Resolving import errors of disassociated Instances and SRS

Summary: This is a procedure for handling an instance record which cannot be used because the link with its SRS record has been severed. No import job will successfully update the record.

Catalogers have found instances where the link between SRS and instance has been severed. Many of these are implicated in the November/December 2022 project in which some Instances were mistakenly deleted by EBSCO and then later restored by EBSCO. In such scenarios, the links between SRS and Instance cannot be restored, so the instances themselves are unusable. No import job will work to update the instance.

Identifying a record involved

• Any import job will fail. You will get an error message like "Record discarded" or "No record"

• “View source” and “Edit MARC bibliographic record” options will both be greyed out and unavailable on the Instance actions menu

• Many of these will show that the instance record was loaded on 12/2 by admin

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What to do

• Edit the old instance (Actions > Edit instance)
  • Mark the Suppress from discovery box
  • Add the Statistical code: Catman – DELETE
• Bring in a new instance for your piece, without overlaying
• Relink the order to the new instance
  
  • Copy the HRID of your new instance
  • Navigate to the POL in the Orders app
  • Actions > Change instance connection
  • Input HRID of new instance (or search in another way)
  • Click on new instance and Confirm

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