Vendor Record Errors - Shelfready - Workflow

Owned by Melanie Shaw
Last updated: Feb 03, 2023
4 min read

  1. Go to the Vendor Record Errors base in Airtable, here: Airtable Vendor Record Errors

    1. The base contains records from 2 searches in Sierra for Worldcat Cataloging Partners vendor errors:

      1. items which had either:

        1. 910 field worldcat cataloging partners

        2. 260 field [s.l.]

          • has some full records mixed in.

          • has some record errors that were not found in the search below

        And items that had:

        1. 910 field has worldcat cataloging partners

        2. 300 fields don’t have “ “ (a space within the data &/or subfields) or 300 field was missing altogether

      2. Which were then merged & de-duplicated, to make a clean list of titles.

  2. Search record in Sierra

    1. Most precise method is to search by Record Number (Biblio)

      1. In the Leader Record Encoded area

        1. Look for less than full code M (see below, highlighted):

        2. Or minimal code: 3 (highlighted below):

      2. Look for 245, 260, or any field data that is in ALL CAPS.

      3. Look for missing data in 300, or if entire 300 is missing

        • examples: p.|ccm. or pages|ccm.

      4. Look for missing subjects (exception: many literature/poetry/etc. records don’t require them)

      5. When in doubt, ask

  3. Is the record in Sierra already a full record?

    1. go to the Action column in Airtable and

    2. mark them in the Action column as Already Full Record

    3. and fill in the Date - go to Statistics (finished!)

    4. If the Sierra record is indeed a substandard record, go on to the searching OCLC number step,

HOWEVER:

  • If there is only one field requiring an edit (such as the 300 field), you can make the changes in Sierra, instead of overlaying:

    • Copy the OCLC updated data over to Sierra record;

      • change subfield markers to | and remove spaces subfield mark & letter

    • Remember to add your 909 field before Saving

      • 1stname Lastname|bYYYY-MM-DD|cEDIT|dCMS STATS

    • Mark the Airtable Action column with: Sierra edited

    • then go to statistics (at end)

    • If more complex edits would be required, continue to OCLC steps.

  1. Search OCLC number in Connexion

    1. Can be searched in the Command Line Search with any of these prefixes:

      • #1003487

      • no:1003487

      • *1003487

      • or in the Keyword/Numeric Search menu

        1. Click on the + symbol to the right of the search type to load the less popular searches

        2.  

    2. If record has been upgraded to Full in OCLC

      1. Is the 050/090 LC call the same as Sierra version?

        • If call number in OCLC record is different,

          • add our call number in a 090 field

      2. In Sierra, check for any 590’s, or 690’s or any other SCA information (such as 099) in Sierra.

        • If there are any Sierra local fields (590 gift notes, 690 local subjects, or any SCA information, such as 099 call numbers), then

          • If so, copy over each field into the Full record in OCLC (changing Sierra subfield | to OCLC’s ǂ adding one space around subfield ǂletter, as needed)

      3. Get ready to overlay Sierra vendor record with the upgraded OCLC record in Sierra by adding the Bib-number to the 907 field and your 909 field,

        1. 907 .b11111

        2. 909 1STNAME LASTNAME ǂb YYYY-MM-DD ǂc COPY ǂd CMS STATS

      4. Validate, Export, then Import into Sierra

      5. Check overlaid record in Sierra

    3. If the record in OCLC Connexion is still substandard?

      • Go on to an ISBN search:

  2. Search ISBN in OCLC Connexion

    1. Is there a DLC, PCC, or good Full-looking record available in OCLC?

      1. First: Delete our holdings from the substandard vendor record in OCLC

        • Action; Holdings; Delete Holdings

      2. Then in the OCLC FULL RECORD move over any local data from Sierra,

        1. Make sure LC call number is the same:

          • if not, add our Sierra LC as 090 to new bib)

        2. Check for local fields: 590, 690s, 099s, any SCA special notes:

          • if any are found, transfer the fields to the OCLC full record with subfield & spacing edits, as needed.

      3. Get ready to overlay vendor record in Sierra with OCLC full record using the 907 field

      4. Add your 909 1STNAME LASTNAME ǂb YYYY-MM-DD ǂc COPY ǂd CMS STATS

      5. Validate, Update our holdings on chosen full record

      6. Export full record,

      7. Import into Sierra, with overlay load table

      8. Check Overlaid record in Sierra

    2. If there still no good record in OCLC?

  3. Give to Cataloger for upgrading OCLC record

    1. Cataloger upgrades record to full and exports full record

    2. Overlays vendor record in Sierra using 907 field

    3. Check Overlaid record,

    4. Marks Airtable base Action column,

    5. Finish up with statistics & base updates

  4. Take statistics:

    • Record already full in Sierra: Checked record (other)

    • Edited Sierra record: Sierra Bib Edit

    • Overlaid Sierra record with OCLC bib: Copy cataloging

    • Upgraded OCLC bib, then Overlaid Sierra:

      • OCLC upgrade and Copy Cataloging

  5. Fill in Action (if not already done), and Date, in Airtable base.

    • ta da!