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Marcive Project Cataloging

Written by Debbie Novak

Marcive Duplicate Record Removal

  1. Take item off of the book truck of materials you are working from.

  2. Go into Cataloging Client and do a title search.

  3. Pull up each record that you find which matches the title of the piece in hand.

  4. Go into "Window" and choose "tile" so that it is easier to compare the two records to each other.

  5. Make sure the two records are identical AND match the item by checking the following:
    1. 100/110/111 field (issuing person/body (author))
    2. 245 field (title)
    3. 260 field (publication/distribution)
    4. 300 field (physical description)
    Note:  A good online reference source for Marc fields/tags, Bibliographic Formats and Standards, is located at: http://www.oclc.org/oclc/bib/about.htm. Click on the TOC icon (Go to the Table of Contents). It is a good idea to have this site as a bookmark, and open it when you begin work.

  6. Check the 035 fields which have the delimiter "a" before the number. This is the OCLC #. The actual number may have either OcOLC or ocm before it. Even though these prefixes are different, this is still the same OCLC #. These two prefixes are used interchangeably.

    Example:
    (OCoLC)23728092 or ocm23728092

  7. Once you determine the item matches the record, check to be sure there is at least one subject heading and that the subject heading matches the OCLC record. These are found in the 650/651 fields. Check the indicators. The first indicator must be blank, and the second indicator must be 0 or the subject headings are not valid. If the 650/651 fields on Voyager do not match the OCLC record, copy and paste the 650/651 fields from OCLC into Voyager so that the subject Headings are the same on both the Voyager and OCLC Record.

  8. Delete the 265 field if the Bib record has one.

  9. If the two records match, retain the record that West Georgia Catalogers used. Delete any other records -- either the Marcive record or the brief record (See section on Brief Duplicate Record Removal). To determine the Marcive record, look at the 035 field which has delimeter 9 (GPO) before a number.

    Example:
    delimeter 9 (GPO) 91084665
    This is the GPO control number.

    Also, check the 040 field. It will have the letters "Mvl" at the end of the string.

  10. Then, delete the Marcive record from Voyager. In order to delete the Marcive record, you must click on the Marcive Bibliographic Record (Bib Record), then click on "Get Hldgs" (Get Holdings) and then click on "Get Items" These records must be deleted in the following order: Item, Holdings, and Bib. record. the keystrokes to remove records are "Alt & r" and then "d".

  11. Look at the record we are keeping. Click on "Get Hldgs". Click on "Leader". Make sure the "Type of Record" is an "x" when the record is a monograph. Change the "Encoding level" to a "1" when the record is a monograph. Click "Ok". Click icon labeled "Save to DB" (save to database). If you forget to do this step, Voyager will prompt you "This record has been modified close it anyway?" Then, just click "No" and then click on "Save to DB" icon.

    If record is for a monographic/multi-volume set, change the "Type of Record" to a "v" for multi-part item holdings. Change the "Encoding Level" to a "3". Click "Ok". Click icon labeled "Save to DB".

    Note: If record is for a monographic/multivolume set, see section on Monographic/Multi-Volume Set Records.

  12. Click on "008" button. Change the "Method of Acquisition" to "d: Deposit". Click "Ok".

  13. Click on "Get Item". Make sure that the barcode, call number and location all match the item. Go onto next item.

Brief Duplicate Record Removal

  1. Sometimes you will find a brief record and a Marcive record. A brief record is a record which is not fully cataloged. It usually contains only author, title, and call number fields.

  2. If you determine that a brief record and a Marcive record match, delete the brief record.

  3. In order to delete the brief record, you must click on the brief Bibliographic Record (Bib Record), then click on "Get Hldgs" (Get Holdings) and then click on "Get Items" These records must be deleted in the following order: Item, Holdings, and Bib. record. the keystrokes to remove records are "Alt & r" and then "d".

  4. Open up "OCLC Passport for Windows" from the Desktop.

  5. Call up the record on Passport using the OCLC#. Type the number sign (#) and type or paste in the OCLC number from the Marcive record and hit the F10/F11 key. Example: #11585549 and F10.

  6. Compare the Marcive record on Voyager and OCLC record. Look especially at points discussed in number one above and the OCLC number to check whether or not there is an 019 field. If there is not an 019 field, proceed. If there is an 019 field, see step #12, below.

  7. The OCLC record must be updated to indicate that the State University of West Georgia owns this item. Notice the OCLC record says "NO HOLDINGS IN GWC"

  8. Change the 090 field to 099 and paste in the SuDoc call number.

  9. Go to the 049 field. Change the last "C" in GWCC to a "D". It will look like this GWCD.

  10. Hit alt & F10 to send the changes you made to the OCLC record. It should say "2 line(s) modified".

  11. Then, type "u" and hit the F10 key. OCLC will respond with "Record Updated" and the record will now say "HELD BY GWC".

  12. Go back to record in Voyager and edit the bib record as follows. It the OCLC record has a 019 field, add this other number(s) to the Voyager record in separate 035 fields. Hit F4 to get a new field. Begin each 035 field with delimiter "a". Put either OcOLC or ocm before the OCLC number. Example: (OcOLC)43564396 or ocm 43564396. Make sure the OCLC number contains 8 digits. If it does not fill in with the necessary amount of 0's before the number. Also, add 019 field and paste into bib record the numbers exactly as they appear in 019 field in OCLC.

  13. If the Bib Record has a 265 field, delete it. Highlight the field containing 265 and press: alt, e and d. This will delete one single field of the bib record.

  14. Click on "Get Hldgs". Click on "Leader". Make sure the "Type of Record" is an "x" when the record is a monograph. Change the "Encoding Level" to a "1" when the record is a monograph. Click "Ok".

  15. Click on "008" button on the holdings record. Change the "Method of Acquisition" to "d:Deposit". Click "Ok". Click "Save to DB" icon.

  16. Click on "Get Item". Make sure that the barcode, call number and location all match the item. You will need to change copy on the Marcive record from "0" to "1".

  17. If there is no barcode associated with the item record, click on the ellipsis at the end of the barcode field. Wand in the barcode and click "close".
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