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 MFHD Locations: Withdrawn, YULINT (& some locations used exclusively for reserve materials) 3.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