DEDUPLICATION 2: SERIAL RECORDS

Sharon Ouchi, convenor of the Serials Records Task Force, presented the following recommended guidelines. The SCCC agreed to follow these guidelines when working on serials deduplication problems.

Major charge: Prepare guidelines to determine which records will be the serials bibliographic core to which libraries should link their check-in and holdings records. Also to assist patrons and staff, develop procedures to dedup duplicate bibliographic records of serial titles in the shared database.

MIGRATION FACTS

1. Migrated serials records for UH Manoa and LAW in the shared database have not been deduped. UH Hilo and community college serial records have had some deduplication done by LTI.
2. In the migration holdings can be attached to their original bib record, another library's bib record, or a deduped, shared record. There will be some serial records with no holdings.
3. Only UH Manoa and Law will have serial purchase orders attached to bib records as part of the migration. The serial P.O.s will be loaded as pending and might be attached to their original bib record, another library's bib record, or a deduped, shared record.

   Because of these facts, the shared database will have various types of migrated serial records, some of which will be duplicates, e.g.,

   1. Duplicate records for a single library (originally had duplicate records in the CARL database) with holdings/P.O.s linked to one or more of the records.

   2. Duplicate records between multiple libraries, with all of the holdings/P.O.s linked to one of the duplicate records.

   3. Duplicate records between multiple libraries, with some of the holdings/P.O.s linked to some or all of the duplicate records.

   4. Duplicate records where Manoa may have its own latest entry style cataloging for some serials and the other library/libraries have serial records following the national standard for successive entry.

   5. Duplicate records where Maui CC has most serials cataloged as monographs; (there are about 637 records with MCC Periodical Collection traced as a series in field 830)

MAJOR FACTORS

1. To create a check-in record a purchase order is required for all serials, even gift material.

2. Bib records cannot be deleted bib when P.O.s are outstanding, holdings are attached, circ transactions are attached, or invoices are attached.

   Because of these major factors and because Manoa and Law will be using the version 99.1 Acquisitions Module, serial records need to be deduped and worked on QUICKLY after the migration to facilitate check-in and processing.

DEDUPING RECOMMENDATIONS

1. SINGLE LIBRARY -- NO DUPLICATE RECORDS
   If, after thorough searching in various ways, (e.g. title, CARL BID no., ISSN, builder search), it is certain that a library is the only one with a record for the title in hand, feel free to use that record for check-in.

2. SINGLE LIBRARY -- DUPLICATE RECORDS
   When a library is the only library with the title and there are duplicate bib records from that library's CARL database, the library should dedup the records. It should link all of the holdings and P.O.s, if any, to one of the bib records and delete the other(s)

3. MANOA ONLY -- Latest Entry
   When UH Manoa is the only with the title and the bib record uses latest entry, this record will be retained. As long as Manoa is the only library with the title, it will continue to use latest entry for title changes. However, if another library begins to receive the title, it should ask Manoa to review the title for recataloging to successive entry.

4. MANOA (Latest Entry) AND OTHER LIBRARIES (Successive Entry)
   When Manoa and other libraries have the title, and Manoa uses latest entry and the other libraries use successive entry, use the successive entry record(s). Add a 591 tag with the text "Dedup UHM keepx vid nnnnnn" to the Manoa record. Each library is responsible for searchign the database periodically to clean up its duplicate record(s). New successive entry records will be created for earlier titles as necessary.

   EXAMPLE: ACM computing surveys.
   Hilo has a successive bib record with Hilo and UH Manoa holdings (Voyager bib i.d. 1908537). Manoa has a latet entry bib record with no holdings (Voyager bib i.d. 1952254).

   • The bib from Hilo becomes the keeper bib. The Manoa record is a duplicate.
   • Add to the bib from Hilo: 591 ^akeepx
   • Add to the bib from Manoa: 591 ^aDedup UHM keeper vid 1908537
   • Manoa will search the phrase "dedup UHM" periodically to identify its duplicate records. Bib 1952254 will be retrieved as a dedup problem. Manoa will add any information to be retained from Bib 1952254 to Bib 1908537 if necesary, and delete bib 1952254. Manoa then needs to create a new bib record for the earlier title (if one doesn't already exist) and move the appropriate holdings from bib 1908537 to the record for the earlier title.

5. MULTIPLE LIBRARIES -- DUPLICATE RECORDS (Successive Entry)
   When there are duplicate successive entry records and multiple libraries have the title:
   1. ONE BIB RECORD WITH ALL OF THE HOLDINGS/P.O.s
      Prefer the bib record to which ALL of the holdings/P.O.s have been attached. If the keeper record is minimal and the duplicate record is more complete bibliographically, edit the keeper record with information from the more complete bib record. Add a 591 tag to the keeper record with the text "keepx". Add a 591 tag to each duplicate record with the text "dedup XXX keeper vid nnnnn".

   2. TWO OR MORE BIB RECORDS WITH HOLDINGS/P.O.s
      If holdings/P.O.s are attached to more than one duplicate record, prefer the bib record to which more libraries' holdings have been attached. If the keeper record is minimal and the duplicate record is more complete bibliographically, edit the keeper record with information from the more complete bib record. Add a 591 tag to the keeper record with the text "keepx". Add a 591 tag to each duplicate record with the text "dedup XXX keeper vid nnnnn dedup YYY" where "dedup XXX" is an entry for the creating library and "dedup YYY" is an entry for a library with holdings attached to the duplicate bib.

   3. BIB RECORDS WITH NO HOLDINGS/P.O.s
      When there are duplicate records and no holdings/P.O.s attached, prefer the more complete bibliographic record. Add a 591 tag to the keeper record with the text "keepx". Add a 591 tag to each duplicate record with the text "dedup XXX keeper vid nnnnn".

      EXAMPLE for b and c above: Bamboo ridge -- (7 duplicate records)
      

      1. Voyager bib 1856232 (Hilo's bib record with holdings for Hilo, West Hawaii, Leeward, Maui, Kapiolani, West Oahu and Manoa attached);
      2. Voyager bib 1946016 (Manoa's bib record with no holdings);
      3. Voyager bib 1858085 (Honolulu's bib record with holdings for Honolulu and Windward);
      4. Voyager bib 1917598 (deduped record for Leeward and Kapiolani with no holdings);
      5. Voyager bib 487140 (Leeward's bib record with holdings);
      6. Voyager bib 478785 (Maui's bib record with no holdings);
      7. Voyager bib 481412 (Maui's bib record (monograph format) with holdings).
      • Keep bib 1856232 (record with most libraries' holdings attached). Add a 591 tag with the text "keepx" to bib 1856232.
      • For bib 1946016, add a 591 tag with the text "dedup UHM keepx vid 1856232"
      • For bib 1858085, add a 591 tag with the text "dedup HCC keepx vid 1856232 dedup WCC"
      • For bib 1917598, add a 591 tag with the text "dedup LCC dedup KAP keepx vid 1856232" (Since it is a deduped record, LCC and KAP are both considered creator libraries.)
      • For bib 487140, add a 591 tag with the text "dedup LCC keepx vid 1856232"
      • For bib 478785, add a 591 tag with the text "dedup MCC keepx vid 1856232"
      • For bib 481412, add a 591 tag with the text "dedup MCC keepx vid 1856232"

      There is a deduplication web site that includes a table of data that can be used to identify who created a bib record and a list of codes to be used in place of XXX in phrases like "dedup XXX"