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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: Pedro Arroyo

Unit: Database Quality

Date last reviewed: 10/20/2021

Date of next review: October 2022

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 (,,mc).
  • 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 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.
  • In the Holdings Notes, add a Transaction Data-type note for post-cat maintenance (,,mc).
  • 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.

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 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. 

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 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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