Linking Project Instructions

General Workflow


Base: UMA StaffCat Browse: all call numbers (choose all call numbers because some of the holdings records do not have the 0 for LC call number indexing)

Check to see if your call number appears multiple times. You may have a serial that has changed titles or is a serial analytic. An example of a serial analytic would be when you see a serial record with the base call number and then monograph records with no.# or v.# at the end of the base call number. If in doubt, ask someone else to look at it with you.

Location and item record

Holdings: UMDUB and UGEN

Item status is 01 (regular)

Barcodes - there are still over 200,000 “dummy” barcodes and about the same * barcodes. Some books have a dummy/* in the record and an unlinked barcode on the piece.

Dummy barcode range: 312066017000013 to 312066025790305

Copy 2s., duplicates

If you have both physical copies in your hand to link, keep the one in best condition and throw out the other. Do not throw out extra copies without having verified that we have at least one with a live barcode in the system.

Missing/Lost/Withdrawn items

Link the item, change the item process status to blank. Check the bib record and holdings record to see if it has been suppressed. It will look like this: STA SUPPRESSED. Delete this field in both records (bib and holdings) and save the changes. You will probably also have to go into OCLC and add our holdings back to the record. — Feel free to give these to someone else (Marcelle, Ann K Sharon D, etc.) to fix.

Call number doesn’t match record

If you don’t feel comfortable making these decisions, give the piece to one of the problem-solvers to deal with. They will likely check the book against the bib record and decide if it is just a label problem or something bigger. If it is just a label error, link the barcode and carry on.

FLY Record Many of the fly records have a full record in the system with a dummy barcode. Double check by call number or title. Transfer over the live item record to the full bib and delete the dummy item. Check that EAST commitment statement isn't part of the fly record. If it is, move that over to the full bib. If it is in both places, don't worry about it.

No record in ALEPH

Catalog it in Connexion and export the record to ALEPH.

Damaged Materials, Missing Covers, etc.

We have wide white linen string and scissors to tie loose covers. Anything that you are worried about, pass along to a problem-solver to deal with.

Adding items to Periodical/Serial bib records

Most serials/periodicals have a single dummy item in them with “dummy barcode”. Some have a single volume number in them. Some don’t. When you add your volumes, you will need to watch out for the following steps:

Check holdings record or bibliographic record (MARC tag 362) to make sure that the years and volumes you are adding belong on this record. Otherwise, there might have been a title change and your volumes may belong on another record.

Creating or editing item records: use duplicate to keep the same settings. In the item records, you need to change things in a number of different tabs.

Tab 2. General information (1) - material type should be issue bound (issbd)

Tab 2. General information (1) - status can be either 01

Tab 2. General information (1) - Description: add vol and year, i.e.: v.5 no.12 1979-80

Tab 2. General information (1) - add Enum. Level 1. & 2., i.e.: 5 [in Level 1 (A)], 7 [in Level 2 (B)]

Tab 2. General information (1) - wand in barcode

Tab 4 - set Arrival Date to today

Tab 5 - correct Chron Level - add year (enumeration will fix itself)

Adding holdings records to Periodical/Serial bib records

Example: 866 41 a v.3-v.6

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