Scope: This procedure consists of step-by-step instructions for various Holdings maintenance tasks normally performed by Database Quality Unit (DBQ) staff and students.
Contact: Barb Tarbox Pedro Arroyo
Unit: Database Quality
Date last reviewed: 04 4/0115/20192024
Date of next review: October 2019 April 2025
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Call Number Corrections
Location Corrections
Oversize Corrections
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- Search book by title, call # or barcode.
- Verify that the Instance record matches the book, and that the barcode matches the one on the book,
- If they do not match, return book to the DBQ unit supervisor.
- If they do not match, return book to the DBQ unit supervisor.
- If the Instance matches, click on Actions → View Holdings, then Actions -->Edit.
- Make changes to the Call number field as indicated in the note in the book. For correct format, see call number examples . In the Holdings Notes section, add a Transaction Note for POST-CAT maintenance.
- Save and Close the Holdings.
- Open the Item record. Make sure that the call number and copy numbers match the newly-revised ones from the Holdings record..
- In the Instance record, add an Administrative note to reflect post-cataloging maintenance (,,mc)
2. Update the Book:
- On the inside cover of the book and/or on the reverse side of the title page, change the call number to match the one in the Holdings record, adding or removing copy numbers as appropriate.
- Cross out the call number on the book's label.
- Insert a location flyer in items processed for unit libraries.
- Insert a pink DO NOT COUNT flyer in items for Olin/Uris/Kroch libraries.
- Place book on the Hard Cover physical processing truck in the Catalog Dept. to be remarked, or book directly on the typing table in the Physical Processing unit.
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To change a location on a mismarked mis-marked book, check the explanatory note inserted in the book, then do the following:
1. Update the Voyager FOLIO Record:
- Search book by title, call # or barcode.
- Verify that the BIB record matches Instance record and barcode in the Item record match the book. If it does one or both do not match, return book to DBQ unit supervisor.
- Display the MFHD record.
- Verify that the MFHD record matches the book.
- Display item record.
- Verify barcode number in item record matches barcode number in book. If it does not match, return book to DBQ unit supervisor.
- Change In the Holdings record, change the location code in the 852 Permanent location field, as indicated in the note in the book.
- Save the MFHD record to the databaseand Close Holdings.
DIsplay - In the item record.
In the "Perm Loc" boxItem record, change the old location to Permanent Location field so that it matches the new location in the Holdings record. - Save and close the item recordto the database.
- Display the BIB record.
- Set cursor to the end of the last variable field and type ,,mc to insert statistics code.
- Save the BIB record to the database.
- In the Instance Record add an Administrative note for post-cat maintenance (,,mc).
2. Update the Book:
- On the inside cover of the book and/or on the reverse side of the title page, change the old location to the new location, using the appropriate spine label designation.
- Cross out the call number on the book's label.
- Insert a location flyer in items destined processed for unit libraries.
- Place book directly on the Hard Cover physical processing truck typing table in the Catalog Dept. to be remarked.Physical Processing unit.
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C. Oversize Corrections Anchor C C
To add, remove, or correct an oversize symbol on a mismarked book, check the explanatory note inserted in the book, then do the following:
Update the Voyager FOLIO Record:
Search book by title, call # or barcode.
1. Update the Voyager Record
- Verify that the BIB Instance record matches the book. If it does not match, return book to the DBQ unit supervisor.
- Check the dimension(s) of the item in the 300 field and/or measure the book. Consult the Oversize Chart for appropriate oversize designation (+, ++, +++, #, FLAT, etc.).
- Display the MFHD Holdings record.
- Verify that the call number in the MFHD Holdings record matches the call number in the book. If it does not, return book to DBQ supervisor.
- Update the call number prefix and/or suffix fields in the 852 field Holdings according to the guidelines and examples in the Oversize Chart Chart.
- Save the MFHD record Holdings record to the database.
- Display the BIB record.
- Set cursor to the end of the last variable field and type ,,mc to insert statistics code.
- Instance record and click Actions-->Edit
- Add an Administrative Note for Post-cataloging maintenance (,,mc)
- Save the Instance recordSave the BIB record to the database.
2. Update the Book
- On the inside cover of the book and/or on the reverse side of the title page, edit the call number (including the prefix and suffix) according to the examples in the "On Spine" column in the Oversize Chart .
- Cross out the call number on the book's label.
- Insert a location flyer in items destined for unit libraries.
- Insert a pink DO NOT COUNT flyer in items for Olin/Uris/Kroch libraries.
- Place book directly on the Hard Cover physical processing truck in the Catalog Dept. to be remarkedtyping table in Physical Processing to be re-marked.