Tools

• Airtable

• Sierra

• OCLC

Process

1. Use the Quinney Airtable base as a source for searching OCLC and copy cataloging

2. Record your name in the collaborator column for each item

3. Conduct a title/keyword search for the item in Sierra and compare the Airtable data with the bibliographic and item records - confirm that information matches

   1. Titles match

   2. Bib record numbers match

4. Look for the following in the Bib and item record:

   1. 001 Quiney####

   2. No 035 OCLC number

   3. 590  S.J. and Jessie E. Quinney BARN Collection.

   4. Item Code 1 = 200

      1. NOTE: If the bib record does not have the Quinney #### in the 001 and/or has an OCLC number in the 035, this indicates that the record may have already been overlaid. Skip to the section “What to do if the bib record has already been overlaid”.

5. Conduct a title search for the item in OCLC (include the copyright date/publish date when searching to simplify and narrow results

6. Perform regular copy cataloging for the item – INCLUDE THESE STEPS:

   1. Copy any local notes that might need to be retained from the Quinney record  that are not in the OCLC record (this is very rare)

   2. Copy the bibliographic record number from Sierra (ex. .b0198392) and paste into a 907 field in OCLC before exporting so the new record will overlay and replace the old one – be sure to include the period before the number

   3. Insert a 590 with this text: S.J. and Jessie E. Quinney BARN Collection

   4. SET HOLDINGS IN OCLC IF NOT ALREADY SET

   5. When importing into Sierra use this load template:  LOAD/Overlay bibs & create items (.breifbibovrlay)

      1. This will overlay the bib record with a match point on the 907 field, but it will retain any existing item records and information.  Remember that there should be NO 949s in the record (as this will create additional item records.)

7. Check that the correct bib record was overlayed and that the item record is maintained.  Change the Item Code 1 field to 100 for all item records that have a 200 in the Item Code 1 field.

8. If needed, flag any items that are questionable and leave a description of the problem in the Notes field

9. In Airtable, record the date finished and “Stat Type”

   1. Stats:  All title handled under this category count as “Quinney-CopyCat-Physical.” 

What to do if the bib record has already been overlaid

If the bib record has an 035 OCLC number and/or does not have an 001 with a Quinney#### control number, this indicates that the bib record may have already been overlaid.   Take the following steps:

1. Verify that this is the only record in Sierra matching this title.  If more bib records found, examine the item records attached to those bibs have an Item Code 1 of 100 or 200.  If they are found flag the item in Airtable and leave a note in the Notes field.  These will be examined later.

2. Search OCLC for the record and compare it to the bib record in Sierra.  Update the Sierra record, as needed (or reimport the OCLC record using the 907 – as noted above – verifying first that all local notes are retained.)

3. SET HOLDINGS IN OCLC IF NOT ALREADY SET

4. Verify that there is a 590 note with this text: S.J. and Jessie E. Quinney BARN Collection

5. Examine all associated item records and change any that have an Item Code 1 field of 200 to be 100.

6. In Airtable, record the date finished and “Stat Type”

   1. Stats:  All titles handled under this category count as “Sierra Edits.”

Note: Item Code 1 meanings are explained in the Sierra codes here: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1021837333/Item+Code+1