Scope: This procedure consists of step-by-step instructions for various MFHD maintenance tasks normally performed by Database Management Services (DMS) staff and students. Contact: Barb Tarbox
Unit: Database Management Services
Date last reviewed: 11/05/07
Date of next review: October 2008
- Call Number Corrections
- Location Corrections
- Oversize Corrections
A. Call Number Corrections
- To change a call number on a mismarked book, check the explanatory note inserted in the book, then do the following:
1. Update the Voyager Record:
- Search book by title or barcode.
- Verify that the BIB record matches the book. If it does not match, return book to Cathy Cooke or Barb Tarbox.
- Press F5 to retrieve MFHD record.
- Verify that the MFHD record matches the book.
- Make changes in the 852 field, as indicated in the note in the book. For correct format, see call number examples.
- Save the MFHD record to the database.
- Press F6 to return to the BIB record.
- Set cursor to the end of the last variable field and type ,,mc to insert statistics code.
- Save the BIB record to the database.
2. Update the Book:
- On the inside cover of the book and/or on the reverse side of the title page, change the call number to match the one in the MFHD.
- Cross out the call number on the book's label.
- Insert a pink "do not count" flyer in the book for Olin and Asia locations.
- Insert location flyers in items destined for unit libraries.
- Place book on the physical processing truck at the east end of Room 110.
B. Location Corrections
To change a location on a mismarked book, check the explanatory note inserted in the book, then do the following:
1. Update the Voyager Record:
- Search book by title or barcode.
- Verify that the BIB record matches the book. If it does not match, return book to Cathy Cooke or Barb Tarbox.
- Press F5 to retrieve MFHD record.
- Verify that the MFHD record matches the book.
- Change the location code in the 852 field, as indicated in the note in the book.
- Save the MFHD record to the database.
- Press F7 to retrieve item record.
- In the "Perm Loc" box, change the old location to the new location.
- Save the item record to the database.
- Press F6 to return to the BIB record.
- Set cursor to the end of the last variable field and type ,,mc to insert statistics code.
- Save the BIB record to the database.
2. Update the Book:
- On the inside cover of the book and/or on the reverse side of the title page, change the old location to the new location, using the appropriate spine label designation.
- Cross out the call number on the book's label.
- Insert a unit library flyer in the book for the new location -- for example, a book for Echols will get a green "ECH" flyer; a book for Olin will get a yellow "OLIN" flyer.
- Place book on the "Unstamped Hardcover" truck at the east end of Room 110.
C. Oversize Corrections
To add, remove, or correct an oversize symbol on a mismarked book, check the explanatory note inserted in the book, then do the following:
Update the Voyager Record:
- Search book by title or barcode.
- Verify that the BIB record matches the book. If it does not match, return book to Cathy Cooke or Barb Tarbox.
- Check the dimension(s) of the item in the 300 field and consult the Oversize Chart for appropriate oversize designation (+, ++, +++, #, FLAT, etc.).
- Press F5 to retrieve MFHD record.
- Verify that the MFHD record matches the book.
- Update the call number prefix and/or suffix in the 852 field according to the guidelines and examples in the Oversize Chart.
- Save the MFHD record to the database.
- Press F6 to return to the BIB record.
- Set cursor to the end of the last variable field and type ,,mc to insert statistics code.
- Save the BIB record to the database.
D. Update the Book
- On the inside cover of the book and/or on the reverse side of the title page, edit the call number (including the prefix and suffix) according to the examples in the "On Spine" column in the Oversize Chart.
- Cross out the call number on the book's label.
- Insert the appropriate unit library flyer in the book -- for example, a book for Echols will get a green "ECH" flyer; a book for Olin will get a yellow "OLIN" flyer.
- Place book on the "Unstamped Hardcover" truck at the east end of Room 110.
