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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

Unit: Database Quality

Date last reviewed: 04/01/2019

Date of next review: October 2019

Call Number Corrections
Location Corrections
Oversize Corrections 

A.  Call Number Corrections

To change a call number on a mismarked book, check the explanatory note inserted in the book, then do the following:

1.  Update the FOLIO Record:

  • 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 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..

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 directly on the typing table in the Physical Processing unit. 

B.  Location Corrections

To change a location on a mismarked book, check the explanatory note inserted in the book, then do the following:

1.  Update the Voyager Record:

  • Search book by title, call # or barcode.
  • Verify that the BIB record matches the book. If it does 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 the location code in the 852 field, as indicated in the note in the book.
  • Save the MFHD record to the database.
  • DIsplay the item record.
  • In the "Perm Loc" box, change the old location to the new location.
  • Save the item 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.
  • Save 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, 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 for unit libraries. 
  • Place book on the Hard Cover physical processing truck in the Catalog Dept. to be remarked.


C.  Oversize Corrections

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 Record:

Search book by title, call # or barcode.

 1. Update the Voyager Record

  • Verify that the BIB 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 record.
  • Verify that the call number in the MFHD 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 in the 852 field according to the guidelines and examples in the  Oversize Chart     .
  • Save the MFHD 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.
  • Save 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 on the Hard Cover physical processing truck in the Catalog Dept. to be remarked.




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