BIBLIOGRAPHIC RECORDS WITHOUT HOLDINGS

POLICY:

The SCCC agreed to not touch any bib records without holdings until a report is distributed, (probably in mid-January), listing all such records and describing the reason for the lack of holdings. A bib record can be left without holdings for several reasons, and each reason requires a different clean-up procedure. Waiting for the report will greatly speed clean-up work and minimize the chances of a record being handled incorrectly.

BACKGROUND:

In the shared production database, some bibliographic records do not have holdings attached to them. Investigation has revealed that these records fall into three main categories:

1. Records that did not have holdings in CARL.

2. Records whose holdings linked to a completely incorrect bibliographic record.

3. Records whose holdings linked to another bibliographic record for the same item (a duplicate bib record).

Categories 2 and 3 came about because Endeavor loads holdings separately from bibs, with a loader program that links holdings records to bibs with the same original system number, (in our case the CARL BID). If multiple holdings records have the same original system number, all of them will link to one bib with a matching number. If there is more than one bib with the same CARL BID number, one record will have all of the holdings linked to it and the other records will have no holdings.

In the case of category 2, CARL incorrectly assigned records for different bibliographic entities the same BID number. For example, the record for Hamilton's book Aspects of Indian history and civilization, and the record for Windward CC's sound recording Folksongs of Eastern Europe were both assigned the BID number 595365 by the CARL system. During the production load, holdings for both the book and the sound recording linked to the bib record for the sound recording. The book record was left as a bib without holdings.

In the case of category 3, CARL correctly assigned records for the same bibliographic entity the same BID number, but not all records for that entity underwent deduplication by LTI. For example, both UH Hilo's and UH Manoa's record for the journal Science News were assigned the BID number 200598 by the CARL system. UH Manoa journal records did not undergo deduplication, so both the Hilo and Manoa records stayed in the shared database. During the production load, holdings for both records linked to the record from Hilo. The record from Manoa was left as a bib without holdings.

On Dec. 7, the Systems Office ran a report listing all bib records without holdings in the production database. The report only listed the Voyager i.d. number for each bib record. Paul Beck at Hamilton Library is overseeing a project to manually enhance the report by adding in the CARL BID number of each record and listing which libraries' holdings were once attached to the record. Once these enhancements are completed, each site will receive that portion of the list that relates to its holdings so that clean-up can begin.

The SCCC decided to wait until distribution of the enhanced report before working on any clean-up of bibliographic records without holdings.