Table of Contents

DELETING A COPY HOLDINGS RECORD

Instruction Level

Deleting a Copy Holdings Statement Without Linked Item Records, MARC Holdings Records or Order/Pay/Receipt Records:

A copy holdings statement incorrectly added to the wrong copy holdings record can be deleted from the copy holdings record if no item record, MARC holdings record or order/pay/receipt record has been attached to the copy holdings statement.

To delete a copy holdings statement, use the following sequence:

1. Type same over "DONE" or "MORE" on the command line.
2. Press TAB to place the cursor on the copy status code of the copy holdings statement to be deleted.
3. Erase the copy status code and the classification type code. Note that it is not necessary to delete the location, call number, or copy-level notes; the system automatically deletes the entire copy holdings statement when the copy status code and the classification type code are erased. Do not use the `xxx' loc, unless the online loc was never correct and there are MARC holdings records or order/pay/receipt records attached. [More on "xxx"]
4. Press ENTER with same on the command line to proofread the deletion. The system replaces the copy holdings statement with an "empty" copy holdings statement containing only copy status code "0" and classification type code "A".
5. Press ENTER with done on the command line to update the copy holdings record in the data base.

Deleting a Copy Holdings Statement with Item Records, MARC Holdings Records, or Order/Pay/Receipt Records Attached:

A copy holdings statement cannot be physically deleted from the copy holdings record if item records, MARC holdings records, or order/pay/receipt records have been attached to the copy holdings statement.

1. Display the copy holdings record.
2. If required, delete or relink any linked item records from the copy holdings statement.
3. If required, delete any linked MARC holdings records from the copy holdings statement.
4. Display the copy holdings record and type same over "DONE" or "MORE" on the command line.
5. If the statement to be deleted is the last copy on the record, TAB once to the catalog status code, and change the "h" to "x."
6. Press TAB to place the cursor on the copy status code of the copy holdings statement to be deleted. For single-piece titles, type over the copy status code with "0"; for multi-piece titles, type 2. For both, type over the classification type code with "Z".
7. For copies with MARC holdings records or order/pay/receipt records, erase the call number (if any) from the statement.
8. Leave the location code as it appears, unless the location never represented reality and yet there are order/pay/receipt records and/or MARC holdings records attached. In that case, use "xxx" for the location code. An "xxx" loc is the only way to block a copy statement on a cataloged record from output to RLIN via the Tape Out Program (T.O.P). NOTIS copy holdings statements that contain legitimate location codes write over the HOL screen in RLIN, so that the RLIN HOL screen reflects all the NOTIS copy holdings statements except the "xxx" ones. Uncataloged copy statements on cataloged records (cat stat "h") are sent out just as are cataloged statements.
9. Press TAB to place the cursor on the copy statement date (|d subfield) and change the date to today's date.
10. Erase any copy-level notes with the copy holdings statement.
11. Type the following note in the copy-level notes field: "Incorrect copy stmt. removed; [date]"
12. Press ENTER with same on the command line to proofread the correction.
13. Press ENTER with done on the command line to update the copy holdings record in the data base.

If you are removing an incorrect copy location from the first statement of a cataloged record, use the 0Z code but leave the incorrect location code in the subfield a. This information will upload and blank out the holdings on RLIN. This is especially important when it is the location in the first statement that is incorrect and needs to be deleted. If an "xxx" location were to occur in the first NOTIS copy holdings statement, the record would not be output to RLIN at all. This means that when we have "xxx"-ed a first copy statement in NOTIS, the RLIN record is out of sync with the NOTIS record. In order to keep NOTIS and RLIN in sync, we will have to leave location codes untouched in erroneous first copy statements.

When encountering an "xxx" statement in "copy one" of a NOTIS record, either:

1. do an RLIN search to determine what the NOTIS location code would have been, reinsert it, and let the record go out via T.O.P.
2. fix the record manually in RLIN.

In some cases, these problems can be avoided by re-using an incorrect first statement. An "xxx" loc in the first copy statement can be avoided and the statement re-used if 1) there is no MARC holdings record attached OR 2) an existing MARC holdings record can be re-used AND 3) there is no order/pay/receipt record.

For records that were cataloged or reconned in RLIN, the 035 of the NOTIS record must match the 001 of the RLIN record. For records cataloged or reconned in NOTIS, the NOTIS id number will be enough for the record to match against the correct RLIN counterpart.

For copies being withdrawn, as opposed to erroneous copy statements, please follow the withdrawals procedure.

DELETING A COPY HOLDINGS RECORD

NOTE: Because the copy holdings record is so closely linked to the bibliographic record, a copy holdings record cannot be deleted without also deleting the bibliographic record. See Deleting a Bibliographic Record for information on deleting a bibliographic record and the linked copy holdings record.

Table of Contents

Rev. 4/22/96 dih