Scope : This document provides general guidelines for Database Quality and other staff who deal with problem books and other material returned from the units.
Contacts: Barb Tarbox
Unit: Database Quality
Date last reviewed: 09/01/20
Date of next review: September 2021
General Guidelines
Bib Record Problems
Call Number Problems
Holdings Problems
Item Problems
Location Problems
Physical Processing Problems
A. General Guidelines
Consult the following documentation, as well as staff in LTS Acquisitions and Cataloging, as needed:
- 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
B. BIB record problems
Fix typos and other errors. If error appears in the 245, 250, 260, 300 or 4xx fields, pull book and verify. Update bib record if needed. If bib record is updated, notify Cataloging staff to update OCLC record.
C. Call number problems
- BIB 050 differs from call number assigned. Determine whether the assigned call number is reasonable and fix, if necessary.
- 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 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.
D. Holdings Problems
- Multipart item lacking holdings statement. Add 866, 867, 868 fields, as needed.
- Holdings statement does not match items in hand. Correct 866, 867, 868 fields, as needed.
E. Item Problems
- Enumeration/chronology in item record differs from that on published item or in handwritten call number. Determine correct enumeration/chronology and fix spine label, handwritten call number or item record, if appropriate.
- Item record attached to wrong MFHD. Relink item, creating new MFHD if needed.
F. Location Problems
- Location questionable. Change the location, if appropriate. If location is changed in the 852 field in holding record, also change Perm. loc. in item record to match.
- Location varies on spine, on flyer, or in Voyager. Fix spine label, insert correct flyer, or edit online record, as appropriate.
G. Physical Processing Problems
- Call number on spine label questionable. See Call Number Problems
- Spine label lacking. Create and apply new spine label.