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five_college_annex_processing_procedures [2019/01/31 20:59] ldegozzaldi |
five_college_annex_processing_procedures [2019/02/05 16:57] ldegozzaldi |
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| - __If no bib record in DEP50__: Duplicate the bib record from our own ADM, and review the cataloging for accuracy. Create items for volumes being transferred and include packing slip with the shipment. Add an HOL record with correct holdings statement in the 866 field. | - __If no bib record in DEP50__: Duplicate the bib record from our own ADM, and review the cataloging for accuracy. Create items for volumes being transferred and include packing slip with the shipment. Add an HOL record with correct holdings statement in the 866 field. | ||
| - __If bib record exists in DEP50__: Review the record for accuracy. Since we do not want to send duplicate volumes to the Depository, we need to determine what items/volumes are missing from DEP50. Create items for any new volumes being transferred (following the coding practices for those items already in DEP50) and include packing slip. Update HOL record as necessary. | - __If bib record exists in DEP50__: Review the record for accuracy. Since we do not want to send duplicate volumes to the Depository, we need to determine what items/volumes are missing from DEP50. Create items for any new volumes being transferred (following the coding practices for those items already in DEP50) and include packing slip. Update HOL record as necessary. | ||
| - | - __If duplicate bibs. exist in DEP50__ (most likely FCDPT and UMDPT records which have not yet been merged): Make sure to send no duplicates held by either record. Attach new items to the record that will require the least amount of cleanup work when Depository staff merges the two records. Typically this will mean adding to the record with the greatest number of “valid” items—meaning fewer will have to be transferred. (Since some of these records contain duplicate volumes which need to be deleted and removed from their trays, we should not count these items as “valid.”) If unsure about which record is best for adding new material, call the Depository staff. | + | - __If duplicate bibs. exist in DEP50__ (most likely FCDPT and UMDPT records which have not yet been merged): Make sure to send no duplicates held by either record. Attach new items to the record that will require the least amount of cleanup work when Depository staff merges the two records. Typically this will mean adding to the record with the greatest number of “valid” items—meaning fewer will have to be transferred. (Since some of these records contain duplicate volumes which need to be deleted and removed from their trays, we should not count these items as “valid.”) If unsure about which record is best for adding new material, call the Depository staff. |
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| + | d) __EAST Commitment__: EAST Commitments belong to specific OCLC numbers. If an EAST Commitment statement is present in the UM record of the item being transferred, it __must__ be added to the DP record, if OCLC number is the same. If creating a new DP record, add entire 583 field. If converting a UM record to DP, edit the 583 field to reflect Repository information. Only subfields z and 5 need to be changed. See {{ :eastexample.docx |}} This example can be copied and pasted. | ||
| **II. DEP50 HOL records:** | **II. DEP50 HOL records:** | ||
