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Upgrading and Deriving Records in OCLC

 

OCLC benefits for upgrading and deriving records 

There are certain changes we can make to bibliographic records in OCLC instead of editing records only in Voyager.  We are missing out on some credits from OCLC if we do this, and other libraries could benefit from our work.

Upgrading records

Records with encoding levels K, M, 2, 3, 4, and 7 can be upgraded to full level (upgrade credit)

However, if you are not adding a standard Dewey or LC call number, it is better to enter and replace them at level K so that others can add a standard call number

Full level records I and [blank] can have certain fields added

Call number and subject headings in a scheme not already present

Contents note

We are an Enhance library for Scores (and will be for Books)

Use Enhance logon, available to those doing original cataloging

Allows  addition of other fields to full-level records, such as added entries and notes that we feel are necessary

How to replace the record in any of the above cases:

  1. Make the needed changes to the record.  Change ELvl to I if you are upgrading it.
  2. Validate the record (checks tags).
  3. Click on Action>Replace and Update Holdings.
  4. Export to Voyager as usual.

Entering new records (original record credit)

Do enter new records according to OCLC's policy in "When to enter a new record http://www.oclc.org/bibformats/en/input/default.shtm

You can often derive a new record from an existing one for a related title.

How to derive a new record:

1.      Click on Edit>Derive>New master record.

2.      Click on Yes to keep the fixed field.

3.      Edit the fixed and variable fields as needed.

4.      Validate.

5.      Update holdings.

Export to Voyager as usual  

Parallel records, a special case

OCLC allows a new record to be entered if the language of CATALOGING (as distinct from the language of the item) is not English:  040 $b is present.  In the future OCLC hopes to gather clusters of records for the same title.

This should be done with ALL records that indicate foreign-language cataloging (even those that can be upgraded without much trouble to be acceptable for U.S. OPACs, such as French or Spanish).  OCLC is trying to clear "hybrid" records (with elements such as notes and subject headings in both a foreign language and English) from WorldCat.  They can be reported using the error report form, as can duplicate records in the same language (for example, two German-language records).

When you input a parallel record, add 936 with the OCLC numbers of the parallel records.  You do not have to add 936 to the existing records.

How to create a parallel record:

1.       Press Ctrl-T to copy the OCLC control number.

2.      Click on Edit>Derive>New master record.

3.      Click on Yes to keep the fixed field.

4.      Add field 936   PR [paste the OCLC control number copied in step 1]

5.      Edit the fixed and variable fields as needed.

6.      Validate.

7.      Update holdings.

8.      Export to Voyager as usual.

 

GH 5/14/2009, rev 6/18/2009