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cat:records_and_their_ownership [2018/02/27 17:24] tmccannacat:records_and_their_ownership [2022/11/15 03:02] (current) – [Call number and item records] ehardy
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-===== Records and Their Ownership =====+======Bibliographic records in PINES:  Sources, ownership, and other polices ======
  
-<font 14px/inherit;;inherit;;inherit>Records in the PINES cataloging file consist of three levels.</font>+Records in the PINES bibliographic database consist of three levels.
  
-  * <font 14px/inherit;;inherit;;inherit>The first level is a **bibliographic title record**, containing cataloging information at title level (e.g., author, title, edition, publishing information, physical description, etc.).</font> +  *The first level is a **bibliographic title record**, containing cataloging information at title level (e.g., author, title, edition, publishing information, physical description, etc.). 
-  * <font 14px/inherit;;inherit;;inherit>The second level is the **volume record** which contains the call number for the items.</font> +  * The second level is the **call number or volume record** which contains the holding library and call number for the items. 
-  * <font 14px/inherit;;inherit;;inherit>The third level of a cataloging record is an **item record **containing local holdings’ information such as circulation modifier, shelving or copy location, price, OPAC visibility, age protection, etc.</font>+  * The third level of a cataloging record is an **item record **containing local holdings’ information such as circulation modifier, shelving or copy location, price, OPAC visibility, age protection, etc.
  
-<font 14px/inherit;;inherit;;inherit>Since only one bibliographic record for each unique entity should be entered into the database, the title record is “owned” by all participating systems. Local information of a library’s holdings belongs to the entering library. While adding, deleting, or editing a bibliographic record at the title level should be undertaken in accordance with PINES Copy Cataloging Specifications below, local library systems make their own decisions on local processing policies and procedures for handling their item information.</font>+===== Bibliographic Record Ownership =====
  
-<font 14px/inherit;;inherit;;inherit>Libraries participating in PINES should only make changes to their own Item RecordsConsequently, only the owning” library has the right—or the knowledgeto make changes. If someone working with a record notices what appears to be an error in an item record, or if a holding appears to be attached to an incorrect bibliographic record, a request to check on the matter should be sent to the cataloging contact person at the system in question. If many libraries need to be contacted, a message can be sent to the CAT-L. In such cases it is very helpful to list in the subject line the systems that need to do the checking. If there are too many to list, a more general notification may be sent.</font>+### 
 +Since only one bibliographic record for each unique entity should be entered into the database, the title record is owned by all participating systems. Local information of a library’s holdings belongs to the entering library (the call number and item levels of the record). While adding, deleting, or editing a bibliographic record at the title level should be undertaken in accordance with PINES cataloging standards and policies by a CAT1 cataloger, local library systems make their own decisions on local processing policies and procedures for handling their item information. Local cataloging policy should not violate PINES policies. 
 +### 
 +===== Call number and item records===== 
 +### 
 +Call number and item records are owned by the library system; however item attributes assigned to an item by a library should not violate PINES polices. PINES catalogers should only make changes to their library’s call number and item recordsOnly the owning library catalogers have the permissions and the knowledge to make changes to local attributes. If what appears to be an error in a call number or item attributes for another system’s holdings, or if a holding appears to be attached to an incorrect bibliographic record, catalogers should send a request to check on the potential error  to the cataloging contact person at the owning system. If many libraries need to be contacted, a message can be sent to CAT-L. 
 +### 
 +### 
 +If your system is notified that there seems to be a problem with your call number or item records, you have an obligation to try to resolve any such problems, or to seek resolution assistance from PINES staff via the helpdesk - [[http://help.georgialibraries.org|http://help.georgialibraries.org.]]. 
 +###
  
-If your system is notified that there seems to be a problem with one of more of your item recordsyou have an obligation to check on the matter and to try to resolve any problems that you findIf resolution of problem is not possible with the authorization level available within systemit may need to be referred to [[http://help.georgialibraries.org.|http://help.georgialibraries.org.]]+===== Bibliographic Record Source ===== 
 +### 
 +To maintain database integrity, bibliographic and authority records for the PINES database are sourced from one bibliographic utility. Currently, OCLC's WorldCat database is that source. Except for order records for acquisitions, bibliographic records from other sources may not be entered into the PINES database. Acquisitions or Order records should be replaced by matching OCLC records during cataloging so that no circulating item remains on such record. 
 +### 
 +===== Batchloading Bibliographic Records===== 
 +### 
 +Currently, bibliographic records are not batch loaded and must be imported into the PINES database one at a time through the Z39.50 interface. Records solely for acquisitions may be batch loaded. 
 +### 
 +===== Bibliographic record integrity ===== 
 +### 
 +It is against PINES policy to create and use brief records for item circulation. If no matching bibliographic record exists in the OCLC WorldCat database for an item to be a permanent part of a library system’s collection, a record following PINES cataloging standards should be created in OCLC and imported into the PINES database. 
 +### 
 +It is also against PINES policy to circulate groups of items (such as paperbacks) under a single brief record. Items barcoded for circulation shall be attached to a matching bibliographic recordeither existing in the PINES database or imported from the OCLC database. Libraries may opt to not barcode such items and count them as non-cataloged types at check out. 
 +### 
 +Creating bibliographic records directly in the PINES database is restricted to records for ephemeral or temporary itemsEphemeral items have limited, specific, circulation life and are not part of library’s permanent collection. Any itemincluding kits or realia, intended to be part of a library’s permanent collection should be attached to a matching bibliographic record imported from OCLCIf no matching record exists in OCLC it should be created there and then imported into the PINES database.
  
 +###
 +NonOCLC records in the PINES database, particularly of poor quality, should be upgraded and replaced with a matching record from OCLC or merged with a matching existing OCLC record in the PINES database. Library holdings should not be attached to these records as is.
 +
 +###
 +Records in the PINES database used for the purpose of acquisitions should not be used for circulating items. Items should be transferred to a matching OCLC record when the item is cataloged. Other libraries should not attach holdings to any acquisitions record. Any item inadvertently attached to an acquisitions record must be transferred to a matching OCLC record as soon as possible.
 +###
 +===== Brief Records (PreCats) Entered at Circulation =====
 +###
 +It is against PINES policy to use precat records to circulate items to avoid cataloging those items. This includes magazines, books, realia, sound recordings, etc.
 +###
 +###
 +If a patron finds an item they wish to borrow on a library’s shelf that is not in the PINES database, circulation should create a precatataloged or precat record, a brief temporary record that allows for a single circulation of an item. These records are not permanent records and are more like place holders and do not display in the patron OPAC and have limited display in the staff client. They should be routed to cataloging for resolution at Check In. It is the responsibility of the Cataloging Staff to remove precat records from the database, either by transferring the item to a matching bibliographic record or deleting the item.
 +###
 +###
 +Most libraries handle the circulation of Inter-library Loan items by entering precat records for them. In such cases. After they are returned, the item barcodes for these should be sent to cataloging for deletion.
 +###
  
cat/records_and_their_ownership.1519752260.txt.gz · Last modified: 2018/10/11 20:15 (external edit)