Scope : This document provides general guidelines for Database Quality and other staff who deal with problem books and other material returned from the other units.
Contacts: Barb Tarbox Pedro Arroyo
Unit: Database Quality
Date last reviewed: 09/01/20
Date of next review: September 2021 April 2025
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General Guidelines
Bib Instance Record Problems
Call Number Problems
Holdings Problems
Item Problems
Location Problems
Physical Processing Problems
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A. General Guidelines Anchor A A
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- Added Volumes/Copies
- Barcoding
- Classification Web
- Creating/Updating Holdings Record (Voyager)
- Fastcat
- Location and Call Number Corrections
- Oversize Chart
- Medium Rare Transfers
- Physical Processing
- Withdrawals, Transfers, and Reinstatements
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B. BIB Instance record problemsAnchor B B
Fix typos and other errors. If error appears in the 245Title, Edition, 250Publication, 260Physical Description, 300 or 4xx Series fields, pull book and verify. Update bib Instance record if needed. If bib record is updated, notify Cataloging staff to update OCLC record, or overlay the FOLIO Instance with the updated/corrected record from OCLC, if appropriate.
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C. Call number problemsAnchor C C
- BIB 050 Instance call number differs from call number assigned. : Determine whether the assigned call number is reasonable and fix, if necessary. If assigned call number is reasonable, make sure the Holdings Call number matches the call numbers in/on book, and return to the stacks.
- Duplicate items with different call numbers. : Verify that items are in fact copies. Withdraw duplicate copy, or fix incorrect call number and add as copy 2, as appropriate.
- Oversize symbol questionable. Verify correct oversize status and fix, if appropriate.
- Partial, obsolete, or otherwise inappropriate call number. Send : Fix call number if an updated record can provide a usable one, or send book to Cataloging to have new call number assigned.
- Same call number on two or more physical items. : Verify that call numbers are accurate and that items are not in fact copies, rather than different editions or completely different titles. Fix incorrect call number, if appropriate.
- Spine label differs from call number written on item. Identify incorrect call number and fix.
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- Multipart item lacking holdings statement. Add 866, 867, 868 fields, Holdings Statements for volumes, indexes, and/or supplements as needed.
- Holdings statement does not match items in hand. Correct 866, 867, 868 the Holdings Statement fields, as needed.
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E. Item ProblemsAnchor E E
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- Call number on spine label questionable. See Call Number Problems
- Spine label lacking. Create and apply new spine label.
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