STANDARDS FOR ADDING BIBLIOGRAPHIC RECORDS

Standards to include in written procedures for adding records to the shared database:

1. Procedures should include an initial step to check and make sure all default settings in the Preferences section of the cataloging module match the work that will be done in a particular add bib session. Such a step is especially important for workflows that involve batching work for similar items together.

2. Preference settings for adding records (organized by tab).
   

   Requirements:

   General Tab:

   1. Import profile should be set to RLIN
      Conditional for RLIN records, OCLC Conditional for everything else.

   2. The Call Number Hierarchies selection should be the one used in the location selected as the Holdings/Item default location.

   Validation Tab:
   "MARC Validation," and "Authority Validation," and "MARC21 Character set validation" should be activated (i.e. the Bypass boxes should NOT be checked.) In addition, the box titled "Bypass Decomposition of accented characters for MARC21" MUST ALWAYS be left blank (i.e. NO check mark).

   Workflow Tab:
   "Check for duplicate barcodes" should be turned on if add bib workflow includes linking items.

   Item Defaults Tab:
   If workflow includes creation of item records, the Item Type selection should be the one used in the location selected as Holdings/Item default location.

   Recommendation:
   

   General Tab:
   If workflow involves use of an import file, checking the "Delete records from import file once saved to database" box helps control clutter in the import file that might lead to adding the same record twice.

3. If the workflow involves adding records that have been saved to disk (floppy or hard), it should be explicitly stated that records are only accessed and added via the Import menu option on the Record pull down menu. (Use of the Workfile/Work record/Work folder option can lead to records being accidentally overwritten in the shared database because it lacks safety features included in the Import option.)

4. Procedures should include instructions on what to do when the MARC Validation pop-up window indicates that invalid MARC values are present in the record.

5. Procedures should include a step to check authority-controlled entries against the shared authority file. Preferred form of entry, as dictated by the authority file, should be used unless it conflicts with documented local practice.

6. Procedures should include an explanation of how local notes in tags 590 and 971 are always preceded by your library's bib data identifier, (e.g. UHM, LAW, HCC).

7. Procedures for adding a record should include a step just before saving to the database requiring the operator to search the shared database several different ways as a final check that somebody else has not added a record for the item. Since many potential duplicate records will be minimal records such as those used for acquisitions purchase orders, searching for duplicates should include searches likely to retrieve such records. Since the import profiles check numbers such as ISBN and LCCN as part of automatic duplicate detection, searching for duplicates should include searches using keys other than magic numbers.

8. Procedures should include instructions on what to do when a duplicate record is detected.

9. Templates used for bib data entry should reflect the SCCC's minimum bib standards or better (see below).

10. Procedures for selecting and upgrading copy cataloging should also reflect the SCCC's minimum bib standards or better.