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- Check that the OCLC number is in the 001 field, and is correctly formatted
- Check that an ISSN number is in 022 $a (for serials which have not been assigned an ISSN, leave blank)
- Add a 989 field with one of the following codes, indicating the title category and project year: WESTBronze year2, WESTSilver year2, WESTGold year2 WESTBronze year3 WESTSilver year3 WESTGold year3, etc.
Edits in the Sirsi MHLD record:
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583 - commitment to retain field – all titles583 – completeness – Silver and Gold titles (fill in after audit sheets received)583 – condition – Gold only (fill in after audit sheets received)
- Add an internal note in a new |x subfield of the 852 field including the title type, category number, and project title number (obtained from the Google spreadsheets created by Collection Development):
852 _1 |cLSC|xWESTGold Cat.4 #15236 - Make any needed edits to the 866, 867, and 868 fields to reflect any missing volumes/issues and to correct formatting (see MARC Holdings Records)
- If a Bronze or Silver title holdings record has any entries at the issue level, you must bring the entire record up to issue-level (EncLvl 4), even though that would not ordinarily be required by the project.
- If the holdings record contains both LSC and campus-location holdings (STACKS, BUSINESS, etc.), create another holdings record for the LSC location and move the LSC holdings fields into that one.
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- Add 035 field populated with OCLC bib control no. from bib record 001 field
- Add 022 field populated with OCLC bib record 022 $a field
- Add 561 field with value: RCE
- Edit 852 (location) field of MARC record as follows:
- If Sirsi MHLD 852 $a = LSC, then:852 $a RCEFP $b MAIN
- If Sirsi MHLD 852 $a = not LSC, then:852 $a RCFSP $b RCFA
- All other fields in 852 are stripped off
- For fields 866, 867, and 868, leave only fields $8 and $a; strip any others off
- Remove 901 field if present
- Change the Sirsi item record, ItemCat3 based on the bib record 989 field:
- If 989 = WESTBronze year2year5, then ItemCat3 = WESTBRO2WESTBRO5
- If 989 = WESTSilver year2year5, then ItemCat3 = WESTSIL2WESTSIL5
- If 989 = WESTGold year2year5, then ItemCat3 = WESTGOL2
- If 989 = WESTBronze year3, then ItemCat3 = WESTBRO3
- If 989 = WESTSilver year3, then ItemCat3 = WESTSIL3
- If 989 = WESTGold year3, then ItemCat3 = WESTGOL3
NOTE: The year number will change each project year (year#)
After the holdings dump:
- Check the holdings record to make sure the automated edits happened and for errors, typos, etc.
- If there are holdings in Fondren that are not part of the WEST project (identified by a note in the holdings field: |xnot WEST), edit the MARC holdings 866, 867, and 868 fields to omit them (Bronze records only, because they weren't all necessarily sent to the LSC)
- If an entire holdings record which is not part of the WEST project is included in the file (identified by the absence of any 583 WEST fields or notes in the record), delete the entire holdings record.
Examples of WEST Holdings Records:
Created by: Alice J. Rhoades