Archive for the ‘Merging’ Category

Tip #160: Using subfield z in a 020 or 024 field to prevent mismerges

Sometimes two Evergreen records will have matching 020 or 024 fields but the records themselves are not duplicates. These records may merge if an automated deduplication program is run, which means your item may end up on a completely wrong record. You can prevent automated mismerges by using a subfield ‘z’ in one of the records.

Record A: 020 __ |a 9780553349498
Record B: 020 __ |z 9780553349498
Record C: 024 1_ |a 883929242221
Record D: 024 1_ |z 883929242221

Any 020 or 024 field, subfield ‘z’ will be ignored by deduplication software. In the examples above, Record B would not merge with Record A or any other record with that ISBN number and Record D would not merge with Record C or any other record with that UPC number.

The Cataloging Committee recently discussed how to decide which record should have the subfield changed. Here are some guidelines:

  • When 2 totally different items are issued with the same ISBN, check to see which picture is displaying in the OPAC. Use a subfield ‘z’ in the 020 or 024 field of the record that is displaying the wrong picture.
  • When there are multiple versions or editions sharing the same number, code the 020 or 024 of the record with the most holdings subfield ‘a’ and the rest subfield ‘z’. If the holdings are equal, use subfield ‘a’ on the newer item.
  • If a children’s book is packaged with an audiobook and cataloged as a non-musical sound recording, then the ISBN for the book component should be coded with a subfield ‘z’ in the 020 field. If cataloging a book with a DVD or CD inside and there is a 020 or 024 field for the disc, it should be coded with a subfield ‘z’.
  • When working with a Blu-ray/DVD combo pack:
    • If the two components are cataloged on separate records and have unique ISBN or UPC numbers, code the 024 for the individual components with a subfield ‘a’ but code the 024 for the set with a ‘z’;
    • But if the two components are cataloged on separate records and both components share the same ISBN or UPC number, then the components should also have a ‘z’ in the 024 field to prevent them from merging.
    • However, if both the Blu-ray and DVD components are being attached to the same record, the 024s for the individual components should be coded with a subfield ‘z’ and the 024 for the set given a subfield ‘a’.

Anytime there are two records sharing the same ISBN or UPC number, these records should be evaluated to determine if they are duplicates and need to be merged or if they are for truly different items and one record needs to have the 020 or 024 subfield changed to prevent a mismerge.

Of course, if you are absolutely sure that a number in the 020 or 024 field is totally wrong and does not belong on the record, such as an ISBN for a large print version on a regular print record or a ISBN for an ebook if the record is for a paper copy, then you can just delete the field.
Originally published on December 14, 2012.


Tip #130: Merging is so much easier since 2.1!

For those CAT-1 catalogers who haven’t taken the time to merge duplicate records since the upgrade in December, please give it another try. It’s really much, much easier and faster.

From the Record Merging screen, catalogers now can:

  • View the fixed field grid
  • Remove a record from consideration (look for the button with the red X)
  • Edit the record (click on the Edit Bib radio button and be sure to save the record before merging)
  • Add holdings (click on the Holdings radio button)

PLUS: If you click ‘Edit’ on multiple records and use the flat text editor on each, you can easily copy and paste elements from multiple records into the one you plan to keep.

Don’t forget to empty your record bucket after completing the merge.

As always, take care when merging to only combine truly duplicate records.

It’s best to limit merging to 3 or 4 records at a time, especially if you plan to edit in the Record Merging screen. Follow the matching guidelines found in the EI Cataloging Procedures Guide.
Originally published on April 20, 2012.


Tip #104: Using 020 Subfield z to prevent mismerges

The recent deduplication project has brought to light the dangers of keeping inappropriate ISBNs in our bibliographic records.

In anticipation of the next deduplication event, we catalogers need to take a closer look at records with multiple 020 fields before attaching our holdings.

If an inappropriate ISBN is found, we have two options:

  1. Delete the ISBN if it clearly has no connection with the record; or
  2. Change the subfield of the 020 field from ‘a’ to ‘z’ so that the ISBN will be ignored by the deduplication software. This will prevent the record from merging with other records sharing that ISBN.

How to decide what to do?

Delete both the 13- and 10-digit ISBNs if they clearly do not belong on the record. Look for identifying information in parentheses next to the ISBN, such as “(ebook)” or “(library ed.)”. Examples of ISBNs that need to be removed:

  • ISBNs for an ebook if the record is for a paper copy
  • ISBNs for the large print version if the record is for regular print
  • ISBNs for the regular print version if the record is for large print
  • ISBNs for a library edition of an audiobook if the record is for the retail edition
  • ISBNs for a retail edition of an audiobook if the record is for the library edition

Change the subfield of the 020 field from ‘a’ to ‘z’ if the ISBN is somewhere on the item but you want the deduplication software to ignore it. In these cases, you want the ISBN to still be on the record, but you don’t want other records with this same ISBN to be merged with it. Examples of ISBNs that belong in a subfield ‘z’:

  • Components of a kit that could have been cataloged separately.
  • ISBN for a children’s book packaged with the audiobook if the item is being cataloged as a non-musical sound recording.
  • ISBN for the Blu-ray/DVD combo pack if the components are being split up and cataloged separately.
  • ISBNs for the separate components of a Blu-ray/DVD combo pack if the pack is cataloged as a single resource.
  • The ISBN for the item in hand if there is already a record with that ISBN in Evergreen but your item clearly does not match and the records should not be merged.

Originally published on October 7, 2011.


Tip #97: Mismerged records

By now we’ve all discovered records that have merged in error during the recent deduplication project. These errors were often caused by incorrect ISBNs on the bib records.

If you find your library’s material attached to the wrong record, of course you’ll need to find and transfer the item to a correct one. This may require importing a new record for your holding.

However, please don’t forget to also remove the ISBNs for your item from the wrong record before moving your item to the correct one. Doing this will prevent another mismerge in the future. If you believe the ISBN belongs on the record but should not be used as a matching point for deduplication purposes, you can move it to a 500 note field.

If you have time, please also view the other libraries’ holdings. If it’s apparent from the call numbers and prices that items owned by other libraries are also attached to the wrong record, either send the individual libraries an email or take a minute to post a note on the list serv.
Originally published on August 12, 2011.


Tip #78: Merging empty records

Empty records (those with zero holdings) clutter search results and are an annoyance to both library patrons and staff.

However, no matter how much you are tempted, please do not delete these empty records because they may be in use by libraries in the automation process.

Also, be aware that some records in Evergreen are supposed to be empty because they represent a downloadable electronic resource. These types of records can be identified by the GMD of [electronic resource]. Please leave these records alone.

The one thing we catalogers CAN do about empty records that are not for electronic resources is merge them with other matching records.

So when you encounter an empty record, remember:

  • never delete it;
  • leave it alone if the GMD is [electronic resource]; and
  • only merge if it is not an electronic resource and you are certain that the records match.

Originally published on April 1, 2011.


Tip #12: Using Record Buckets to Merge MARC Records

We scan in an ISBN and a huge list of records that probably could be merged scrolls down our screen. We’re overwhelmed. We know we don’t have time to merge them all, so we just pick one record, attach our holding, and move on. Sound familiar?

Well, those records aren’t going to merge themselves, and the volume of ‘hits’ for some of these popular books confuses our patrons and frustrates our staff. So here’s a battle plan that we think can work:

  1. Pick a good record to add your holdings to and put it in a record bucket.
  2. Using the matching points as a guide (ISBN, Author, Title, Pagination, and Publisher), select just TWO other records to add to the bucket.
  3. Merge.
  4. Add your holding and move on, guilt free because you know you’ve done your part.

The next cataloger who scans in that ISBN will have 3 less records to deal with and can select 3 more to merge.

Yes, the State Library does have a few interns working on this, but the task is overwhelming. If we all just take the time to merge 3 records at least some of the times we see one of those endless lists of duplicates, then eventually things will start to look a bit less chaotic.

Information on merging can be found beginning on page 19.17 of the updated EI Catalog Training Manual.
Originally published on November 13, 2009.



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