Background: The System Office distributes
a monthly Duplicates Report to the Technical Services units for all system
libraries. Duplicate bibliographic records are sometimes downloaded to the
shared catalog when another system library enters a record between the time
of Orono's precat URSUS search and its OCLC
downloading process. Duplicates also result from errors in barcode entry, or
the addition of upgraded OCLC records to URSUS either through an individual
library's copy cataloging or the regular Marcive download.
Indexed as BARCODE: 37550016445562
From: i29792289 Fair employment practice cases
Function: mcat Group: 600 Initials: alleyk Entry Date: Jun 12, 2006
LOCATIONS leg , orefb, oro , por
- Review the entire report and mark each entry that includes an Orono
or Darling Center location (including SYS).
- Open Millennium Cataloging.
- For each duplicate marked as an Orono or Darling Center holding,
bring up the items in question by searching URSUS by the field indicated
- Open all records that are returned by the search. Multiple
record viewing is made easier by selecting Window>Tile Horizontally [or
Vertically] from the Millennium Cataloging menu.
- Resolve each duplicate as the situation dictates. The general rule
is that the earlier input record remains and subsequent records are
removed/merged. There are exceptions of course.
- Refer to the Catalog Standards Document, I.A.3 for guidance.
If questions remain, consult with the Head of Technical Services and/or
the representatives of the other libraries involved.
- Keep statistics of corrected duplicates under Bibliographic Record
- How to transfer attached records
- Note: when transferring attached records, remember to first
copy and paste any locally relevant MARC fields to the new record (such
as 5xx note fields, 561 virtual bookplates, added subject headings,
- If the reason for a given duplication is not evident or if further
information is required, consult with the staff member indicated by
"Initials:" (see Sample Entry, above)
- Duplicates indexed by OCLC number can sometimes be traced to MARC
019, indicating a deleted or merged OCLC record.
More Helpful Hints
From "Some notes to save you time in
addressing the duplicates list," by Laura Gallucci, former URSUS System
Manager, ca. 2005.
- The duplicates list is in a new format. It is generated from the
Millennium Cataloging Headings Reports. Until further notice, I am
unable to generate individual lists for individual libraries. The list
for all libraries is generated instead, and annotated manually.
- When examining a duplicate, refer to the Catalog Standards Document,
I.A.3 for guidance.
- Ignore any duplicate with a 4xx listing.
- 028 duplicates tend to be bogus – duplication is on the |b which is
- 020|z and 022|z duplicates are bogus – duplication is on a cancelled
- If you look up a record that appears on your duplicates list and
there is no duplicate, the other library that had the same record on
their list cleaned it up already.
- In general, it seems that a record that appears on your duplicates
list may appear twice because there are two indexes the list examines:
barcode and OCLC number.
- An adjustment to the system options states it has eliminated records
without a cat date from this printed list. If you find exceptions, any
duplicates involving records without cat dates should be ignored.
- Lastly, production of the duplicates list needs to be staggered in
order to eliminate bogus listings caused by the monthly Marcive
government documents load. This load occurs around the 7th to the 11th
of each month. The duplicates list will be produced right before this
load each month.
Return to Technical Services procedures
| Revised: 12/27/2011