cat:merging_bibliographic_records
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cat:merging_bibliographic_records [2020/01/18 00:05] – [Merging bibliographic records] ehardy | cat:merging_bibliographic_records [2020/02/07 20:35] – [Table] ehardy | ||
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| Search key | Definition | | Search key | Definition | ||
| keyword/ | | keyword/ | ||
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===== Using baskets to build a record bucket ===== | ===== Using baskets to build a record bucket ===== | ||
- | You can add record | + | You can add records |
- | Select the records to be added to a bucket | + | Select the records to be added to a bucket, |
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+ | From the search results: | ||
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+ | From the OPAC display of a record: | ||
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You can add records to a basket from different search results. | You can add records to a basket from different search results. | ||
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The records are displayed with their record summaries. You can use the summary to easily determine record with an OCLC based TCN to be used as your target record. | The records are displayed with their record summaries. You can use the summary to easily determine record with an OCLC based TCN to be used as your target record. | ||
- | <note tip>You can add several | + | <note tip>You can add several records to be the possible |
- | Some of our bad records are large print on regular print records, or sound recordings or visual materials on book format. Some of these records do not indicate in the body of the bibliographic record that they are not regular print or book format. If needed, check the volume and copy attributes to see if the call number or local shelving location gives you a clue this is a possibility. When in doubt, request the item or refer it to the cataloging coordinator at the owning library. Use the Toggle Holdings Button to check the call number and other holding information if needed. | + | Some of our bad records are large print on regular print records, or sound recordings or visual materials on book format. Some of these records do not indicate in the body of the bibliographic record that they are not regular print or book format. If needed, check the volume and copy attributes to see if the call number or local shelving location gives you a clue this is a possibility. When in doubt, |
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You can Remove from Consideration any record that you do not want to include in the merger. The record remains in the Record Bucket but is no longer a candidate for the specific merge. | You can Remove from Consideration any record that you do not want to include in the merger. The record remains in the Record Bucket but is no longer a candidate for the specific merge. | ||
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Closing the Merge record interface at the X or clicking on the Cancel button, cancels the merge. | Closing the Merge record interface at the X or clicking on the Cancel button, cancels the merge. | ||
- | Choose your lead record (the record all the others are to be merged to) by clicking on Use as lead record button. | + | Choose your lead record (the record all the others are to be merged to) by clicking on the Use as lead record button. |
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PINES does not use a merge profile, so ignore that option. | PINES does not use a merge profile, so ignore that option. | ||
- | Once you select the lead record, you can edit it if needed. Editing the bibliographic record here is handy if you want to add a MARC field from a duplicate to the target | + | Once you select the lead record, you can edit it if needed. Editing the bibliographic record here is handy if you want to add a MARC field from a duplicate to the lead record or make any other edits to the lead record. Best practice, however, is to edit the record in OCLC’s Connexion Client and then overlay it after you merge the duplicates. |
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* //Edit// opens the MARC editor interface within the merge record interface. Click on Cancel if you decide not to make any edits. | * //Edit// opens the MARC editor interface within the merge record interface. Click on Cancel if you decide not to make any edits. | ||
* //Edit using full editor// opens the MARC editor in a popup box. You will need to Save and then click on the Done button to close the editor. If you decide not to make any edits, click on the Done button. | * //Edit using full editor// opens the MARC editor in a popup box. You will need to Save and then click on the Done button to close the editor. If you decide not to make any edits, click on the Done button. | ||
+ | Some PINES records for multi-volume sets are on separate records rather than on the correct multivolume record. Some of those individual records for the same library do not indicate volume designation in the call number, thus having identical call numbers. If you merge these records without editing the call number, Evergreen will merge so that there is one volume record attached to the owning library with multiple copies. (Please note that it will keep different library’s holdings separate.) Before you merge the record, you should edit the call number by adding the volume designation. | ||
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+ | You can also edit item information, | ||
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+ | To edit the holdings information, | ||
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+ | The holdings list for each record will display: | ||
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+ | * //Edit Volumes// allows you to edit the call number | ||
+ | * //Edit volumes and copies// allows you to edit either the call number or item attributes. | ||
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+ | Once you have edited the call number, click on the Save Changes button and then the Done button to close the editor: | ||
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+ | Once you have confirmed the records are duplicates, made any necessary changes to the bibliographic records, copies, or call numbers, Removed From Consideration any that should not be merged, and chosen the lead record, you are ready to merge the records. Click on the Merge button just under the record summary. | ||
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+ | Your records will be merged in the database and the lead record will open in a new tab. You can overlay the record at this point. It is best practice to overlay older records with their most current form from OCLC’s WorldCat. Overlaying can update subject headings, notes, and 33X and 34X fields. | ||
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+ | Keep in mind that merging records is actually merging the holdings from multiple records to the lead record and deleting the other bibliographic records from the database. | ||
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+ | Sometimes, some or all of the merged and thus deleted records may still display in a search result list until re-indexing occurs. A merged record will note that is deleted and will have no holdings attached. The record will also have the date the merge occurred and the Record/ | ||
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cat/merging_bibliographic_records.txt · Last modified: 2021/06/15 16:03 by ehardy