Database AnalysisDatabase Analysis

August 4, 2004August 4, 2004

TThe he MMARC of ARC of QQuality uality (TMQ)(TMQ)

Analysis of the CCS DatabaseAnalysis of the CCS Database

July 15, 2004July 15, 2004

260 & 300 tags missing:260 & 300 tags missing: The entire 260 (Publisher) and 300 (Physical description) The entire 260 (Publisher) and 300 (Physical description)

information is missing from these records.information is missing from these records.

If these records are for materials for which you will never If these records are for materials for which you will never make MARC records, then try to identify a common make MARC records, then try to identify a common element in these records that we can use to pull them in element in these records that we can use to pull them in the future (and not print them as we are doing here).the future (and not print them as we are doing here).

If there is no way to identify these records, then add If there is no way to identify these records, then add something to each in a local field, e.g., 945 $bOCLC DO something to each in a local field, e.g., 945 $bOCLC DO NOT SET, and tell us about it so we can pull them next NOT SET, and tell us about it so we can pull them next time. Otherwise, add the missing information to these time. Otherwise, add the missing information to these records.records.

No 049, 1xx, 260 or 300

No 020, 1xx, 260, 300

No 02X, 260, 300Note: TAPELOAD DATA

No 02X, 260, 300

Note: Created by, Date Cataloged

Item has circulated12 times

HUNTLEY DATA

What does this record need tomake it “legal”?

945945 ‡b OCLC DO NOT SET‡b OCLC DO NOT SET

Please check all your library’s “uncataloged” records for 945 tags!

How do you properlyremove a tag from a record?

Entire 260 missingEntire 260 missing

The entire 260 (Publisher) information is missing from The entire 260 (Publisher) information is missing from these records.these records.

If these records are for materials for which you will never If these records are for materials for which you will never make make MARC records, then try to identify a make make MARC records, then try to identify a common element in these records that we can use to common element in these records that we can use to pull them in the future (and not print them as we are pull them in the future (and not print them as we are doing here). doing here).

If there is no way to identify these records, then add If there is no way to identify these records, then add something to each in a local field, e.g., 945 $b OCLC DO something to each in a local field, e.g., 945 $b OCLC DO NOT SET, and tell us about it so we can pull them next NOT SET, and tell us about it so we can pull them next time. time.

Otherwise, add the missing information to these records.Otherwise, add the missing information to these records.

Where is 260 info?

Either catalog in OCLCor add 945

Does this contain“OCLC DO NOT SET”?

Enter in OCLC or“DO NOT SET”

260 ‡b missing260 ‡b missing

260 $b (Publisher) is missing from this 260 $b (Publisher) is missing from this record and 000/06 (Record type) is not 'd', record and 000/06 (Record type) is not 'd', 'f', 'p', 'r', or 't' (Manuscript or Realia).'f', 'p', 'r', or 't' (Manuscript or Realia).

If this is a published work, add a 260 $b, If this is a published work, add a 260 $b, even if you must use ':$b [s.n.]' to indicate even if you must use ':$b [s.n.]' to indicate that the publisher is unknown.that the publisher is unknown.

260 a?

260 ‡b?

260 ‡a?

260 ‡c missing260 ‡c missing

260 $c (Date of publication) is missing 260 $c (Date of publication) is missing from this record and 000/07 (Bib level) from this record and 000/07 (Bib level) does not indicate that this record is a serial does not indicate that this record is a serial ('s' or 'b').('s' or 'b').

Add a 260 $c, even if you must guess at Add a 260 $c, even if you must guess at the date.the date.

260 ‡c

Can the problems with this record be resolved by transferring the holdings toanother record? Search for key elements, title words and publisher name.

Looks like a possible match! Get details.

Phys. Description vs. RecType cPhys. Description vs. RecType c

000/06 (Type of record) does not match 300 $a 000/06 (Type of record) does not match 300 $a (or the 300 $a is entered incorrectly; AACR).(or the 300 $a is entered incorrectly; AACR).

Fix the 300 $a, or change the leader RecType to Fix the 300 $a, or change the leader RecType to 'a' for printed or 't' for manuscript language 'a' for printed or 't' for manuscript language material and adjust the 008 accordingly to match material and adjust the 008 accordingly to match the type of material described in the 300 $a, the type of material described in the 300 $a, except in rare exceptions.except in rare exceptions.

NSS

Phys. Desc. vs. RecType i or jPhys. Desc. vs. RecType i or j

000/06 (Type of record) does not match 000/06 (Type of record) does not match 300 $a (or the 300 $a is entered 300 $a (or the 300 $a is entered incorrectly; see AACR).incorrectly; see AACR).

Fix the 300 $a, or change the leader Fix the 300 $a, or change the leader RecType to 'i' for non-musical or 'j' for RecType to 'i' for non-musical or 'j' for musical sound recordings and adjust the musical sound recordings and adjust the 008 accordingly to match the 300 $a, 008 accordingly to match the 300 $a, except in rare exceptions.except in rare exceptions.

“Pseudo-MARC”

Pseudo-MARC

RecType does notagree with 300

Is there a better“duplicate”?

Search by publisher’s number (“Label no.”)

Voila!

Phys. Desc. vs. RecType gPhys. Desc. vs. RecType g

000/06 (Type of record) does not match 000/06 (Type of record) does not match 300 $a (or the 300 $a is entered 300 $a (or the 300 $a is entered incorrectly; see AACR).incorrectly; see AACR).

Fix the 300 $a, or change the leader Fix the 300 $a, or change the leader RecType to 'g' for projected medium and RecType to 'g' for projected medium and adjust the 008 accordingly to match the adjust the 008 accordingly to match the 300 $a, except in rare exceptions.300 $a, except in rare exceptions.

300 ‡a punctuation/spacing300 ‡a punctuation/spacing

000/06 (Type of record) does not match 000/06 (Type of record) does not match 300 $a (or the 300 $a is entered 300 $a (or the 300 $a is entered incorrectly; see AACR).incorrectly; see AACR).

Fix the 300 $a, or change the leader Fix the 300 $a, or change the leader RecType to 'c' for printed or 'd' for RecType to 'c' for printed or 'd' for manuscript music materials and adjust the manuscript music materials and adjust the 008 accordingly to match the 300 $a, 008 accordingly to match the 300 $a, except in rare exceptions.except in rare exceptions.

RecType should be kRecType should be k

000/06 (Type of record) does not match 000/06 (Type of record) does not match 300 $a (or the 300 $a is entered 300 $a (or the 300 $a is entered incorrectly; see AACR).incorrectly; see AACR).

Fix the 300 $a, or change the leader Fix the 300 $a, or change the leader RecType to 'k' for two-dimensional RecType to 'k' for two-dimensional nonprojectable graphical materials and nonprojectable graphical materials and adjust the 008 accordingly to match the adjust the 008 accordingly to match the 300 $a, except in rare exceptions.300 $a, except in rare exceptions.

RecType m (computer file) vs. RecType m (computer file) vs. Phys. Desc.Phys. Desc.

300 $a does not match 000/06 'm'.300 $a does not match 000/06 'm'.

Fix the 300 $a, or change the leader Fix the 300 $a, or change the leader RecType to something else.RecType to something else.

1 computer disk

007 Lacking007 Lacking

000/06 (Type of record) is coded for non-000/06 (Type of record) is coded for non-print, so the record must have an print, so the record must have an appropriate 007 (Physical description fixed appropriate 007 (Physical description fixed field) to assist in matching records for field) to assist in matching records for union databases.union databases.

No 007 and no 300No 007 and no 300

SerialsSerials

008/21 (Type of serial designator) is coded 008/21 (Type of serial designator) is coded 'p' (Periodical), but 008/18 (Frequency) is 'p' (Periodical), but 008/18 (Frequency) is coded 'a' (Annual) 'g' (Biennial) or 'h' coded 'a' (Annual) 'g' (Biennial) or 'h' (Triennial).(Triennial).

Is this serial really a periodical (part of a Is this serial really a periodical (part of a Union List of Serials)?Union List of Serials)?

If not change 008/21 'p' to blank; add 310 If not change 008/21 'p' to blank; add 310 if missing.if missing.

Other problemsOther problems

Database / Cataloging Database / Cataloging QuestionsQuestions

August 4, 2004August 4, 2004

From now on . . .From now on . . .

Any record that has a legitimate Any record that has a legitimate OCLC OCLC control numbercontrol number in tag 001, preceded by in tag 001, preceded by “ocm” must have its “ocm” must have its Title Control NumberTitle Control Number based onbased on the the OCLC control numberOCLC control number..

Manually edit the Manually edit the Title Control NumberTitle Control Number if if necessary.necessary.

Cataloging FormatsCataloging Formats

Use the Use the correct MARC formatcorrect MARC format, even for , even for brief order recordsbrief order records

Locally defined tagsLocally defined tags

009 009 clsMacroFixclsMacroFix

this indicates a machine-match on an OCLC record; if you have this indicates a machine-match on an OCLC record; if you have verified that it is a correct match, delete this tag; if not, leave it.verified that it is a correct match, delete this tag; if not, leave it.

902902 TAPELOAD DATATAPELOAD DATA 902902 HUNTLEY DATAHUNTLEY DATA 902902 CARY DATACARY DATA 902902 CRYSTAL LAKE DATACRYSTAL LAKE DATA 998998 INTERLIBRARY LOANINTERLIBRARY LOAN 999999 PRELIMINARY DATAPRELIMINARY DATA

Dispensable tagsDispensable tags

949 Item Loading Data – useful only 949 Item Loading Data – useful only once; after items have been loaded it is no once; after items have been loaded it is no longer necessarylonger necessary

994 Z0|bJED – indicates method used to 994 Z0|bJED – indicates method used to export from OCLC and Cataloging symbol export from OCLC and Cataloging symbol (Z39.50 by JED)(Z39.50 by JED)

Should we?Should we?

020 ‡c Price — not necessary, but retain if 020 ‡c Price — not necessary, but retain if found & correctfound & correct

049 Cataloging Library symbol — add yours if 049 Cataloging Library symbol — add yours if you authenticate the record or make changes to you authenticate the record or make changes to one already authenticatedone already authenticated

Update cataloging to AACR2 — update Update cataloging to AACR2 — update whatever you can including punctuation and whatever you can including punctuation and subfieldssubfields

Validate headings — ALWAYS!Validate headings — ALWAYS!

Questions?Questions?