CUL Technical Services Manual, Bibliographic Records/Delete/Instruction

Bibliographic Records/Delete/Instruction

Table of Contents | Example Level

DELETING A BIBLIOGRAPHIC RECORD

Instruction Level

NOTE: A special sign-on password is required in order to delete a bibliographic record from NOTIS. If you do not have delete authorization, you will not be able to complete the following delete process.

There are two major steps to the bibliographic record delete process on NOTIS:

  1. An input operator marks the bibliographic record and all associated records to be deleted.
  2. The index regeneration program is run. This removes indexing of all access points, except record ID, from the record marked to be deleted. Note: bibliographic records marked for deletion remain in the data base, unindexed, until such time that a program to delete them is run.
This section describes how to mark bibliographic records and all associated records to be deleted on NOTIS. The remaining step is not described in this section.

Use the bibliographic record delete procedures outlined in this section only for deletion of duplicate records, incorrectly-input bibliographic records, or acquisitions-type records for cancelled or not available items.

NOTE: In marking a bibliographic record to be deleted on NOTIS, care must be taken to ensure that the equivalent record in the RLIN data base is deleted also.

Step 1. Display Copy Holdings Records

Display the copy holdings record for the bibliographic record to be deleted. If there are no order linkages attached to any copy statement, skip to Step 3. If there is an order linkage attached to any copy statement, refer to the appropriate Processing Center procedures. If there are no specific procedures for your Processing Center, use the general procedures in Step 2 below.

Step 2. Check Order Linkage Number

The first character of the order linkage number determines whether the bibliographic record can be marked for deletion:

a. If the order linkage number begins with either "H" or "Y", then the order record has been copied to an offline order history file, and the bibliographic record can be marked for deletion. Continue to Step 3 below.

b. If the order linkage number begins with "A", then the order is an active order, and acquisitions staff must determine how to handle the transfer of order information from the bibliographic record to be deleted to the bibliographic record to be retained. Do not proceed with these procedures until notified to do so.

c. If the order linkage number begins with "Z", "X", "W", or "V", then the completed order information has NOT been copied to an offline order history file, and the bibliographic record cannot be deleted. However, mark the copy holdings record as follows:

  1. Display the copy holdings record linked to the bibliographic record to be deleted.
  2. Add a title-level note explaining that the bibliographic record is being held to be deleted (e.g., "Record to be deleted following acq copy to history abc 5/12/88").
  3. For each copy statement on the copy holdings record, place the cursor on the classification type code and type an uppercase letter "Z" over whatever character exists in the classification type code. This will generate the online catalog message: "The library does not own this title".
  4. Press ENTER with done on the command line. The system responds with the message "HOLDINGS RECORD UPDATED".

Do not proceed with the following delete procedures until notified to do so.

Step 3. Note Copy Holdings Information

For duplicate records, if the copy holdings have not already been transferred from the bibliographic record to be deleted to the bibliographic record to be retained, print or write the copy holdings information so it can be retyped on the copy holdings record of the bibliographic record to be retained. Copy holdings records cannot be relinked to a different bibliographic record.

Step 4. Delete Holdings Record (MHLD)

Step 5. Delete or Relink Item Records

Step 6. Mark the Copy Holdings Record to be Deleted:

Step 7. Mark the Bibliographic Record to be Deleted:

  1. Display the bibliographic record by pressing F6.
  2. Press TAB to place the cursor on the STAT field. If TAB moves the cursor past the STAT field, you do not have authorization to mark a bibliographic record to be deleted. Check with your supervisor.
  3. Move the cursor to the second character in the STAT field.
  4. Type an uppercase "D" over whatever character exists in the second character in the STAT field.
  5. Press ENTER with done on the command line. The system responds with the message "RECORD (NOTIS record ID) UPDATED". The bibliographic record has been marked for deletion. No further changes can be made to either the bibliographic record or the associated linked records. Example

Step 8. Followup on RLIN:

Marking a bibliographic record to be deleted on NOTIS causes a "delete" record to be written to tape and sent to RLIN. If the RLIN ID on the "delete" record matches an RLIN ID in the RLIN data base, the RLIN data base records (bibliographic, holdings, item and unit) will be deleted automatically. If the RLIN ID on the "delete" record does not match an RLIN ID in the RLIN data base, the "delete" record will have no effect in RLIN (i.e., it will not be loaded).

The RLIN ID number on the record being output to RLIN is derived from the NOTIS record in the following ways:

  1. If there is an 035 field in the NOTIS record beginning with "(CStRLIN)NYCX...", the RLIN ID on the record being output will be "NYCX...", e.g., NOTIS "035 (CStRLIN)NYCX88B12345" will become RLIN ID "NYCX88B12345"
  2. If there is not an 035 field beginning with "(CStRLIN)NYCX...", the RLIN ID is created from the NOTIS ID number. For example, the NOTIS ID "AHA1000" on a books format record will result in the RLIN ID "NYCXAHA1000-B". The NOTIS ID "AHX1000" on a serials format record will result in the RLIN ID "NYCXAHX1000-S".

NOTE: Please note that the loc code "xxx" is not valid for NOTIS tape output. A delete record will not be sent to RLIN if the only loc code on the NOTIS record is "xxx". Do not use loc "xxx" if you want a "delete" record sent. To prevent a "delete" record from being sent, use the loc "xxx" in all copy holding statements.

NOTE: "Replacement" records are frequently created in NOTIS, often the result of derives from the LC resource file. When a replacement record is created, the old record is deleted. Care must be taken to insure that the new record replaces the old record in RLIN as well. Do not add the RLIN ID number to the 035 field of the new NOTIS record. Doing so will cause the replacement record to overlay the old record in RLIN and then be deleted by the "delete" record which follows.

To manually delete records from RLIN:

For RLIN unit type "e" records (extended procurement), check with Acquisitions before deleting the record.

RLIN R/TYP "c" records (catalog holdings only):

  1. Set the function to CAT MAI.
  2. Display the record to be deleted and put the record in update (UPD).
  3. Display the holdings screen (HOL).
  4. In the INS field, type the letter "D".
  5. Press ENTER to record the delete.
  6. The record will be deleted from RLIN overnight.

RLIN R/TYP "a" records (acquisitions units only) with an in-process code (e.g., OCAT):

  1. Set the function to ACQ MAI.
  2. Display the record to be deleted and put the record in update (UPD).
  3. Display the item screen (ITE). In the IPST field, type "del". Press ENTER to record the item delete.
  4. Display the unit screen (UNI). In the UST field, change the letter "P" to "R" or "r". Press ENTER.
  5. The record will be deleted from RLIN overnight.

RLIN R/TYP "a" records (acquisitions units only) with a completion code (CAT, DEL, CAN):

  1. Set the function to ACQ MAI.
  2. Display the record to be deleted and put the record in update (UPD).
  3. Display the item screen (ITE). In the IPST field, type "del". Press ENTER to record the item delete.
  4. Display the unit screen (UNI). In the UST field, change the letter "P" to "R" or "r". Press ENTER.
  5. The record will be deleted from RLIN overnight.

RLIN R/TYP "b" records (both catalog holdings and acquisitions units)

  1. Set the function to CAT MAI.
  2. Display the record to be deleted and put the record in update (UPD).
  3. Display the holdings screen (HOL).
  4. In the INS field, type the letter "D".
  5. Press ENTER to record the delete.
  6. Change the function to ACQ MAI.
  7. Display the record to be deleted and put the record in update (UPD).
  8. If the item has a completion code (CAT, DEL, CAN), display the item screen (ITE). In the IPST field, type "del". Press ENTER to record the item delete.
  9. Display the unit screen (UNI). In the UST field, change the letter "P" to "R" or "r". Press ENTER.
  10. The record will be deleted from RLIN overnight.

Table of Contents | Example Level

Rev. 1/13/99 dih