Post-Reclamation Workflow: Policies & Procedures

Policies & Procedures

Once the Orbis record and the OCLC YUS IR are in synch, it is important that that the links are maintained for discovery, maintenance, and interlibrary loan. Here are some points to keep in mind.

Up till now, the 035 (OCoLC) number in cataloged Orbis records represented the Master Record ID number. While that will continue to be the case until the cataloged record has been processed by WorldCat, the subsequent YUL program will delete the Master 035 and replace it with the YUS 035 IR ID number; the Master Record ID number will be inserted in field 079.

In going over the procedures, it is necessary to be aware at all times if the reference is to the Master 035 or the IR 035, since there is nothing in the 035 as such to indicate the source of the number.

Keep in mind that the YUL program will not delete 035s that lack the OCoLC prefix, e.g. the NOTIS 035 with the YL suffix.

New Cataloging

1. If an Orbis bibliographic record has a 035 OCoLC field and a 079 field, the basic assumption is that the synchronization is complete and there is a corresponding YUS IR in WorldCat. This applies to records created in Orbis or Orbis records created on Connexion and exported to Orbis. See screen shot example.

EXCEPTION. When cataloging a new item in Orbis, if there is no MFHD with a call number, and the record has a 079 field, the 035 (OCoLC) number probably corresponds to another institution's IR.

If no call number has been assigned to any of the MFHDs, search the ID number in the 035 field on Connexion. To search by ID number, use #<number in 035 OCoLC field--leave out all alpha prefixes: OCoLC, ocn, ocm>.

Check for the following:

  • Header with "Online Institution Record (YUS)"
  • 035 with a (YUS) prefix before the number
  • 040 <OCLC library symbol, including YUS> $c YUS

If these conditions are not met, the record is another library's IR. In that case, delete the 035 OCoLC field so there is no chance of our record matching on the other institution's record following export to OCLC.

For collections not cataloged by CMS, some uncataloged in-process records may have been exported to OCLC because they lacked UNCAT, In-Process, or On order in 852. For these collections, the 035/079 combination may represent a YUS IR. If it does, the record retrieved will have the 035 with a (YUS) prefix and a 040 with $c YUS. In that case, the 035/079 combination in the Orbis record should be retained. (At this writing, this scenario is limited to the collections of the Music Library, British Art, & Lewis Walpole.)

For situations where the 035 should be deleted even if there is no 079, see 4. below.

2. Searching for copy in Connexion. If a Master Record is downloaded, do not delete the 035 generated from the Master Record ID number, since this will ensure that our record will eventually synch with the appropriate Master Record in WorldCat. (But see exceptions in 4.)

On the other hand, if a Master Record is of poor quality and there are IRs associated with it, it is OK to download another library's IR when cataloging on Orbis. However, once the record is in Orbis, DELETE the 035 IR ID with the OCoLC prefix.

Examples:

Screenshot of Master Record

Screenshot of YUL Institution Record (IR)

Screenshot of HLS Institution Record Associated with the Same Master Record

Settings. 2a. Your Connexion program should have 035 listed in the fields to exclude when exporting. Connexion Tools menu-->Options-->select Export Tab-->open Field Export Options. However, even if there are no 035 fields in the OCLC record, Voyager automatically creates a 035 from the OCLC ID number when the Voyager Import File is opened; downloading another library's IR will create a 035 derived from that library's IR number.

Settings. 2b. Connexion can be set to open the YUS IR rather than the Master Record when there is a single hit. In the Connexion Search WorldCat window (F2), click on Settings (bottom left) and check Display Institution Records for a single record & Include Institution Records When Searching. This setting is especially important if acquisitions searching & cataloging are done on Connexion (generally the non-roman script workflows).

3. Cataloging in Orbis. If the in-process record was created from a record exported from OCLC, the record cataloged in Orbis will have a 035 (OCoLC) with a Master Record ID number. This will be the primary match point for the OCLC program when it sets holdings and creates a new IR. The record should not have a 079 field.

In some cases, the 035 (OCoLC) number will be for a duplicate record (or what the OCLC computer interprets as a duplicate record) and that record may be merged at a later time under another Master Record's ID. Any IRs associated with the subsumed Master Record will be relocated to cluster with the surviving Master Record. In the YUL IR on OCLC, the 079 field will have the surviving Master Record ID number in 079 $a. Record numbers for former master records merged into the Master Record will be listed in 079 $z subfields of the OCLC IR and will be retrievable using an OCLC ID number search. The superseded Master Record ID numbers will be recorded in field(s) 019 of the surviving Master Record.

In the following exceptions, the OCoLC 035 should be deleted prior to exporting back to OCLC.

3a. Delete any 035 if the record is based on a parallel record created by a foreign language cataloging agency (040 $b <code for language other than English>); otherwise our record holdings will be set on the non-English record, and the IR will be associated with the non-English record. The 040 should be replaced with our MARC 21 institution codes (CtY $c CtY). If the 040 does not have a $b, consider the record to be a parallel record if the cataloger supplied (non-quoted) notes are not in English and/or if the terms or abbreviations in 300 are not in English.

3b. If variant edition cataloging is derived from a record downloaded from OCLC, and the 035 for the original edition is retained, the record could and will probably be associated with the wrong Master Record. Delete the 035. Delete any other number fields that might be used as match points as long as they do not apply to the edition in hand, e.g. ISBN numbers for the original edition, 010 number for the original edition.

3c. As noted in section 2. above, delete a 035 OCoLC field derived from another library's IR.

3d. When in doubt, delete the 035 (OCoLC) field for new cataloging in Orbis; the OCLC program can use other match points to locate the Master Record or to determine that a new Master Record should be created.

Maintenance

4a. If the record was cataloged in Orbis, the record cannot be updated until the Orbis record has been replaced by the record processed by MARS. When the ExportQ window has a red background, the record is being processed at MARS and should not be updated. During this period, the 035/079 combination will not be inserted into the bibliographic record. Once MARS is in the record history (red flag is off), updating is OK.

4b. Following the replacement of the Orbis record with the Orbis record processed by MARS, there will likely be an interval when the corresponding YUS IR's OCoLC 035 and the Master Record's 079 will not have been inserted into the record. The library programming is expected to copy the entire record, insert the 035 and 079 fields, and replace the existing Orbis record. The period between receipt of the xref file with the new ID numbers and the update of the Orbis record with the new 035/079 will be a very short window, probably an evening or a weekend to avoid overlaying record updates. The IR OCoLC 035 and the 079 must never be deleted.

4c. If valid YUS IR 035 and the Master 079 fields are already in the Orbis record, and the entire record needs to be overlaid manually (as may be the case for a complex serial title change), the overlay will not affect any 035s & 079s in the target record. In the import file, delete any 035 OCoLC fields from the imported record. Paste in the 035 (OCoLC) field from the target record to create a strong match point. Merge the import record with the Orbis record; the 035/079 match points will still be in the Orbis record.

When overlaying a cataloged record in Orbis, keep in mind that records imported from the LCDB file may have 035s with OCoLC prefixes, and the overlay process now retains all 035s and the 079 field. Prior to saving the record into Orbis, check for and delete all OCoLC 035s in the LCDB record, copy and paste the target OCoLC 035. The target OCoLC 035 & the 079 fields will be retained following the merge.

4d. Non-roman records are not generally recataloged in Orbis; the recataloging is done in Connexion. Records updated in Connexion should be re-exported to Orbis to replace the original record. If a non-roman record is part of a batch headings update, it will be flagged for re-export to OCLC automatically & replace the OCLC YUS IR.

Other Reminders

5a. Do not export uncataloged records to MARS.

5b. If an Orbis record has been previously cataloged, do not use ExportQ to flag the record for export to OCLC if the record has been updated in Orbis; the update will automatically add the record to the queue for export to OCLC.

5b. For a record previously cataloged in Orbis, use the Sailboat button only if a maintenance update has been performed on the bibliographic record.

RELATED DOCUMENTS

Connexion Policies and Procedures for Exports (includes the list of fields to exclude when exporting from OCLC to Orbis)

Connexion Settings for Cataloging Staff (how to set Connexion to display the YUS IR)

Reclamation FAQ

Post-Reclamation Workflow: Background

Post-Reclamation Workflow (PDF flowcharts)

Screen Shot of Orbis Record Following Insertion of IR 035 and 079 (Word .doc)

Screenshot of OCLC Master record (Word .doc)

Screenshot of YUS IR record (Word .doc)

Screenshot of HLS Institution Record (Word .doc)

Parallel Records in WorldCat FAQ