June 16, 2011

Flowchart Shapes General processing

Manual Input

Off-Page reference

Computer Processing for a Specific Function

Manual Operation

Continuation from previous page

Decision

Preparation

Termination

Reclamation Workflow PREPARATION: Define Records to Include in Reclamation File

STOP

Bibliographic, Holdings, Item Records?

EXCLUDE: 1. 852w/ $h ON ORDER, INPROCESS, UNCAT 2. MFHD Locations: Withdrawn, YULINT (& some locations used exclusively for reserve materials) 3. Suppressed records 4. 035 w/MARCIVE

EXCLUDE Holdings & Item Records

STOP

What category of bibliographic records to exclude?

LITO

Of the remaining records, exclude because of low encoding level?

NO

Library Information Technology Office

PREPARATION: 1.LITO creates files of non-excluded bibliographic records 2. OCLC deletes all YUS IRs in WorldCat database (primarily RLIN derived & all non-roman IRs)—YUS is NOT deleted from Master Record 3. Non-roman catalogers suspend creation of IRs.

OCLC Master Record In OCLC database, a single bibliographic record representing all copies held by OCLC members. Record is generic; all institution specific data is excluded. Master Record has a unique ID number.

LITO begins to export files (maximum file size accepted by OCLC 90,000 recs.)

OCLC IR OCLC PROCESSES FILES 1. Matches Orbis records with master records & sets YUS holdings where necessary 2. Creates new YUS IR with new ID number, Master ID # in 079, Orbis ID in 035 (with YUS prefix). 3. 035 field with Master Record ID in the Orbis record is not carried over into the OCLC IR 4. As IRs are created, OCLC generates files listing Orbis IDs, associated IR numbers and associated Master Record ID numbers (the XREF files)

Institution Record (IR): bibliographic record representing a single institution’s copies, with all institution specific data included. IR “clusters” with the Master Record & other institution IRs, but has a unique ID number plus the Master Record ID in field 079

OCLC exports XREF files to LITO

LITO PROCESSES FILES 1. LITO program matches ID numbers from XREF file to Orbis IDs 2. Matched Orbis records are copied for processing 3. Program deletes all 035s beginning with (OCoLC) from the copy 4. Program adds to the copy a. new 035 with (OCoLC) and IR ID number b. new 079 for the Master ID; 035 YUS is not inserted (but if the record was processed by MARS, it will have a 035 with the Orbis ID number) 5. Using the Orbis ID as the match point, program overlays the Orbis record with the updated cop.

STOP

OCLC begins to delete YUS holdings for records that did not match on any of the records in the Orbis reclamation files

PREPARATION: Define Records to Include in Gap File

Gap File Workflow rev. 4/11/11

EXCLUDE: Holdings & Item Records

Bibliographic, Holdings, Item Records?

EXCLUDE: 1. Bib records with reclamation in history but no subsequent update 2. 852w/ $h ON ORDER, INPROCESS, UNCAT 3. MFHD Locations: Withdrawn, YULINT (& some locations used exclusively for reserve materials) 4. Suppressed records 5. 035 w/MARCIVE

OCLC Master Record What category of bibliographic records to exclude?

In OCLC database, a single bibliographic record representing all copies held by OCLC members. Record is generic; all institution specific data is excluded. Master Record has a unique ID number.

Of the remaining records, exclude because of low encoding level?

OCLC IR END

NO

Institution Record (IR): bibliographic record representing a single institution’s copies, with all institution specific data included. IR “clusters” with the Master Record & other institution IRs, but has a unique ID number plus the Master Record ID in field 079

LITO program creates files of non-excluded records OCLC matches on IR number, replaces YUS IR with updated Orbis record

LITO begins to export files (maximum file size accepted by OCLC 90,000 recs.)

YES

Is Master Record associated w/YUS IR?

YES

Does Orbis record have a 035 matching on a master record?

NO

OCLC searches database

Master Record found? NO

YES

NO

OCLC Processing 1. Creates new YUS IR with new ID number, Master ID # in 079, Orbis ID in 035 (with YUS prefix). 2. As IRs are created, OCLC generates files listing Orbis IDs, associated IR numbers and associated Master Record ID numbers (the XREF files) 3. OCLC sends XREF files to LITO

OCLC creates new master record; sets YUS on Master Rec.

LITO PROCESSES FILES 1. LITO program matches ID numbers from XREF file to Orbis IDs 2. Matched Orbis records are copied for processing 3. Program deletes all 035s beginning with (OCoLC) from the copy 4. Program adds to the copy a. new 035 with (OCoLC) and IR ID number b. new 079 for the Master ID; 035 YUS is not inserted (but if the record was processed by MARS, it will have a 035 with the Orbis ID number) 5. Using the Orbis ID as the match point, program overlays the Orbis record with the updated copy.

LITO Library Information Technology Office

Non-Roman Units Resume Cataloging in Connexion

END

Orbis Cataloging Post-Reclamation rev 4/14/11

Review Bibliographic InProcess Record

Completed cataloging found in WorldCat?

NO

Is cataloging record complete?

YES

YES Export record from WorldCat & import into Orbis

Does record have a 079 field ?

YES

Does History list OCLCREC and/or MARS? Does one of the MFHDs have a call no.?

NO

Route to original cataloging team or backlog?

ORIGINAL

NO

NO

Complete Cataloging of Bibliographic, MFHD, & item.

Delete 035 OCoLC & 079 fields

Backlog ExportQ to MARS STOP

Exporting Records Workflow

Add call number to MFHD for item’s location

STOP

YES

Orbis Maintenance Post-Reclamation Rev. 6/13/2011 Retrieve Orbis record to be updated

Hold until record is overlaid by MARS processing

YES

Is ExportQ flagged red?

NO

Update Orbis Record; do not reexport to OCLC

MANUAL

CAUTION When updating never delete the 035 OCoLC field or the 079 field from the Orbis record

Manual update or overlay?

OVERLAY

LCDB or OCLC?

LCDB

OCLC Retrieve appropriate record & export to Orbis

Open Orbis import file Overlay record=the incoming record from OCLC or LCDB Target record= the Orbis record to be overlaid

Tile record to overlay and target Orbis records. Delete 035 OCoLC fields in overlay record if there.

Copy & paste 035 OCoLC field from target record to overlay record

Save overlay record to Orbis. When prompted, replace the target record with the overlay record. Do not re-export to OCLC.

Continued NO by Exporting updated Records

Retrieve LC record from LCDB

Continuation of Orbis Cataloging & Maintenance Workflows

Exporting Updated Records to OCLC (Ongoing) rev 6/14/2011

Exclusion categories: 1. Records w/UNCAT, In Process, or Onorder in MFHD $h 2. Records w/location yulint and “withdrawn” 3. Government documents with MARCIVE identifiers

LITO program identifies all records updated since the last weekly export to OCLC

Does the record fall into any of the exclusion categories in the Reclamation workflow?

STOP

NO STOP Is MARS in record history?

NO

Does history have OCLCREC?

NO

YES Based on 079 & 035 number match, OCLC replaces YUS IR with updated Orbis record

LITO program flags for export to OCLC. All flagged records (for new & updated records) sent in an export file to OCLC

Hold until current MARS processing is completed and replacement records have been loaded into Orbis

YES

YES

Is there a 035 field w/ matching IR number?

YES

At OCLC: Does Orbis record have a 079 field matching on a master rec.? NO Does Orbis record have a 035 field matching on a master rec?

OCLC uses algorithms to search for match

Match found?

YES NO

OCLC matches Orbis record w/ master rec & sets holdings

OCLC creates new YUS IR with new ID number, master ID # in 079, Orbis ID in 035 (with YUS prefix); deletes 035 with master record ID if there, & generates files listing Orbis IDs, associated IR numbers and associated Master Record ID numbers (the XREF files) OCLC exports XREF files to LITO

LITO PROCESSES XREF FILES 1. LITO program matches ID numbers from XREF file to Orbis IDs 2. Matched Orbis records are copied for processing 3. Program deletes all 035s beginning with (OCoLC) from the copy 4. Program adds to the copy a. new 035 with (OCoLC) and IR ID number b. new 079 for the Master ID; 035 YUS is not inserted (but if the record was processed by MARS, it will have a 035 with the Orbis ID number) 5. Using the Orbis ID as the match point, program overlays the Orbis record with the updated copy of the record.

STOP

NO

YES

Master record generated from Orbis record

Non-roman Scripts Cataloging Workflow Thursday, June 16, 2011

Cataloger completes cataloging on Connexion

On Connexion, cataloger adds holdings to master record & creates IR, & exports IR to Orbis

Cataoger imports IR record into Orbis.

Cataloger updates MFHD & item record Cataloger queues record for MARS using ExportQ LITO program identifies all bib records without a MARS update or OCLCREC in the record history

Does the updated record have a call number in the MFHD?

NO

Program excludes

End

YES LITO program adds to MARS file & exports bib records to MARS weekly. ExportQ window changes to red.

MARS processes the file and returns it with updated records

LITO program, matching by Orbis ID, replaces Orbis bib record with MARS record, turns off the red flag & queues a copy of the record for export to OCLC

Is the Orbis location in the “exclude” list?

YES

NO LITO queues record for the OCLC export file; exports the file to OCLC weekly

OCLC matches the updated record with the YUS IR record via the 035 (OCoLC) number & replaces.

End

Exclude: currently only yulint is likely

End

Non-roman Scripts Bibliographic Maintenance Workflow Thursday, June 16, 2011 Has the Orbis record been replaced by the MARS update?

NO

Hold until MARS update takes place

YES

Has the MARS update changed any of the access points?

YES

Include in OCLC IR maintenance

NO

Cataloger performs bibliographic maintenance to IR on Connexion

On Connexion, cataloger replaces YUS IR & exports updated IR to Orbis

Cataloger replaces Orbis record w/ record exported from OCLC

LITO program (weekly): has record been updated since the last export to OCLC?

NO

Program excludes

END

YES

LITO program: does the record have MARS or OCLCREC in history?

YES

LITO program adds updated record to the weekly queue of records to be exported or re-exported to OCLC

OCLC program matches on IR # and replaces the YUS IR

END

NO

Program excludes

END