Local Processing Notes and RLA Recon Clean-up

Current practice |  Past Practice |  Examples of info transfer | RLA Recon Clean-up

Local processing notes (852 ‡x in MFHD : no OPAC display) [formerly 949 notes in NOTIS]

Local processing notes for library staff are recorded in ‡x of the 852 field in the MFHD. Processing notes include a record of transfers, substitutions, call number changes, items not on shelf (“NOS”), serial recording instructions, etc.

For transferred or reclassified materials, record the following information in the 852: 1) transf. & recl. from 2) old location and call number; 3) processing unit/individual’s initials 4) processing date in the format of MM/YYYY

Example:

Past Practice

Local notes for library staff use in NOTIS were placed in the field 949 in the bibliographic record, with the non-public note “949” in the copy holdings record.  These notes were migrated to field 948 in Voyager. Processing notes included a record of transfers, substitutions, call number changes, items not on shelf (“NOS”), serial recording instructions, etc. Since local processing notes may be copy specific, each 948 field begins with the appropriate Orbis location code for the copy (or copies). For Beinecke cataloging the call number was also included. The Cataloging Identification Code (as appropriate) and the date on which the note was made should appear at the end.

For transferred or reclassified materials, a 948 field was created that recorded the following information: 1) new location and call number 2) transf. & recl. from 3) old location and call number; 4) processing unit/individual’s initials 5) processing date in the format of MM/YYYY

As we come across these 948 fields in Voyager, we should transfer the information to 852 ‡x and delete that particular 948.

Transferring notes from 948 to 852 ‡x in MFHD

For 948 fields in Voyager, transfer the information to 852 ‡x and delete that particular 948.

Examples of 948 fields to be transferred to 852 ‡x

Additionally, any other local notes that were in the copy holdings records also migrated to 948. This includes catalogers’ initials, as well as RECON, RLA RECON, and OCLC recon. Do not delete or transfer these notes to the 852.

Examples of 948 fields that should NOT be transferred to 852

RLA Recon Clean-Up

Revised Procedures for adding copies to RLA records

When adding a new copy to an RLA recon record or doing a substitution involving an RLA recon record (records with 035s beginning (UPRA) and having UPRA in the 040)

1. Make sure that the Orbis record adequately matches the item in hand. Copy any information in a 948 field to the appropriate holdings (MFHD) record in a ‡x and delete the 948 in the bibliographic record (if there is already a ‡x note in the holdings record, add the information copied from the 948 to the existing ‡x, separating the information with a semicolon).

2. Recatalog the record to full level and remove 035s beginning “(UPRA)tmpXXX …” or “(UPRA)rdbXXX …”, but NOT the 035 beginning “(UPRA)CTYXRL …” Do not remove the 927, 928, or 948 Recon fields. The 040 need not be changed; however, you may change it to delete multiple ‡d UPRA’s, but leave one ‡d UPRA. Add ‡d CtY-BR to the end of the 040. If you are overlaying or merging the record with an OCLC record, the 040 field will be replaced. Do not remove the 035s until you have cleaned up the record, as the presence or absence of a 035 is an obvious indication of whether the record has been cleaned up or not.

3. For statistics purposes count the new copy in terms of added copies and pieces. If you have recataloged the original copy with that copy in hand, also count the original copy as a Recat title. For substitutions, also count title and pieces under Withdrawals, i.e., count the new copy as added and the old copy as withdrawn.