Serials cataloging manual / Working in Barton

Moving Items From Record To Record
(GEAC)

This document is intended as an informal guideline for decisions about who should take responsibility for moving items from one bibliographic record to another.

When items only are involved

(see Example I )

It is simplest for whoever has access to the actual items to be moved to do the transferring; this will generally be the Processing Offices.
If a cataloger has the piece(s) to be moved in hand, he/she should effect the change.
A cataloger may inform the Processing Offices of pieces to be moved, via the "Move indicated item records" on the Serials Action Form with attached screenprint.

When there are bibliographic ramifications

A record with items attached may duplicate a valid serial record in the database (see Example II and Example III): in these cases, Sercat should be alerted. Catalogers can use the Merge/Replace functions to obliterate a record or records and transfer all items to the correct record. (These functions cannot be used to move items selectively, however.)
There may be situations where an item clearly does not belong on the record where it is found, but there is no appropriate record to move it to. New cataloging or recataloging may be necessary and Sercat should be notified.

Example I.

In this example, several items on record A (1966 and 1967) are not encompassed in the summary holdings statement for that title, and appear to belong on the later title record (B). This category of unlinking/relinking items could be done in the local processing offices.

If, however, some evidence on the items in question seems to contradict the summary holdings statement, and it is unclear how to proceed, Sercat can be consulted to reconcile items with records and summary holdings.

Record A

Local Control # :10629643 
          TITLE :Facts & figures: air transportation.
       OCLC NO. :(OCoLC)06877819
      CONTINUES :Facts and figures about air transport
   CONTINUED BY :Air transport facts & figures
      PUBLISHED :[Washington, D.C. : Air Transport Association of America,
                 1963-
  PHYSICAL DESC :v. : ill. ; 29-43 cm.

LIBRARY        COLLECTION / CALL NUMBER                 STATUS / DUE DATE
-------------- --------------------------------------- -------------------
1. AERO        STACKS / TL521.A298 / 25th, 1964-26th,   Serial
               1965
2. AERO        STACKS / TL521.A298 1964                 In Library
3. AERO        STACKS / TL521.A298 1965                 In Library
4. AERO        STACKS / TL521.A298 1966                 In Library
5. AERO        STACKS / TL521.A298 1967                 In Library

Record B

Local Control # :10629644 
          TITLE :Air transport facts & figures.
       OCLC NO. :(OCoLC)06877812
   LINKED TITLE :Continues: Facts & figures: air transportation.
                 Continued by: Air transport.
      PUBLISHED :[Washington, D.C. : Air Transport Assn. of America,
  PHYSICAL DESC :5 v. : ill. ; 29-43 cm.

LIBRARY         COLLECTION / CALL NUMBER                STATUS / DUE DATE
-------------- --------------------------------------- -------------------
1. AERO         STACKS / TL521.A298 / 27th, 1966-       Serial
                31st, 1970
2. AERO         STACKS / TL521.A298 1968                In Library
3. AERO         STACKS / TL521.A298 1969                In Library
4. AERO         STACKS / TL521.A298 1970                In Library

Example II

In this example, a number of items are linked to a brief record (B) which duplicates a full-MARC record (A) also in the database. Because we will want to delete the brief record in addition to moving the items, this example is a good candidate for merge/replace and could be forwarded to Sercat for reconciliation.

Record A

Local Control # :10656414
          TITLE :Journal of the history of philosophy.
       OCLC NO. :(OCoLC)01783132
      PUBLISHED :Berkeley ; Los Angeles : University of California Press,
                 c1963-
  PHYSICAL DESC :v. ; 26 cm.

Use the ALL option for information about all items. Use the Item# 
option for information about specific item(s).

LIBRARY        COLLECTION                    CALL NUMBER
-------------- ----------------------------- -------------------
1. HUMANITIES  JOURNAL                       B.J87
Library Has:
   v.1, no.1, 1963-
Last rec'd: v.34 no.4 / OCT 1996 02/13/97

Record B

Local Control # :10200311 
          TITLE :Journal of the History of Philosophy.
       OCLC NO. :n as

LIBRARY        COLLECTION / CALL NUMBER                STATUS / DUE DATE
-------------- --------------------------------------- -------------------
1. HUMANITIES  JOURNAL / B.J87 / v.1, no.1, 1963-      Serial
2. HUMANITIES  JOURNAL / B.J87 v.27 1995               In Library
3. HUMANITIES  JOURNAL / B.J87 v.28 1994               In Library
4. HUMANITIES  JOURNAL / B.J87 v.29 1993               In Library
5. HUMANITIES  JOURNAL / B.J87 v.30 1992               In Library
6. HUMANITIES  JOURNAL / B.J87 v.31 1991               In Library
7. HUMANITIES  JOURNAL / B.J87 v.32 1990               In Library
8. HUMANITIES  JOURNAL / B.J87 v.33 1989               In Library

Example III

In this example, a monograph record (B) co-exists in the database with a serial record (A) for the identical title. Because we will want to delete the monograph record in addition to moving its item to the serial, this example is a good candidate for forwarding to Sercat for reconciliation.

Record A

Local Control # :10810190 
          TITLE :Global humanitarian emergencies.
       OCLC NO. :(OCoLC)32772729
      PUBLISHED :[New York] : U.S. Mission to the United Nations,
  PHYSICAL DESC :v. : ill. ; 28 cm.

LIBRARY        COLLECTION / CALL NUMBER                STATUS / DUE DATE
-------------- --------------------------------------- -------------------
1. DEWEY       STACKS / HV589.G56 / 1995-              Serial
2. DEWEY       STACKS / HV589.G56 1996                 In Library

Record B

Local Control # :10757466 
          TITLE :Global humanitarian emergencies, 1995.
       OCLC NO. :(OCoLC)32377858
      PUBLISHED :[New York] : U.S. Mission to the United Nations, [1995]
  PHYSICAL DESC :v, 36 p. : ill. (some col.), col. maps ; 28 cm. + 1 poster
                 (col. ; 69 x 94 cm. folded to 17 x 24 cm.)

LIBRARY        COLLECTION / CALL NUMBER                STATUS / DUE DATE
-------------- --------------------------------------- -------------------
1. DEWEY       STACKS / HV589.G56 1995                 In Library

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Serials cataloging manual / Working in Barton

Moving Items From Record To Record (GEAC)

When items only are involved

When there are bibliographic ramifications

Example I.

Record A

Record B

Example II

Record A

Record B

Example III

Record A

Record B

Moving Items From Record To Record
(GEAC)