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Batch MHLD Update Error Reports

The "Batch MHLD Update Error Report" for transfers to SAL3 has two error categories: "items remain", and "serial ctrl". When a title is in both categories, it will be listed twice in the report, once as "items remain", and a second time as "serial ctrl.”page content

“Items remain” means the record still has one or more item in the “transfer from” library. Data Control will review the record to see which volumes have been transferred to SAL3, and create a MHLD for SAL3 accordingly. Data Control will delete the existing MHLD under the old library if it is no longer appropriate, or update it if it should stay. The above assumes that the existing MHLD is not linked to a serial control record.

Circulations staff will also review the “items remain” errors to see whether the items that remain in the old library are supposed to stay there, or whether they are supposed to be transferred to the new library as well but somehow didn’t make it. If a volume is one that is supposed to have been transferred, but it cannot be found, they will put a search on it. If the volume is found, they will send it to SAL3, and the item record will be updated through the normal batch transfer process. However, circ staff will have to send an e-mail to datacontrol@stanford.edu with the subject line: SAL3—Items Remain Sent so that Data Control can update the MHLD manually.

“Serial ctrl” means that the record has a link to a serial control record, but the link is not necessarily with the MHLD that is supposed to be transferred, as the record could have several MHLDs and only one of them is linked to serial control. Data Control does not need to call up the MHLD records in this category. Serials Access & Maintenance Unit (SAM) will review these records.

Instructions for Processing the Batch MHLD Update Error Reports

1. If an MHLD that is being transferred to SAL3 has a link to serial control and 863 fields, SAM will update that MHLD and create a new MHLD for SAL3.

Example: Items in GREEN have been transferred to SAL3 and GREEN's MHLD has serial control link and 863’s:

SAM will update the GREEN MHLD.

SAM will create a new MHLD for SAL3.

2. If there is a serial control, but it is NOT linked to the MHLD that is being transferred to SAL3, nothing needs to be done to that MHLD or serial control. Data Control will update/remove/recreate accordingly.

Example: One MHLD for PHYSICS, one MHLD for SAL. The serial control link is on PHYSICS’ MHLD:

Only SAL holdings are being transferred to SAL3.

Data Control will remove/update the SAL MHLD.

Data Control will create a new MHLD for SAL3.

Nothing needs to be done on the PHYSICS’ MHLD.

3. If the holdings of the title are intentionally split between SAL3 and another library, and there is only one MHLD for the library that has the most recent volumes with an 852 |z note that refers to the location of the earlier volumes, assuming that active serials are linked to serials control, SAM will update that MHLD and create a new MHLD for SAL3.

Example: GREEN/CURRENTPER Latest yr. (or vol.) in CURRENT PERIODICALS; earlier in STACKS

The GREEN MHLD is the only MHLD.

SAM will update the 852 |z note by changing

"earlier in STACKS" to "earlier in SAL3.”

SAM will create a new MHLD for SAL3.

4. The split is intentional and there is already an MHLD (not linked to serial control) for the transferred from library, Data Control will delete that MHLD and re-create it for SAL3.

Example: One MHLD for PHYSICS, one MHLD for SAL (holdings split between these two libraries):

Holdings in SAL are being transferred to SAL3.

Data Control will delete the SAL MHLD.

Data Control will create a new MHLD for SAL3.

5. The split is "unintentional", meaning that there are items left in the old library/location, but they are not supposed to stay, and if found would be sent to SAL3. Data Control will remove the old library's MHLD and create a new MHLD for SAL3 based on current SAL3 holdings.

Example: MHLD (not linked to serial control) for SAL-NEWARK, several volumes left behind:

Data Control will delete the SAL-NEWARK MHLD.

Data Control will create a new MHLD for SAL3 based

on current SAL3 holdings.

NOTES:

If all items on the MHLD have been transferred to SAL3 and the one item left in the old library has only the base call number with an auto/smart barcode, check if this item is linked to an order. If not, Data Control should remove the item. If it is linked to an order, e-mail supervisor with the subject line: "Relink order and remove item." The body of the e-mail should list the title control number and the item ID for the old library.

When there are inconsistencies in the call number structures, e.g. different captions, wrong punctuations, etc.: There are 5 or fewer errors on the record, Data Control should make corrections. If there are more than six inconsistencies, use judgment or consult with supervisor.

When encountering cases where volumes were entered erroneously to a record, e.g. volumes for the later title were entered on the record for the earlier title. Data Control should transfer these item records to the appropriate title record. The exception to this is when later volumes are bound with the earlier volume in which case Data Control would add to the 852 field on the MHLD of the later title: |zxxxx(year/v.) bound with earlier title. If the MHLD has a serial link (|=), add the |z note before the |= linking numbers.

When encountering a parent record that has been transferred to SAL3, Data Control should update all child records linked to that parent record accordingly, e.g. change Library to SAL3 and Location to SEE-OTHER on the child records.

If the note "Individual vols. of this title also cataloged separately" is present in the MHLD, transfer all items on the set record to the analytic records, retaining the same barcode and the same library, and remove item records with auto/smart barcodes from the analytic records. If all analytic records have been transferred to SAL3, Data Control should update the item record with the base call number on the set record by changing the Library to SAL3 and the Location to SEE-OTHER.

Last modified: October 9, 2008