which has been cataloged.
1. On Acqtech attach check-in record to existing
bibliographic record.
2. On Pactech, change the branch location to "multi"
and if not already "multi", and add the correct
branch codes if necessary.
D. Separate Acqtech bibliographic records for two or more
copies for different locations within the same
processing unit, with no copies having been cataloged.
1. On Acqtech, merge all records to one bibliographic
record. Remember to delete all bibliographic
records from which order and check-in records are
being transferred.
2. On Acqtech, attach new check-in record to
remaining master bibliographic record.
3. On Acqtech, change the branch location in the
bibliographic record to "multi", if not already
"multi", and add correct branch codes.
4. On Pactech, merge the same records to the master
record. Remember to delete all bibliographic
records from which order, check-in, and item
records have been transferred. Check to make sure
branch is "multi" and correct branch codes added.
5. On Pactech, if additional bibliographic records
for the same title are found which are not
correctly merged or have no links to Acqtech
records, make printouts and place in UNMERGED PAC
RECORD BASKET located in the CUL Serials Section
or send printouts to SIO or Biomed respectively.
E. Separate Acqtech bibliographic record for one other
copy within a processing unit which is not yet
cataloged.
1. On Acqtech, attach new check-in to existing
bibliographic record.
2. On Acqtech, change the branch location in the
bibliographic record to "multi" and add correct
branch codes.
VII. Upon cataloging (CUL Serials Section)
A. Separate Pactech bibliographic records for two or more
copies for different locations, with at least one being
fully cataloged.
1. Search OCLC and distribute to catalogers as per
current procedures.
2. Search Pactech and determine if other copies exist
within a processing unit.
3. Compare OCLC printout to Pactech bibliographic
record for quality and completeness. Remember, it
is very important when updating not to delete
necessary bibliographic information on the
existing bibliographic record, e.g. MESH headings,
branch specific notes, etc.
a. If copy for CUL Ref., CULSP, or CULD the
cataloger edits the OCLC printout and
produces. The cataloger updates the Pactech
bibliographic record as necessary, either
directly online or download revised record.
b. If copy is for CUL locations other than CUL
Ref, CULSP, or CULD, the cataloger updates
the Pactech bibliographic record as necessary
but does not produce.
4. With the exception of S&E periodicals, assign the
same call number used for: CUL, UGL, IR/PS, S&E
classified serials, CMRR, CULSP, and CULD (LC
classification). Check the call number online to
determine that the number is not duplicated within
the branch. Alter the cutter as necessary.
5. Prepare shelflist temps., mark "Permanent SL" and
forward with the piece(s) to the appropriate
location. CUL Ref still requires an OCLC
generated card set, and CULSP and CULD require an
OCLC generated shelflist.
6. On Pactech transfer all attached records from
separate bibliographic records for CUL processing
unit, CULSP, and CULD to the selected master
record which is the most complete bibliographic
record. If additional records exist for SIO or
Biomed/MCL make printouts and send to SIO or
Biomed respectively. Remember to delete all
bibliographic records from which order, check-in
and item records have been transferred.
7. On Pactech, change the branch to "multi", if not
already "multi", and add the correct locations.
8. On Acqtech, transfer all attached records from
separate bibliographic records to the selected
master record. Remember to delete all
bibliographic records from which order, check-in
and item records have been transferred.
9. On Acqtech, check the master bibliographic record
to see that the branch has been change to "multi",
if not already "multi", and the correct branch
codes added.
B. Single Pactech bibliographic record for one or more
copies for another location which have been cataloged,
i.e. CAT DAT in bibliographic record.
1. Search OCLC for copy and distribute to catalogers
as per current procedures.
2. Search Pactech and determine if another copy
exists.
3. Compare OCLC printout to Pactech bibliographic
record for quality and completeness. Remember, it
is very important when updating an existing
bibliographic record not to delete necessary
bibliographic information, e.g. MESH headings,
branch specific notes, etc.
a. If copy for CUL Ref., CULSP, or CULD edit the
OCLC printout and produce. Cataloger updates
the bibliographic record as necessary.
b. If copy is for CUL locations other than CUL
Ref., CULSP, or CULD update the Pactech
bibliographic record as necessary but do not
produce.
4. With the exception of S&E periodicals, assign the
same call number used for: CUL, UGL, IR/PS, S&E
classified serials, CMRR, CULSP, or CULD (LC
classification). Check the call number online to
determine that the number is not duplicated within
the branch. Alter the cutter as necessary.
5. Prepare shelflist temps., mark "Permanent SL" and
forward with the piece(s) to the appropriate
location. CUL Ref still requires an OCLC
generated card set, and CULSP and CULD an OCLC
generated shelflist.
6. On Pactech, change the branch to "multi", if not
already "multi", and add the correct branch
locations.
7. On Acqtech, transfer all attached records from the
other bibliographic record to the selected master
record. Remember to delete the other
bibliographic record from which order, check-in
and item records have been transferred.
8. On Acqtech, check the master bibliographic record
to see that the branch has been changed to
"multi", if not already "multi", and the correct
branch codes.
C. Separate Pactech bibliographic records for two or more
copies for the same processing unit, with no copies
having been cataloged.
1. Search OCLC for copy and distribute to catalogers
as per current procedures.
2. Search Pactech and determine if other copies
exist.
3. On Pactech, transfer all attached records from the
other bibliographic records to the cataloged
record. Remember to delete all bibliographic
records from which order, check-in and item
records have been transferred.
4. Edit the OCLC printout, produce and download.
5. On Pactech, change the branch to "multi", if not
already "multi", and add the correct branch
locations.
6. On Acqtech, transfer all attached records from the
other bibliographic record to the master record,
i.e. CAT DAT and MULTI in bib. Remember to delete
all bibliographic records from which order, check-
in and item records have been transferred.
7. On Acqtech, check the master bibliographic record
to see that the branch has been changed to
"multi", if not already "multi", and the correct
branch codes added.
D. Single Pactech bibliographic record for one or more
copies for another location within a processing unit,
which is not yet cataloged.
1. Search OCLC for copy and distribute to catalogers
as per current procedures.
2. Search Pactech and determine if another copy
exists.
3. Edit OCLC printout, produce and download.
4. On Pactech, change the branch to "multi", if not
already "multi", and add the correct branch
locations.
5. On Acqtech, check the master bibliographic record
to see that the branch has been changed to "multi"
and the correct branch codes added.