Rovi (general)

Summary: This procedure applies to several different situations in which TS staff might be editing an existing Rovi record. For multi-disc rovi items, see the Rovi multi-disc DVD project procedure.

Editing ROVI records

There are several different situations in which TS staff might be editing an existing Rovi record:

• corrections to patron-requested items
• adding regular ordered materials to existing Rovi records
• special projects
  • note that more detailed procedures also exist for the Rovi multi-disc DVD project

Staff will encounter two different types of Rovi records:

• Phase 3 record*--> 001 has Rovi number with "rovi" prefix, description is minimal or even incorrect
• full-level record --> 001 has OCLC number, appears complete and correct

Different situations call for different treatment. See below for details.

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Obtaining ROVI items

Unless adding ordered items to full-level Rovi records, catalogers will need the item in hand when editing Rovi records.

CatMan will deliver patron-requested items. All others must be pulled by catalogers.

To pull Rovi items:

• locate in Rovi cabinets in basement storage area
• change item record status to "r"
  • this prevents patrons from requesting the item while it's at your desk

When finished:

• change item record status back to "blank" for available
• carefully refile Rovi item in cabinet
  • if misfiled, item will likely be lost for eternity

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Making record edits

• Treat extensive edits as copy or original cataloging:
  • overlay from OCLC 
  • attach EEMRV holdings using the provided Rovi OCLC authorization***
  • do not preserve original cat date in Sierra
  • in existing Rovi item record, add workstat <xxxcopyrovixxx> or <xxxorigrovixxx>
    • include piece count as necessary; ex: <xxxcopyrovixxx,3>
       
• If making extensive edits AND adding new copy of item:
  • add  workstat <xxxcopyrovixxx> or <xxxorigrovixxx> to existing Rovi item record
  • use conventional workstat for added copy item record
     
• If only minimal editing is required, work in Sierra and do not overlay
  • no need to track edits on previously used patron request spreadsheet

*Phase 3 Rovi records are brief records generated from Rovi-supplied metadata. They were created in cases where the Phase 2 automated search could not find a match for the Rovi item’s UPC in OCLC. Given that UPCs are not always provided in catalog records, it is possible that matching OCLC copy does exist for some Phase 3 records. Additionally, some Phase 3 music records will be enhanced automatically with metadata from Discogs.com and Musicbrainz (Phase 4). Any Phase 3 music records manually enhanced by catalogers will be excluded from this automated process using the spreadsheet mentioned above.

**Previously, Rovi edits for patron-requested items were tracked on this spreadsheet. 

***Previously, we did not attach holdings to Rovi records because of lending concerns. Now holdings may be attached using an authorized Rovi OCLC login, which generates the holdings code EEMRV.

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