Music Cataloging, Acquisitions, and Processing at Moore

Besides UTLAS records, we need to re-do 035s that have old system numbers in order for the system to overlay by matching the old records.

Examples of this:

035     ‡9ocm09827382

035     ‡9ocm09828456 871002

Replace with: 

035      ‡a (OCoLC)ocm09827382

Replacing old UTLAS records with OCLC numbers using Connexion

The problem:
Most of the older Moore Library bib records in Matilda were cataloged using UTLAS, rather than OCLC.
These bibs may have bad cataloging. Or, they may simply have an UTLAS number in the 035, instad of the OCLC number. It is impossible to search our records by the OCLC system number  in the 035 field because of this.

Here are examples of some bad 035s that need to be replaced:

The Procedure:

1. You will come across Utlas bibs while cataloging. The 035 will contain a CaOTULAS label for the system number.

Often you will come across books with UTLAS bibs as you are doing other projects, such as adding tables of contents to bibs.

You can find the OCLC record for these by searching by the book's title, often combined with an author name, a publication date, or a publisher name. You can recognize the bib used by Moore Library, because it is designated as HELD. If you do not find an OCLC record marked HELD, ask Melissa for help.

3. The replacement of UTLAS with OCLC records is done by downloading the OCLC bib to your local file in Connexion. Replace the 035 in our catalog record with the OCLC number by copying the control number and pasting it over the UTLAS number. Then you can export the OCLC record if other edits are needed and have been added in Connexion. In Sierra, you cannot Export to replace a record in Sierra  until you have an 035 in the catalog record that will match on the incoming OCLC record.

Example of a proper OCLC 035:                035     ‡a (OCoLC)ocm40799061

Example of bad UTLAS 035:                     035      ‡a (CaOTULAS)121012128

VERY IMPORTANT: Before you save the imported record to the Voyager database, copy and paste the OCLC bib number found in the 035 of the imported bib into the first 035 of the UTLAS record, along with deleting the UTLAS number. This allows the system to match and find the correct record to overlay. This need only be done in the first 035. The OCLC number goes in subfield a of the first 035. Include the prefix (OCoLC)ocm or (OCoLC)ocn.

4. You can edit the OCLC bib in your Connexion file before exporting to overlay an UTLAS bib, these are the edits and steps most commonly required:

• Delete any subject fields (in the 650, 655, and 651) fields) that are not Library of Congress headings (second indicator 0) or FAST vocabulary headings. We prefer to delete foreign language headings.
  
• Type in the TOC in the 505, with first indicator 0, as trained, if you have the book in hand and have determined its usefulness for searching.
• Type the 948 field that fits the occasion. The following is adequate.
  

Example: 948     ‡d 201103 ‡c mmq ‡t ccedit 505

For more examples see, the statistics tab in this guide.

• Mark the bib ready for Update (click on Action, then Holdings, then Update Holdings) and Export (Click on Action, then Export)
• Click on Batch and then Process Batch. Check mark "Record Action" and "Export". (Updating holdings falls under the category of Record Action.
  
• Check the system reports for both the Export and Update Holdings. Both should indicate successful actions, with no errors. If an error is reported, tell Marilyn.
• After successful actions, there will be 2 C's (= Complete) in the Connexion list for the title.