Marcive Series Processing and Reports

1. Acquiring new records:

Note: series-like phrases and untraced series are not delivered by MARCIVE.
Catalogers should either print off these records and give to series assistant OR Smartport the record into Acorn.

Records created on a given day are sent to MARCIVE and returned the the following day. SARS new to our file are loaded (see acorn.library.vanderbilt.edu/auth/ for file reports of records sent out the previous day). Becky, Yuh-fen and Ann Barnette review records; refer classed together series, and do file cleanup. We only add the |5VU field to records that have multiple treatment fields (644-646 fields) or when we wish to change the treatment decision or heading. Schedule: Becky: Mon. and Tues.; Yuh-fen: Wed. and Thurs.; Ann: Fri. and Sat.

Detailed procedure as follows (contributed by Becky Atack):

Check primarily 4 fields:

1. 010: check for a |z. If there is one, search our authority files to see if we have the record. Normally we don't. Delete it if we do.

2. 050/090: Classed together? I then go to 644-646. Also search Acorn to see if we have this as a serial or periodical and if we have anything in this call.

2. 5XX: Look for it in our authority files. If there, edit to update if needed, assuming one has to add only a 5XX and 1-2 670s or 675. If more complex, , make a printout as a reminder to overlay our SAR. Search using advanced keyword to make sure we haven't missed a title change.

3. 646: If classed together, refer to AE or subject cataloger for policy decision. SAVCs require a bibliographic record with holdings!

2. Acquiring retrospective SARS & newmatch:

Add 954 (for example, 122004) to the bib record to capture missing SARs. This report goes out the 10th of each month and brings in records found on OCLC but missing from our files; this report comes once a month as part of the daily report.
Marcive will also send us series authority records created later for which there was no SAR at the time of cataloging (not used much in our series workflow)

3. File maintenance:

A changed headings report comes midmonth in ASCII text (without diacritics) to Ann, who reviews, makes changes to our files, and notifies other processing units (Divinity, Music, Law, etc.) of needed changes to their records.

A monthly report of all changes to SARs in our files is available; we are not using currently as changes are not identified and this report is too time consuming to process. Catalogers are responsible for maintenance to files (extra 4xxs, etc.) on an as needed basis. Notify series assistant to overlay records.

An unauthorized report is run by MCL once a month on the bibliographic files; Becky goes thru these.

ae/r01/2007