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Marcive Project Cataloging

Written by Debbie Novak

Monographic/Multi-Volume Set Records

  1. To determine a monographic set record, the 300 field will be without a specific description of the item. The 300 field will be either an open volume (v.1-) or closed volumes (22 v.)

  2. Make sure the 505 field (Contents) matches the volumes you have. If you have additional volumes from the ones listed in the bib record, add these volumes. Example: v.1. A-C -- v.2. D-FL -- v.3. Fo-Man -- v.4. Mar-P -- v.5.R-Z. Do NOT remove contents descriptions for items we do NOT have which are listed in the 505 field on the bib record. Our 866 holdings statement will indicate what the library does have.

  3. In the 099 call number field on the bib record, make sure the call number does not reflect an individual volume(s), but instead represents the call number stem from which you will add the volumes on the holdings record.
    Example: 099 A1.76:605/v.1-3 (WRONG!)
    Should be: 099 A1.76:605/

    You may need to change the 852 field on the holdings record to match the stem call number.
    Example: 852 3 $b govdoc $h A1.76:605/

  4. If the record is for a monographic set record, on the holdings record change the "Type of Record" to "v" for multi-part item holdings. Change the "Encoding level" to a "3". Click "Ok". Click "Save to DB".

  5. You will need to create an 866 field on the holdongs record. This field describes the items that the Library owns, not necessarily the holdings of the record.

  6. To create an 866 field you must insert a line after the 852 field by hitting the F4 key. 866 goes in the tag field, "3" goes in the indicator one field and "1" goes in the indicator 2 field.

  7. In the subfield data space, change delimiter "a" to delimiter "8", then add a space and put a "0" after it. Add delimiter "a"
    Example: $8 0 $a

  8. If the holdings are volumes like the example in #2 above, the 866 field would look like:
    $8 0 $a v.1-v.5

  9. If GWC does not own all the volumes indicated in the bib record, use a "," (comma) to indicate the gaps. For example, GWC owns v.1,v.2,v.3 and v.5, the 866 field would look like:
    $8 0 $a v.1-v.3,v.5
    Always save all changes by clicking on the boat icon-"Save to SB"

When You Only Find One Record

  1. Make sure the record matches the item by checking the following:
    1. 100/110/111 field (issuing person/body (author))
    2. 245 field (title)
    3. 260 field (publication/distribution)
    4. 300 field (physical description)

  2. Once you determine the item matches the record, check to be sure there is at least one subject heading and that the subject heading matches the OCLC record. These are found in the 650/651 fields. Check the indicators. The first indicator must be blank, and the second indicator must be 0 or the subject headings are not valid. If the 650/651 fields on Voyager do not match the OCLC record, copy and paste the 650/651 fields from OCLC into Voyager so that the subject headings are the same on both the Voyager and OCLC record.

  3. Open up "OCLC Passport for Windows" from the Desktop.

  4. Call up the record on Passport using the OCLC#. Type the number sign (#) and type or paste in the OCLC number and hit the F10/F11 key. Example: #11585549 and F10.

  5. Compare the Voyager and OCLC record. Look especially at the points discussed in number one above and the OCLC number to check whether or not there is an 019 field. If there is not a 019 field, proceed. If there is an 019 field, see step #11, below.

  6. The OCLC record must be upadated to indicate that the State University of West Georgia owns this item. Notice the OCLC record says "NO HOLDINGS IN GWC"

  7. Change the 090 field to 099 and paste in the SuDoc call number.

  8. Go to the 049 field. Change the last "C" in GWCC to a "D". It will look like this GWCD.

  9. Hit the alt & F10 to send the changes you made to the OCLC record. It should say "2 line(s) modified".

  10. Then, type "u" and hit the F10 key. OCLC will respond with "Record Updated" and the record will now say "HELD BY GWC".

  11. Go back to the record in Voyager and edit the bib record as follows. If the OCLC record has a 019 field, add this other number(s) to the Voyager record in separate 035 fields. Begin each 035 field with delimeter "a". Put either OcOLC or ocm before the OCLC number. Example (OcOLC)43564396 or ocm43564396. Make sure the OCLC number contains 8 digits. If it does not, fill in with the necessary amount of 0's (zeros) in front of the number. Also, add 019 field and paste it into the bib record exactly as they appear in the 019 field on the OCLC record.

  12. Click on "Get Hldgs". Click on "Leader". Make sure the "Type of Record" is an "x" when the record is a monograph. Change the "Encoding level" to a "1" when the record is a monograph. Click "Ok".

  13. Click on "008" button on the holdings record. Change the "Method of Acquisition" to "d:Deposit". Click "OK". Click "Save to DB" icon.

  14. Click on "Get Item". Make sure that the barcode, call number and location all match the item.

  15. If there is no barcode associated with the item record, click on the ellipsis at the end of the barcode field. Wand in the barcode and click "close".

Finding Records with Different OCLC Numbers

  1. If you find records that seem to be identical, except for the 035 field, give the actual item to the Cataloger to determine which record to use.

  2. Put a note on the item stating "Duplicate OCLC Numbers".

Finding Records Containing "No" OCLC Number or MVI

  1. If the Marcive record does NOTcontain any 035 $a field, which is the OCLC number or has MVI in the 035 field, give the item to the Cataloger.

  2. Give the Cataloger the Bib number of the item.

Finding GWC Serial Records that Marcive Cataloged as a Monograph

  1. If you find a Marcive record for an item that West Georgia (GWC) has cataloged as a serial record, give the item to the Cataloger with a note stating "Marcive record monograph, GWC serial."

  2. Write down the Bib number for each record or the OCLC number on the note.

Finding Marcive Records with Different Format

  1. Records may exist with the same title for a paper copy of an item and a microfiche. Make sure the item in-hand and the record are the same format.

  2. Look for a 533 field. This is the reproduction statement and is used for an item which is in microfiche or microfilm. Also, the 245 field may have [microform].

  3. If there is a Marcive record which matches a title but is a different format, remove the Marcive record and give the Cataloger the item to catalog. For example, if hte Marcive record is a paper record, but the item in hand is a fiche record, you would remove the Marcive record (item, holding, bib), and give the Cataloger the fiche to catalog. Put a note on the fiche, "Marcive record was paper" so we know why we are getting old fiche to catalog.

  4. If there is a Marcive record for one format and the Ingram Library record used is for a differing format which matches the item, remove the Marcive record. Technically, if records are identical, except for the format, they are NOT duplicate records.

Finding Marcive Records that are Microfiche records

  1. Make sure that the Marcive record is actually a fiche record. Be sure the record has a 533 field (reproduction note) and in the 245 (title field) has a [microform] designation.

  2. In Voyager, change the 049 to GWCG and delete [Micro-] [fiche].

  3. Edit Holdings Record.

  4. Edit Item Record

  5. Update OCLC
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