Instructions for running the reports for Phase 1b

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Instructions for running the reports for Phase 1b (bib record cleanup) 27-Oct-2002

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Incomplete Records

You will run this report once for each of the following:

- Items without Title (245) [mandatory]

- Records without Publisher (260 and/or subfields $b and $c) [optional]

- Items without Physical Description (300) [optional]

Fill in the parameters as suggested:

Cleanup action to be taken:

The resulting reports will identify problems that need to be addressed promptly. Doing so will benefit your users now.

Records without a 245 Title tag (Report choice 5 mandatory):

Since this should never occur, it is critical that these be examined to determine if the bib should just be deleted or if it has items that need to be re-linked to a good record. Please contact your DASite if assistance is needed.

Records with missing/incomplete 260 Publisher tag information (Report choice 4 or @)

Records without a 300 Physical Description tag (Report choice 7 or @):

These reports will identify those records too brief to dedupe or to be upgraded in the later Phases. You may choose to run these reports separately or combined in one report. Regardless, the report will inform you if the record is missing BOTH tags.

The question, "Include ALL Locations / Shelf #'s", allows a choice regarding the printing of location and shelf numbers. If you respond "N" (no) to this question, it will print the location/collection/shelf# of ONE item (the first item). If the response is "Y", it will print ALL location/collection/shelf# for ALL branches. Since it can only print one, location/collection/shelf# per line, this makes the report much longer. However, it also allows the librarian to recognize that making corrections will affect items at multiple locations.

While this is NOT MANDATORY – it is suggested that you take this opportunity to upgrade these records to improve the quality of your database. Some records may be brief by intent (equipment, pamphlets, circulating magazine titles, etc.) so you may wish to run this report for specific collections omitting those collections described above.

Because these bib records may be shared by more than one branch, you will want to have a district strategy for addressing these problems. See District Clean-up strategies for suggestions. If you have questions please contact your DASite’s INFOhio service provider.
It will be necessary to pull the item from the shelf to update the MARC record.
You may want to key in the missing data. Examples of data entry for the 260 and 300 tag appear below.

You may want to open another session and search the Union Catalog for the item. If you locate a record at the Union Catalog AND that item contains the ISBN, you will want to use your mouse to copy that ISBN and paste it into your brief record.
If there is no ISBN on which to overlay, it will be necessary to link items from the brief record to the full record and delete the brief record if prompted.

A Phase One Check List is available to assist you in tracking your record cleanup efforts.

If you need guidance in matching or evaluating MARC records please consult the following documents available in PDF format on the INFOhio website:

Guidelines for Matching MARC Records (PDF)

Guidelines for Evaluating MARC Records (PDF)

Examples of correct 260 tags:

260 $aNew York, N.Y. :$bElsevier,$c1984.

260 $a[S.l.] :$bInsight Press,$c1981.

260 $aBelfast [i.e. Dublin] :$b[s.n.],$c1946 [reprinted 1965]

260 $aNew York ;$aBerlin :$bSpringer Verlag,$c1977.

260 $aParis :$bGauthier-Villars ;$aChicago :$bUniversity of Chicago Press,$c1955.

For additional information and examples see :

http://lcweb.loc.gov/marc/bibliographic/ecbdimpr.html#mrcb260