Govt Docs Database Maintenance/Marcive

BACKGROUND: The library receives MARC21 records from Marcive on a regular basis. Some of the data is not accurate in reflecting the type of material the library physically receives compared to how the SuDOC number has been assigned as a call number in the bibliographic record. This has left the database with an anomaly: print version of MARC record and microform item physically received.

SCOPE: This instruction sheet addresses this issue along with other coding issue when working with MARCIVE records. Additionally, this sheet gives instruction to staff who work in Government Documents point to consider and when something should be sent to the Catalog Department for maintenance or revision, or, when they themselves should revise the MARC21 record.

Part I. Identification of Item.

1. Compare the item in hand with the MARC record. Examine the following three fields and the particulars in those fields to see if you have a match:



1. 245 Title
   Presences or absences of: ‡h[microform]



2. Presences or absence of 007 or 533 fields.



3. MAT TYPE in fixed field is "a" or "s"
2. The following grid explains what you have.
   
   

   Type of Material	245 should have	Presence of 007/533	MAT TYPE
   Print copy	absence of:    ‡h[gmd] ex.       ‡h[microform]              ‡h[electronic resource]	NONE	a
   Microform	presence of ‡h[microform]	007 and/or 533	s
   Electronic Resource	presence of ‡h[electronic resource]	LOCATION CODE: wwwgd	m




3. Call numbers. The SuDOC number is repeated in an 099 field in the bibliographic record. Additionally, the phrase “Govt Docs” or “Micro Docs” is preceding the SuDoc number.



4. Call number corrections.



1. Item in hand is: microform
2. MARC Record has: 245 with ‡h[microforms]
3. Call number is: 099 Govt Docs <SuDoc number>
4. Remedy:         Revise call number in BIBLIOGRAPHIC record.
   
   Ex:      Before:            099 Govt Docs A 13.2: In 7/8
              After:              099 Micro Docs A 13.2: In 7/8





5. Material mismatch examples:
   
   Example 1.
   
               
   1. Item in hand is print.
   3. MARC record has 245 with ‡h[electronic resource]
   4. Remedy:         Search for a print record. If none is found, send to Catalog Department for correction. Note record as mismatch.
   
   
   Example 2.
   
               
   1. Item in hand is microform.
   2. MARC record has 245 with ‡h[electronic resource]
   3. Remedy:         Search for a print record. If none is found, send to Catalog Department for correction. Note record as mismatch.
   
   
   Example 3.
   
    
   1. Item in hand is microfiche
   2. MARC record has 245 with ‡h[microform]
   3. Presences of 007 and/or 533
   4. Call number field has “Govt Docs” in 099
   5. Remedy:         Revise 099 to replace GOVT with Micro.



6. Call number Parsing.  All call numbers for Govt Docs are index in the “other” call number index. (F search). They are tagged as 099. Never 090, for this will confuse the indexing and cause the statistical programs to throw the call numbers out from consideration.



7. Item records with call number needing to be contained therein. You should following these steps:
   I         insert field
   c         call number
   What appears:
        CALL NO. MARC tag 090
   Type over 090 with “099"
        CALL NO. MARC tag 099
   You hit «enter» and key in:
        Micro Docs LC 30.2.H 71/2000/
   
   All of the call number is free text.



8. Questions? Please see the Catalog Department staff for more help.

Created 14 August 2003
Questions or comments: email Jeffrey Trimble