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Scope : This document provides general guidelines for Database Quality and other staff who deal with problem books and other material returned from the unitsmaterials sent by other units for some type of maintenance.  In most cases, the unit will specify what needs to be fixed, though some interpretation may occasionally be necessary.  Below are some of the issues we may encounter.

Contacts: Barb Tarbox Pedro Arroyo 

Unit: Database Quality

Date last reviewed: 09/25/15 16 Apr 2024 

Date of next review: September 2016 April 2025

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General Guidelines
Bib Instance Record Problems
Call Number Problems
Holdings Problems
Item Problems
Location Problems
Physical Processing Problems 

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Consult the following documentation, as well as staff in LTS Acquisitions and Cataloging, as needed:

•  Added Volumes/Copies
• Barcoding
• Classification Web
• Creating/Updating Holdings Record (Voyager)Edition or Copy of Monograph, in LCRI 1.0 
• Fastcat
• Location and Call Number Corrections
• Oversize Chart
• Medium Rare Transfers
• Physical Processing
•  Withdrawals, Transfers, and Reinstatements
  
  **Note: when making any changes to the Instance, Holdings, or Item Records as described below, make sure to add the appropriate Maintenance information to the Administrative Note of the Instance Record (using the macros ,,mc or ,,mp)**

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Fix typos and other errorsDBQ is regularly contacted about typos or other problems in the Instance record.  If the error appears is reported to appear in the 245Title, Edition, 250Publication, 260Physical Description, 300 or 4xx Series fields, pull book and verify. Update bib record if needed. If bib record is updated, notify Cataloging staff to update OCLC record.  If the CUL record is incorrect, and OCLC has a correct/updated version of the record, overlay the OCLC record onto the CUL record, adding the appropriate maintenance code in the Instance Administrative note.

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1. BIB 050 Instance call number differs from call number assigned.: Determine whether the assigned call number is reasonable and fix, if necessary.  If assigned call number is reasonable, make sure the Holdings Call number matches the call numbers in/on the resource, and return to the stacks.
2. Duplicate items with different call numbers.: Verify that items are in fact identical copies. Withdraw duplicate copy, or fix incorrect call number and add as copy 2, as appropriate.  Consult with the selector if unsure whether to withdraw a resource.
3. Oversize symbol questionable. Verify correct oversize status and fix, if appropriate.
4. Partial, obsolete, or otherwise inappropriate call number. Send : Fix call number if an updated record can provide a usable one, or send book to Cataloging to have new call number assigned.
5. Same call number on two or more physical items. Verify that call numbers are accurate and that items are not in fact copies, rather than different editions or completely different titles. Fix incorrect call number, if appropriate: If items are 2 identical copies of the same resource, add copy number to one of them as appropriate.  If the resources are different, determine whether the duplicate call number was mistaken, or if the works are sufficiently related to have been assigned the same call numbers (e.g. artists' exhibition catalogs).  If the sameness was a mistake, adjust the call number in the Holdings record and in the affected book and have it re-marked.  If it is the result of legitimate call number duplication, select one of the books, and add an appropriate work letter (starting with "b") to the end of the date of the call number field in the Holdings Record to distinguish it from the book with the same call number.  Adjust the written call number inside if applicable, and have the piece re-marked in Physical Processing.
6. Spine label differs from call number written on item. Identify incorrect which call number is incorrect and fix it.  Consult with cataloger as needed.  Re-label the item if necessary.
   
   

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1. Multipart item lacking holdings statement. Add 866, 867, 868 fields, as needed.Holdings , or holdings statement does not match items item(s) in hand. Correct 866, 867, 868 fields, as needed.:. Add or adjust Holdings Statements for volumes, indexes, and/or supplements as needed.
   
   

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1. Enumeration/chronology in item record differs from that on published item or in handwritten call number.: Determine correct enumeration/chronology and fix spine label, handwritten call number or item record, if appropriate.
2. Item record attached to wrong MFHD.Holdings: Relink item to appropriate Holdings, creating new MFHD Holdings if needed.
   
   

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1. Location questionable.: Change the locationPermanent Location field in both the Holdings and the Item record, if appropriate.  If location is changed in the 852 field in holding record, also change Perm. loc. in item record to match.The spine label will 
2. Location varies on spine, on flyer, or in Voyager.FOLIO: Fix spine label, insert correct flyer, or edit online record, as appropriate.
   
   

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1. Call number on spine label questionable. See Call Number Problems : Compare with Holdings call number in FOLIO.  If FOLIO call number is legitimate, create new spine label if necessary, or send back to stacks if call number is appropriate after all.
2. Spine label lacking.: Create and apply new spine label.

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1. , or have re-marked by Physical Processing staff and sent to appropriate location.