Cleanup Project Reports

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HIGH PRIORITY

Correct Invalid OCLC Prefixes - The merge program looks for 035s with the (OCoLC) prefix. Records with invalid OCLC prefixes will not be merged. This condition also affects data load matching. invalid_oclc_prefix

Review the Tag Treatment Table - Be familiar with the decisions

Correct Invalid Bib Tags - Tags with errors are not included in the tag treatment table. They may not be handled correctly or may not migrate. Fields with tag errors could be ones with important local information. Use the ARROW report Counts by Bib Tag to identify tags in your database and Retrieve Doc Numbers by Bib Tag to locate the records for cleanup. See Cleanup Recommendations for handling tags that will not migrate. Some tags will include special characters that can not be used in the Retrieve Doc Numbers by Bib Tag input form. Contact Donna to have her locate the bib numbers for tags with special characters.

Check Bib Tags Against The Tag Treatment Table - Check that all valid tags are included in the Tag Treatment Table to ensure proper handling. Tags not in the tag treatment table might not migrate. Use this report to identify tags with less than 10,000 occurrences that are not in the Tag Treatment Table. Donna will provide additional reports of tags used more 10,000+ times. Tags Not In Treatment Table Updated 1/15

Move Data From Obsolete/Excluded Fields - All fields designated “4” in the Tag Treatment Table will be eliminated before merging records. Some of these contain useful information that may be desirable to retain. If the information contained is not useful, no cleanup is necessary. That Will Not Migrate Updated 1/15

Holdings With No Sublibrary - Sublibrary code is supposed to be a required field for Holdings records in Aleph but the requirement is not enforced. When there is no code the display in the client is the system number making it more difficult to determine which institution owns copies. Nor will the Holdings display in Mango. In addition, the Holdings will not be included in relevant reports. Sublibrary codes should be added to Holdings except in cases where it the Holdings record was created in error and should be deleted or suppressed. Holdings With No Sublibrary Added 2/3

Correct Invalid Authority Tags - Tags with errors are not included in the Tag Treatment Table. They may not be handled correctly or may not migrate. Use the ARROW report Count Local Authority Tag Occurrences to identify tags in your database and Retrieve Local Authority Numbers by Tag to locate the records for cleanup. Some tags will include special characters that can not be used in the Retrieve Doc Numbers by Bib Tag input form. Contact Donna to have her locate the bib numbers for tags with special characters.

Check Authority Tags Against Tag Treatment Table - Check that all valid tags are included in the Tag Treatment Table to ensure proper handling. Tags not in the tag treatment table might not migrate.

Unsuppressed Holdings Records Attached to Suppressed Bibs - Bib records will not be suppressed in the shared database. Unsuppressed holdings will appear as active holdings in Mango Bib Suppressed, Holding Not Suppressed

Delete Records Linked to STA Deleted Bibs - The merge specifications require that deleted bibs be dropped during the merge. Currently deleted records and any holdings, items, orders, etc. linked to them are not accessible through Mango or other public interfaces. We have found that there are some records that were virtually deleted, i.e. have an STA DELETED tag, still have linked records. FCLA is planning to remove all STA DELETED Bib records and any records linked to them from the Production Database March 2, so that nothing marked deleted is transferred to the Shared Bib. This report will identify Bib records with an STA DELETED tag that have orphaned holdings, items, orders, etc. Recommendations for changes needed to retain the orphaned records can be discussed on the Implementation List. STA DELETED bibs and all linked records physically deleted 3/5/12. FCLA will repeat the process before the final production merge.

Records Linked to STA Deleted Bibs - AM

Records Linked to STA Deleted Bibs - FS

Records Linked to STA Deleted Bibs - GC

Records Linked to STA Deleted Bibs - Other Institutions


Remove Print OCLC Numbers from Nonprint Records - Some vendors have used print OCLC records as the basis for cataloging, particularly for e-resources. As these vendors are identified, the erroneous OCLC numbers should be stripped from the records or moved to a different field to prevent the merging of records for differing formats. -- Reports available as vendors are identified

STA Provisional Records with OCLC Numbers - Let's say bibs A, B and C all have the same OCLC number. A and B are fully cataloged; C is a provisional record. C was created or updated more recently than A and B; therefore the possibly incomplete version of many fields will come from C rather than A or B. To guard against this, the OCLC number should be removed from C before the production merge.- Provisional Bibs With OCLC Numbers Updated 1/20

Clean Up Non-Archival Bib 852 Fields - If Bib 852 fields are to be retained and displayed, non-archival 852 fields should be removed from Bib Records. Bib 852Updated 3/26

MEDIUM PRIORITY

Remove Unnecessary TKRs - A significant number of TKRs are old and/or are no longer useful. To keep records at a reasonable size, unnecessary TKRs should be removed. TKRs With 100 or More Occurrences

Move Contents of 599 Fields - 599 fields will not be included in the merge. If you feel some may contain information other than cataloger initials you can request a report of records where there are more than x characters. Added 1/29

Intra-library Cleanup of 035/019 Potentially Duplicate Records - Cleanup of multiple records for the same bibliographic entity and update to most current practice intra_inst_oclc_035_019 [All institutions now have spreadsheets except NC who has no occurrences] Updated 1/12

Cleanup of 035/019 Shared Bib Serial Records - Cleanup of multiple records for the same bibliographic entity and update to current practice. Reports will be created after each test merge from pre-implementation cleanup. Serials librarians will discuss issues and post-implementation strategy on the SERCLIENT-L@LISTS.UFL.EDU listserv. Combined Spreadsheets from the Pilot Project


Review Bibs With No Holdings or Items - Review these bibliographic records to see if there are reasons they should migrate or can be deleted. Bibs With No Holdings or Items Added 2/8

LOWER PRIORITY

OCLC 035 with Second Indicator 9 - Ad hoc report(s) will be added


POST IMPLEMENTATION CLEANUP

Identify Correct 310 Value and Modify in Merged Database (if necessary) - Only one instance of this tag will be retained and it may not contain the correct publication frequency. FCLA will create report of all 310 fields from the last test merge. After the shared bib catalog is created a report of the 310 value will be run to identify records needing cleanup.

Clean Up Almost Identical 510 Occurrences - There will be cases of multiple 510 fields in a record that did not merge but contain essentially the same information. Remove all but one. Ad hoc report after final merge

Correct Bibs With Multiple 245 Non-Repeatable Subfields - Ad hoc report after final merge

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