The Ohio State University

Document: Procedures for Creating Multiple Duplicate Bibs to Hold Item Records
                  (Serials and Monographic Sets)

Date: 8/2/01

Effective: 8/2/01

Created by: Serials and Electronic Resources Department (SER) (clo)

At present, the Innovative Innopac system has a maximum capacity of holding approximately 3,000 attached records (check-in, order, item records). For titles with a large number of item records, it’s necessary to create duplicate bibliographic records to hold additional items. This procedure addresses this issue until enhancements are made to the Innovative system to increase the number of attached records.

1. OSCAR

Determine approximately how many bibliographic records will be needed to accommodate the number of attached records. Some location libraries are adding backfile holdings of item records, so allow for future needs. From the bibliographic record, choose option G, GENERATE a duplicate record. Repeat this procedure as as needed.

2. Transfer Attached Records

Transfer the appropriate number of attached records to each duplicated OSCAR record. For titles with check-in and order records (for all account units), keep the records and latest holdings for each account unit on the original bibliographic record. If there are multiple account units with duplicate holdings, keep the duplicate holdings together.

3. Bibliographic Maintenance

In the title field (MARC tag 245) add subfield n ($n) to each duplicate bibliographic record indicating the range of attached item record holdings for that bibliographic record. For example:

OSCAR bib #1:

     245 Chemical abstracts$n[v.1 to v.65]

OSCAR bib #2:

     245 Chemical abstracts$n[v.66 to v.108]

For the bib record with the attached continuation check-in and order records:

Original OSCAR bib :

     245 Chemical abstracts$n[v.109 to date]

Change the CAT DATE in all OSCAR bibliographic records to the current CAT DATE so that all records will undergo authorities processing.

4. Check-in (LibHas) Maintenance For OSUL Titles

For titles not on continuation, add the same LibHas statement on each duplicate bib with the all-inclusive holdings statement. For example:

     LibHas v.1(1900)-v.199(1999)

For titles on continuation, add an open-ended LibHas statement on each duplicate bib depending on the statement in the current check-in record. For example:

     LibHas v.1(1900)- or, LibHas current issues only

5. Check-in (LibHas) Maintenance For Other Account Units (e.g. LAW, HEA, ARD)

Notify the contact person in each unit to add the appropriate LibHas check-in record.