Item Record Edits and
Linking
When an item has had the barcode ripped out and we
need to replace it, add the barcode to the item record. The missing barcode
will then have a status of inactive and should be deleted.
General Editing of Item Records
Information in need of adjustment often becomes evident in the course of
daily workflow. The following are general guidelines for editing Item Record
information online:
- Our unit (Resource Management) is responsible for initial and follow-up
edits on all monographic bibliographic and holding records.
- We will make these edits according to the guidelines of the usual
workflow.
- We will edit fields in older records to correct errors that affect
the library user’s ability to retrieve the item (call number, etc.).
- We will edit fields in older records to restore lost information.
- We will not recatalog older items to fit current cataloging standards.
- Our unit (Resource Management) is only responsible for retrospective
project work on item records. All initial information will be entered into
the item record by Collection Development, Serials Management, or the processor.
- We will edit the item record to reflect withdrawn status when removing
items from the collection. These items do not go through processing.
- We will edit the item record when relocating material within the
collection to reflect the intended destination.
- We will make corrections on item records for material given to this
unit for other project work. The majority of these items can be reshelved
after the records are edited and are not in need of processing.
There are bibliographic
records in Voyager for titles that are bound in one volume. The policy for
handling these records in DRA was to enter separate bibliographic and item
records for each title. The item records were given a “dummy” barcode which
was entered into the system and tossed. The first title in the volume was
connected to the barcode that was actually placed in the back of the item.
Under this system, the only title that would show the true status if the
item was checked out, withdrawn, or otherwise unavailable was the first title.
All other titles in the volume would always show available regardless of
the true status. Cleanup of these records began in 2000, but we unearth a
few of these from time to time. To correct the linking for these records:
- Pull the
item(s) that may be “Bound with.”
- Search the
first title in the volume in Voyager cataloging.
- Check to
make sure the cataloging matches the first title in the volume.
- Get Holdings
and edit the holding record call number to match the number on the spine
of the volume.
- Add a $z
note that reads: Click on call number above for titles in this volume.
- Save these
Holding record changes to the database.
- Get Items
and verify the barcode number. If it is not a match, then replace the number
with the one in the back of the book.
- Save the
Item record changes to the database.
- With the
Item record displayed, search the next title in the volume.
- Verify that
the cataloging matches the title searched.
- Retrieve
the Holding and Item records for this title and delete them from the database.
- Record the
Bibliographic record number and close the bibliographic record.
- With the
Item record for the first title displayed, select Record/Link to Bibliographic
and type in the Bibliographic number recorded.
- Repeat steps
9-13 for each title in the volume.
Multiple
volume sets may be published with one or more volumes of the set bound together.
Cataloging for these sets will include information in the 300 field that follows
the pattern “3 v. in 2,” “4 v. in 3,” etc. Enumeration
of these sets may vary. When entering the Holding and Item record enumeration,
use the enumeration as it appears on the item.
Example:
Titles published and cataloged as “4 v. in 2” may be published as v.1 and
v.2 or as v.1-2 and v.3-4. The information on the piece should be entered
online.
Bibliographic records for
the Wright American fiction collection have been imported from UGA and should
be linked together. There should be only one holding and item record for
each reel.
- Get the
Wright American Fiction index and work from the list for each reel.
- Search the
first title on the reel in Voyager cataloging.
- Check to
make sure the cataloging matches the first title in the volume.
- Click on
New Holdings and edit the holding record call number to match the number
for the reel (should have a span of numbers).
- Add a $z
note that reads: Click on call number above for titles on this reel.
- Save these
Holding record changes to the database.
- Click on
New Items and change the Item type to Microfilm.
- Save the
Item record changes to the database.
- With the
Item record displayed, search the next title on the reel.
- Verify that
the cataloging matches the title searched.
- Edit the
090 and 830 fields.
- Save the
changes to the database.
- Record the
Bibliographic record number and close the bibliographic record.
- With the
Item record for the first title displayed, select Record/Link to Bibliographic
and type in the Bibliographic number recorded.
- Repeat steps
9-14 for each title on the reel.
- When you
complete a reel, close all records and begin with step one for the next reel
in the index.