Library Technical Services > Procedures & Documentation > Database Maintenance > Large-Scale Digitization | |
| Large-Scale Digitization (LSDI): Record Maintenance (LTS Procedure #109) Scope: This procedure documents current practice for database cleanup associated with the Library’s Large-Scale Digitization Initiative (LSDI). It is meant to be used in conjunction with the Department of Preservation & Collection Maintenance guidelines for LSDI book movers -- see the link to these “physical processing procedures” under Large Scale Digitization Project on that department’s web page. Unit: DMS Date created: 02/25/08 Date of next review: February 2009
Books returned from Kirtas that have not been digitized – Out of spec (oos)
Collection Maintenance staff will insert a white flyer in each book with one of the categories checked explaining why book was not scanned and add shipment date to the flyer. They will return books to DBE for processing.
Procedure for processing books:
1. Display bib, holding and item records for book in hand. Check categories: Item status “Lost”, etc., Call number problem and Other on flyer. Resolve problems with records, if needed.
2. Add a 903 field to the bib record. Also add the number assigned to the category, why book was not digitized, checked on the flyer to the 2nd indicator of the 903 field.
The 903 field should include Kirtas, shipment date, barcode number, volume number, if present and note not digitized by Kirtas.
Example:
903 #2 |a Kirtas |d 20061117 |p 31924096046242 |v v.1 |x not digitized from Kirtas
For multi-part items where only part of the set was not digitized, only those volumes will be returned for processing, not the whole set.
If multiple codes are checked on the flyer, choose one code for the 2nd indicator and ignore the others.
If the book has been rejected because it’s “outside language parameters,” the value in the BIB 008 filed may be incorrect.
Other category √ -- If the flyer contains a note explaining why the book was not digitized, add 2nd indicator value 5 and |x [explanation note] to 903 field.
Examples:
Other category on flyer: clamp problem. Add |x Clamp problem to 903 field. Other category on flyer: Top margin too large for clamp. Add |x Top margin too large for clamp.
3. After processing is completed, route book to appropriate library following location decision on flyer. If book falls into the criteria set up for Rare Annex processing, give book to Deb Warfield to review. If book is a Rare Annex candidate, Deb’s unit will process book for Rare Annex.
Books returned from Kirtas will have a white flyer inserted. “RESCAN” will be added to Other category.
Procedure for processing books:
1. Add |x Rescanned, [shipment date and other info] to the original 903 field. 2. Return book to the owning library.
Examples:
|a Kirtas |d 20070802 |p31924123456789 |x rescanned 9/26/07 |a Kirtas |d 20070802 |p 31924123654987 |v v.3 |x rescanned pp. 86-91 9/26/07
Damaged items that did not go out to Kirtas
Collection Maintenance staff may send the book for processing or they may give us an annotated pick list to work from. The annotated pick list will have a “D” written in front of the bib id number of the damaged book.
Procedure for processing books or annotated pick list:
1. Add 903 field to the bib record. 2. Add 1 to 2nd indicator in the 903 field. 3. Only add |p [barcode number] and |x not shipped note to the 903 field. Do not include |a and |d in the field. 4. Return book to the owning library or return pick list to Collection Maintenance unit.
Ignore previous 903 field in bib record for other copy. Update 903 field for copy in hand if needed. |