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: Pedro Arroyo

Unit: Database Quality

Date last reviewed: 4/15/2024

Date of next review: April 2025

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 View Holdings, then Actions -->Edit.
  • Make changes to the Call number field as indicated in the note in the book.
  • 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  directly on the typing table in the Physical Processing unit. 

B.  Location Corrections

To change a location on a mis-marked 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 and barcode in the Item record match the book. If one or both do not match, return book to DBQ unit supervisor.
  • In the Holdings record, change the location code in the Permanent location field, as indicated in the note in the book.
  • Save and Close Holdings.
  • In the Item record, change the Permanent Location field so that it matches the new location in the Holdings record. 
  • Save and close the item record.
  • 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 processed for unit libraries.
  • Place book directly on the typing table in the Physical Processing unit. 

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 FOLIO Record:

Search book by title, call # or barcode.

 1. Update the Voyager Record

  • Verify that the 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 Holdings record.
  • Verify that the call number in the 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 Holdings according to the guidelines and examples in the  Oversize Chart.
  • Save the Holdings record to the database.
  • Display the Instance record and click Actions-->Edit
  • Add an Administrative Note for Post-cataloging maintenance (,,mc)
  • Save the Instance record.

 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 typing table in Physical Processing to be re-marked.