Reclamation FAQ for Orbis Catalogers

RECLAMATION FAQ FOR ORBIS CATALOGERS

Q1. Why are we now exporting only to MARS on ExportQ?

A1. We do not want to export the record to OCLC until the MARS overlay has taken place; the Orbis record will then be in better synch with the OCLC institution record when it is created.

Q2. Will I have to re-export the record to OCLC when ExportQ is no longer red?

A2. No, after the MARS processed record has overlaid the Orbis record, it is recorded as an update in the record history (as MARS). On Mondays, the YL computer program will identify all records with MARS in the record history that were updated from the previous week and send a file of these records to OCLC.

Q3. What happens if I use ExportQ to export to both MARS and OCLC?

A3. The record will only be queued for export to MARS even if OCLC is checked off in the ExportQ window. An automated program will export the record to OCLC after the Orbis record updated by MARS has replaced the original Orbis record. "Manual" export to OCLC will be enabled only for a few selected Orbis accounts.

Q4. What does OCLC do with new cataloged records and updated cataloged records exported from Orbis?

A4a. If there is already a master record in the database, the OCLC program will add the YUS or YUM symbol to the master. The program will then check for a YUL institution record (IR). If there is an IR, the IR will be replaced by the updated record. If there is none, the program will create a new IR. [see A4b]
A4b. For newly cataloged records, if there is no master record matching any of the OCLC criteria, OCLC will create a new master record based on the Orbis record. All local information will be stripped from the record used as the master. In addition, OCLC will create an institution record for YUL; the institution record will retain all local information originally on the Orbis record. The YUL IR will be assigned a unique ID number (001) and the master record ID number will be entered in field 079. OCLC will also create a new 035 with a YUS or YUM prefix followed by the Orbis ID number. Finally, OCLC will delete the original 040 from the IR record and replace it with 040 YUS $c YUS or 040 $c YUS.

Q5. Will all cataloged records in Orbis be represented by institution records in OCLC?

A5. Yes, with the exception of catalog records we are contractually forbidden from distributing to the utility, e.g. MARCIVE records created for Government Docs & vendor supplied records for online books and serials. Uncataloged records will not be represented in OCLC. There are also about 40,000 records OCLC was not able to load due primarily to errors in the MARC coding. These will be corrected and re-exported to OCLC.

Q6. Prior to reclamation, what Orbis catalog records were represented in OCLC by institution records?

A. YUL records created in RLIN and non-latin script records created by Near East, East Asia, and Hebraica cataloging. As part of the reclamation process, all of these IRs were deleted at the beginning of the process. During the reclamation, the deleted IRs were replaced with new IRs based on the current Orbis records.

Q7. How do I identify Orbis records that have an institution record in OCLC?

A7a. The record will have a 079 field with the OCLC master record ID number. However, the 079 could simply indicate that another library's institution record was downloaded. If there is doubt, see A7b to confirm that it is our institution record.
A7b. In addition to 079, the record must have OCLCREC and/or MARS in the record history.

Q8. What if the Orbis record has a 079 but does not meet the A7b. criteria?

A8. Delete the 035 OCoLC field to avoid matching the number with another library's IR in OCLC. [See also Q19.] When the Orbis record is exported to MARS and then re-exported to OCLC, OCLC will create a YUL IR with its own ID number, and subsequently the new ID number will be inserted in a new 035 OCoLC field in the Orbis record. [See Q9.]

Q9. How do the master record ID and the institution record ID numbers get into the Orbis record?

A9. OCLC sends us a file of numbers representing the Orbis ID number, the master record ID number, and the new institution record ID number. A Yale program finds the Orbis record with the Orbis ID number, makes a copy of the record and inserts the institution record number in a 035 field with a prefix (OCoLC). To ward off confusion, the program will delete all other 035 fields with the OCoLC prefix if they are in the record including the master record ID number in the 035 OCoLC field. The master record number will be inserted in field 079. The updated record will overlay the Orbis record.

Q10. So, won't there be a period between the time the MARS overlay took place and the time the IR 035 and the master record 079 appear in the Orbis record?

A10. Yes, about 5-10 days.

Q11. What happens if I update a cataloged Orbis record and save it to Orbis?

A11. The updated record will be re-exported to OCLC the following week.

Q12. If I save it 3 times during the week, will it be exported 3 times?

A12. No, the most recent version will be exported.

Q13. If I save it in one week and then save it again the subsequent week, will it be exported twice?

A13. Yes, the program flags updated records for export based on a weekly schedule. This also means that the OCLC IR will be replaced twice in the order of updates over the 2 week period.

Q14. Will the record be re-exported if I save the MFHD or the item record?

A14. No, only the bibliographic record is exported to OCLC.

Q15. Can I update the bib record in Orbis before the institution and master record ID numbers are inserted into the record?

A15. You can update the record as soon as the ExportQ red flag is turned off.

Q16. When I am cataloging a new record on Orbis, will any updates be exported to OCLC?

A16. No, the program will check for OCLCREC and/or MARS in the history. Under ongoing cataloging conditions, OCLCREC does not appear in the history until a new record has first been sent to MARS, overlaid the Orbis record, had an IR created, and then had the original Orbis record replaced with the 035 IR number and the master record number in 079.

Q17. When cataloging a new record in Orbis, which 035 fields should I delete or retain?

A17a. Retain 035s with YL at the end of the ID number (these represent the old NOTIS ID number & are sometimes useful for determining the order history of the item).
A17b. Retain the 035 OCoLC number if it corresponds to the master record ID number of a record created by an English language cataloging agency. Non-English agencies will have 040 $b and/or non-English 5xx notes and/or a 300 field with non-English abbreviations or terms. If the 035 OCoLC number corresponds to a record created by a non-English language cataloging agency, delete it and replace the 040 field.
A17c. Delete all other 035 OCoLC fields. There should never be two 035 OCoLC fields in the same Orbis record with different ID numbers. If there are two 035 fields with the same OCLC numbers, select the field where the number is preceded by "ocn" or "ocm."
A17d. Delete all other 035 fields.

Q18. When editing a previously cataloged record in Orbis, which 035 fields should I retain?

A18. Retain any 035 fields already in the record, unless there is more than one 035 OCoLC field. See A17c. Two 035 OCoLC fields in a cataloged record should be a rare occurrence, since the LITO process of inserting the 035 field for the IR number will also delete all other 035 OCoLC fields in the record.

Q19. What happens if a record is exported to OCLC with the 035 for another libraries' IR in the Orbis record?

A19. The OCLC program will match first on the master record ID number from 079 and then look for a 035 match among the IRs. When it matches on the other library's IR, the program then checks the 040 for YUS (or YUM). When OCLC creates an IR, the program always replaces the 040 in the Orbis record with the OCLC location code for the owning library. Although there is a match on the 035, the lack of YUS or YUM in OCLC should cause the program to match on other fields, and if no YUL IR is found, the program will create a new IR.
Despite these safeguards, it is still best practice to remove other libraries' 035 IR numbers at the point of overlay to avoid confusing it with a YUS IR.

Q20. Can I change the settings in Connexion to display the YUL IR record?

Q20. Yes. Open the Connexion search window (press F2) and click on the settings button at the bottom left. Check Display Institution Records for a single record and Include Institution Records when searching. The YUL IR will display for a single hit or if the title is selected from an index display. See also Q22.

Q.21. How do I know I am looking at a YUL IR in Connexion?

A21. Look for a 035 field with a YUS prefix, e.g.
035 __ (YUS)201419
The number following YUS is the Orbis ID number.
Check 040. It should read either
040 __ YUS $c YUS
or, $c YUS (with no subsequent $d )
040 __ DLC $c YUS
The title bar will identify the record as Online Institution Record (YUS).

Q22. How do I display the master record in Connexion if the YUL IR is being displayed?

A22. Open the Window menu and click on the title preceded by "Online WorldCat"

Q23. How do I display other libraries' IRs in Connexion?

A23. Starting with the Cataloging menu:
Cataloging-->Show-->All institution records

For more detail and links to related documents, go to Post-Reclamation Workflow: Policies & Procedures

Effective Date: 
January 31, 2014