cat:database_maintenance
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cat:database_maintenance [2017/08/23 14:00] – ehardy | cat:database_maintenance [2018/10/11 20:15] (current) – external edit 127.0.0.1 | ||
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====== Database Maintenance ====== | ====== Database Maintenance ====== | ||
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All related bibliographic searching and matching knowledge/ | All related bibliographic searching and matching knowledge/ | ||
- | ===== Steps in importing, merging, or updating bibliographic records: ===== | + | ===== Guidelines for importing, merging, or updating bibliographic records: ===== |
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+ | * Avoid bringing in duplicate records or overlaying wrong records in PINES. Always search PINES database again before importing a record. When loading an in-coming OCLC record, please stop the process if you are warned of a matching record found in PINES. For example: “A record with TCN ocm33023358 already exists.” In these cases, investigate whether you need to merge records. Currently, Evergreen does not stop you from importing a duplicated record when the PINES record had a nonOCLC based TCNs. For instance, you won’t see a warning “matching record found on i0890240825”, | ||
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+ | * Update older records encountered, | ||
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+ | * If the PINES record has the original OCLC number but the bibliographic record has been altered, please report the case to the PINES Cataloging Coordinator. | ||
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+ | * Overlay any PINES record with a TCN anything other than an OCLC number with a matching OCLC record. This will replace the TCN with the OCLC number. | ||
- | - Avoid bringing in duplicate records or overlaying wrong records in PINES. Always search PINES database again before importing a record. When loading an in-coming OCLC record, please stop the process if you are warned of a matching record found in PINES. For example: A record with TCN ocm33023358 already exists. | ||
- | - Currently, Evergreen does not stop you from importing a duplicated record whose other standard numbers (ISBN, LCCN, etc) may be used as TCNs of pines records. For instance, you won't see a warning if there is a matching record found on an ISBN [020], so please be extra careful in searching to avoid importing duplicated records. | ||
- | - If the matching record is an old version of an OCLC record and the in-coming OCLC record has been updated (such as a CIP record), replace the PINES existing record with the updated OCLC one. However, a PINES record may have added ISBNs or other useful notes such as 520/505, etc.; so please re-enter that data from the PINES record. Best practice is to add the information to the record in OCLC and then overlay the PINES record. | ||
- | - If the PINES record has the original OCLC number but the bibliographic record has been altered, please report the case to the PINES Cataloging Coordinator. | ||
- | - If the PINES record uses anything other than an OCLC number for the TCN but the record matches the in-coming OCLC record, you may overlay the PINES record so that its TCN will be an number based on an OCLC number. | ||
===== Transferring copies to better records or merging duplicated records: ===== | ===== Transferring copies to better records or merging duplicated records: ===== | ||
- | - All catalogers are encouraged to respond to postings on the CAT-L list, suggesting | + | |
- | | + | * Sometimes volumes or copies are attached to the wrong bibliographic record with correct holdings attached. In this case the incorrect volumes or copies should be transferred to the correct record rather than merging or overlaying. |
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cat/database_maintenance.1503496814.txt.gz · Last modified: 2018/10/11 20:15 (external edit)