A bibliographic record may need to be deleted from the Voyager database for any of several reasons. For example, a record may have been created in error, or the creation or revision of a serial record may have caused one or more other records (serial or monograph) to be redundant. Consult Head of Serials Cataloging if you are unsure of the need to delete a record.
(Note: Bibliographic records for withdrawn materials are not to be deleted.)
1. For a bib record to be a candidate for deletion, all linked MFHD records must be inactive (any actual holdings must be moved to MFHDs on other bib records).
2. Begin with a screen print of the complete MFHD record, showing the record in its present form. Do not continue until you have this print in hand.
3. Ensure that there are no open purchase order records and no item records attached to the MFHD record(s).
4. In the BIBLIOGRAPHIC record:
a. Check the "Suppress from OPAC" box under the "System" tab.
b. Change the status code in 948 subfield $b to x (or add the code if no subfield $b already exists).
c. Add the following 949 field:
948 ## $a DO NOT USE: DUP TO [bib number of remaining active record] $c [date] $e [initials]
5. If any purchase order records are linked:
a. In the specific MFHD record to which the PO is linked, add a note in 852 subfield $x detailing the bib and MFHD record numbers to which the order actually belongs, and what volumes/years are covered by the PO. Use the code obi to mean "order belongs in". Use a single note even if there are multiple POs. For example:
852 ## $b nstx $x obi=B1234,H2345 (v.6)However, if there are multiple POs and they do not all belong to the same remaining bib and/or MFHD records, make your notes more detailed, in plain English. For example:
852 ## $b nstx $x PO#3723 (v.10) belongs in B1234,H2345 $x PO#4522 (v.11) belongs in B33376,H42976Note: If the same location code is in more than one MFHD record, it may be difficult to determine the specific MFHD record to which a PO is linked. Check with Head of Serials Cataloging if you need any help.
b. In the MFHD record you reference in the previous step, add a note in 852 subfield $x detailing the order linkage. Use the code oda= to mean "order attached to another bib record". Only refer to the PO number, not the bib or MFHD numbers. Give the specific volumes or dates of the materials paid/received on the other PO. For example:
852 1# $b nstx $h 051 L3387 $x v. $x oda=PO#1022 (v.6)
6. In each MFHD record for the bib record being deleted:
a. Check the "Suppress from OPAC" box under the "System" tab.
b. Add a note in 852 subfield $x such as "holdings moved to B1234,H2345" (if any actual holdings were involved, including purchase order data) or "record created in error", or another appropriate phrase. The note should be informative enough to tell someone else looking at the record why it is being deleted.
7. At the top of the "original" screen print (do not bother to make a "clean" one) write "Delete", your initials, and the date. There is no need to print the bib record, since the number appears on the MFHD print. If there are multiple MFHD prints for the same bib record, staple them together. Route the print to Head of Serials Cataloging.
8. Head of Serials Cataloging will complete the deletion process or forward the request to Catalog Management.
DOCUMENT HISTORY:
Issued Nov. 16, 1984
Revised June 11, 1992 (KMR)
HTML version (with revisions) created Nov. 1, 1995 (KMR)
Revised Sept. 15, 2003
RELATED DOCUMENTATION:
NOTIS 3 Memo no. 78-25 (EJF), dated June 15, 1978