1.  INTRODUCTION
The Western Regional Storage Trust (WEST) is a distributed, retrospective print journal repository program.  Under the WEST program, participating libraries consilidate and validate print journal backfiles at major library storage facilities and at selected campus locations.  Rice University has participated as a WEST archive holder since 2012 and became an archive builder in June 2012 for the second year of the initial grant period.  The volumes covered by the project typically start with the earliest held and extend through 2005, though in some cases later volumes may be included.
The WEST titles selected for archiving are divided into three archive types, based on the risk profile of each title assigned by WEST:  Bronze (low risk), Silver (moderate risk), and Gold (higher risk).  The Bronze titles may be housed either in the LSC or in Fondren or BIC; all Silver and Gold titles will be transferred to the LSC.  The Bronze titles require no validation standards, Silver titles are validated at the volume-level for completeness only, and Gold titles are validated at the issue-level for both completeness and condition.  Validation is done by LSC staff, who fill out audit sheets noting missing volumes or issues and (for Gold titles) any condition problems (such as missing pages, water damage, etc.).  These audit sheets are then reviewed by Rice's project coordinator (currently the Assistant University Librarian for Research Services) and given to the Serials Cataloger.  Using these sheets and information already present in the MARC holdings records, Cataloging staff add the completeness and condition fields to the holdings records in Sirsi.

2. WEST RECORD EDITING PROCEDURES
Overview: Cataloging makes certain edits/additions to the Sirsi bib, MARC holdings, and Item records. IT (Mang) then dumps the holdings of specified records into a text file. Cataloging does additional editing/checking in MARC edit and saves the completed holdings records as two MARC files (one for the LSC holdings and one for the campus locations holdings, because they each have to be loaded with a separate OCLC library code). Those files are then checked, edited for errors, and uploaded to OCLC. At some future point, the same holdings records will have to be uploaded into PAPR, but that is supposed to occur only once a year and we will be notified when to do it (I don't yet have any information on how that will be done, so no procedures at this point).

Edits in Sirsi bib record:

• 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, etc.

Edits in the Sirsi MHLD record:

• Put the appropriate code in the fixed field, Enc-Lvl field:"3" – for vol. level holdings"4" – for issue level holdings (required for Gold titles)
• Check that 007 field is present; if not, add one:007 ta
• Add one or more 583 field(s) appropriate for that title:

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.

Edits that happen during the holdings dump (via programming):

• 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 year5, then ItemCat3 = WESTBRO5
  • If 989 = WESTSilver year5, then ItemCat3 = WESTSIL5
  • If 989 = WESTGold year5, then ItemCat3 =
    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