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Library Technical Services > Procedures & Documentation > Cataloging > Public Services Shadow Records 

Public Services Shadow Records (Voyager)
 

Scope: These records are essentially duplicate BIBs and MFHDs for commonly searched serial titles, coded in such a way that they will always rise to the top of the retrieval index in the OPAC. Public Services staff will notify Information Organization Services staff of titles that require shadow records.

Contact: Sarah Ross

Date last reviewed: 04/27/06

  Date of next review: April 2007

Cataloger will identify which serial records will serve as the baserecords for the shadows. This procedure refers to these records as the“real” bibs because they have correct,standard bibs with real check-in records and attached Acquisitionmodule payment records.The shadow records may amalgamate several real bibs. For example,multiple providers of electronic versions may have multiple real bibs,but the shadow record gathers all of their 856 fields onto one bib. Andif the paper and microform holdings of a title are not too extensive, acataloger may choose to merge the holdings for print and microform ontoone shadow bib. It is advisable to compile the holdings ofearlier/later title changes onto one shadow bib.

A. Make a copy of the"real" bib for the electronic version

Save new record to the database and edit bib as follows:
  1. BOTH date codes in the fixed fields must be 9999, not just the second date code
  2. Change the 245 to all capital letters, e.g. THE NEW YORK TIMES
  3. Delete any GMD in the 245. Any subfield h will cause indexing problems
  4. Delete all extraneous title fields: 210, 222, 246, 247, 730, 76X-78X
  5. Keep all 856, 506, 538, 899, 906 fields, but pare the record down elsewhere
    For example:the titles often have lengthy frequency notes. "Weekly" or "Daily" is enough for a shadow record
  6. Add 948 inputting statistic with PUBLIC SERVICES SHADOW RECORD in the subfield h. Do not use a subfield "j" in 948 cataloging statistic field
  7. Add 995 NoEx

B. Return to the "real" bib

Retrieve each associated MFHD. Check to be sure thay are not suppressed. For each active MFHD:
  1. Make a Copy of the MFHD
  2. Save it to the database
  3. Relink the MFHD to the SHADOW bib
  4. Remove any 014s from the new MFHD that were associated with the old MFHD
  5. Preserve helpful subfields z. Add a subfield x PUBLIC SERVICES SHADOW RECORD warning Acquisitions staff not to check anything in on this record
  6. Edit the 866, if present, as needed. We will not be checking anything in on this record, so summary holdings will usually work best: E/Lev 3, 856 1st indicator 3, open date in the 856 subfield a

C. Make a copy of each remaining "real" bib

Follow the instructions in section B above, adding the associated MFHDs for each as indicated in the instruction.

D. Search the OPAC

The recently created shadow records should appear first in the index,all in capital letters: first the record for the electronic version,then the print version, and finally the microform version. There is noreliable way to force the records into the preferred order, but theorder seems to be related to when each was last saved to the database.Save the records repeatedly in the Voyager cataloging client in varyingorder until the desired display is achieved. They will remain in thatorder unless they are re-saved.