Merging Dup OCLC Records

Summary: 

The Library of Michigan has a duplicate bib record to our records.  Transfer the necessary item records from the Library of Michigan (7f) duplicate bib record to our Gov. Docs record.  Only merge records with the Library of Michigan (LOM) when their record has the same exact OCLC number and title. Our record is primary, which means that we move everything from the LOM record to our record.

SEARCHING

• 1. Open twodifferent Sierra sessions.
      
  2. From the list search by the OCLC number(001) on the sheet. The search command for this is "o." Only search records with OCLC numbers.  Do not search records with INDEXED as ISN: ______.
  3. When two records come up, the two entries should have the same title.
  4. Look at the two bib records (remember to make sure that the OCLC numbers are exactly the same).  Make sure that the bib level is "m" for monograph (See 05 BIB LVL: m)  If the Bib level is anything other than "m" mark it as a problem and show it to a supervisor.
  5. Highlight the Gov. Docs .b______  number on the sheet (FROM: b#).  Write down the LOM .b______ so that you can transfer the record later

• Substep a

• Substep b
• Substep c

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Editing

• 1. Scroll down to the end of LOM bib record.  Look for any899, 935 and/or  944 or 945  These fields need to be copied and pasted into our Gov Docs bib record.
  2. Using the other Sierra session, pull up our Gov. Docs record (this will be the record with the full bib. record without items attached and a 'gd' location)
  3. Add LOM local fields to our record.  Go into our bib record.  Add LOM (7f) to the location field (03).  Next hit "F" for Full Screen Edit.  
     • Scroll down to the end of the record and hit "Control n" to insert a new field/line in the record.  
     • At the new line, type in the number of the field(899,935,945) that you copied from LOM's bib record. (Control > insert is the keyboard equivalent for paste.) *Remember to copy one line at a time*
     • Space twice for the cursor to jump to where the text information is to be pasted.
     • From the toolbar click, Edit thenPaste to paste the information into that field.  (Shift > insert is the keyboard equivalent for paste.)
     • Repeat these steps for the appropriate number of times needed to copy all necessary fields  
     • Hit "Control e" to exit from Full Screen Edit.
  4. In the Docs. item record insert your worker ID:
  5. Exit our record and save changes. "Q" for quit and "M" to make changes permanent.
  6. Open up the record again and compare it to the LOM record. Did you copy all LOM information into our record?
• Substep b
• Substep c

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TRANSFERRING

• 1. Make sure that you have closed out of  bothrecords in both Sierra sessions.
  2. Open a third Sierra session or return to the main menu in one of the already opened sessions.
     • Choose "D" for database
     • Choose "T" for transfer
     • Initials: gov, Password: 6beech
       -OR-
     • ESC
     • "Q" for quit
     • Choose "T" for transfer
  3. You are asked if you want to delete the source record, say NO. You will delete it later.
     • Entersource bib (LOM record) record number (.b3971981) then hit enter.
     • Enter the destinationbib (GD record) record number. The highlighted .b____ on your sheet.
     • Before you hit "y" for yes, make sure that the LOM record is the one on the top of your screen!!
     • Hit "y" to transfer all attached records
     • Now hit ESCand "y" to quit.
  4. Now go back to update ("U" then "S") to check the records and to delete the LOM bib record.  Search by OCLC number (001) and two records will come up again.  If everything has transferred correctly, LOM record should only have a bib record.
  5. To delete the LOM bib record.
     • Hit "D" to delete bibliographic record
     • Hit "Y" for yes that you are sure you want to delete the record
     • Hit "M" to make changes permanent.
• Substep b
• Substep c

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Step 4

• Substep a
• Substep b
• Substep c

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