marcive database cleanup

Subject Bibliography Series Cleanup

Overview	Reviewing Bibliographic Information
Locating Records in Marcive	Setting up Holdings Records
Selecting Records in Connexion	Maintaining Statistics

Overview: The Subject Bibliography series is no longer distributed in print format. Retention for this title is latest edition only. Voyager holdings show a total of 1356 records for subject bibliograpies. Many of these are duplicate monographic records that must be deleted. The serials record should be retained for each title and edited to include the online linking information, or the serials record must be replaced with a record for the electronic version if a GPO record for the online version is available.

Locating Records in Marcive

Log on in Non-Marcive Edit mode in Voyager.
Search for subject bibliography titles by SuDoc number: GP 3.22/2:
Select a title for cleanup.
Review all records in Voyager for the selected title.
Delete all monographic records including the item, holdings and bibliographic records.

If any item records have a barcode, the item must be relinked to the serial record and withdrawn.

Retain the serial record.

Suppress the print holdings record.

Delete item records without barcodes.

If there is no serial record or more than one, send the information to the serials cataloger.
Check the history of the serial record retained. Unless the record has been updated recently and has an 856 link, the record must be edited and an 856 field added.

Selecting Records in Connexion

Search for the title in Connexion by SuDoc number.

Type the call number in the numeric search box.
Do not include any spaces or punctuation.
Specify Gov Docs as the type of numeric search.

Review the available records in Connexion.

If GPO has created a record for the online version of the title, export the record.
If there is no GPO record for the online version, verify that the print serial record has an 856 field and export.

Reviewing Bibliographic Information

Import the record into Voyager.
If an online record was imported, delete the exisiting serial record or suppress it if items are attached.

Change 049 to GPMD.
Add public note to 856 field and verify that link works.
6xx – Verify that there is at least one subject heading and that the 2nd indicator for the subject heading is 0 or 7.

If a print serial record was imported, tile the record with the Voyager record.

Verify that the OCLC number matches.
Save the imported record. This will replace the existing record in Voyager.

Change 049 to GPMD.
Add public note to 856 field and verify that link works.

Setting up Holdings Records

Create online holdings records.
Add note in 852 subfield x: No longer distributed to depository libraries in a print format.
Edit print holdings records.

Delete item records without barcodes.
Code holdings record as withdrawn.
Suppress the print holdings record.

Maintaining Statistics

Use the tally sheet provided to record the number of records modified, deleted or routed to cataloging.
Begin a new tally sheet each month.