For the Public
How To Eliminate Duplicate Bib Records
If you encounter multiple bib records that obviously represent
the same edition, move all item records to the best bib record and
delete the other bib records.
When determining whether bib records represent the same edition
of a work, accept as equivalent those editions whose records exhibit
any of these characteristics:
001 OCLC Numbers are present in each, and they identical
020 ISBNs are present in each, and they are identical
100 Author, 245 Title, 260 Imprint, 300 Collation are identical
save for minor typographical variations (differing abbreviations,
punctuation, etc) and ISBN, LCCN or OCLC number do not contradict
010 LCCN is present in each, and they are identical excluding
trailing revision text, e.g. "//R62"; three of the
following are present and identical: 100, 245, 260, 300; no other
evidence in either record suggests that the records are NOT for
the same edition.
In selecting the best bib record, prefer a full and complete LC
record or OCLC record. Failing that, prefer the fullest record
available. ISBN is important as a matching point for batch
loading of the records of incoming libraries. If ISBN (MARC
020) is not in the fullest record, but is present in another record
for what you are certain represents the same edition, add
it to the retained record.
Use the "tents" icon in GUI Cat to add 3-character location
values to the good bib record corresponding to each of the libraries
whose items were moved.
If access points such as subject headings and substantive general
notes are present in a bib record about to be discarded, but are
absent in the new master record, they should be moved into the new
master record before deleting the old bib record.The same
is true for 050 and 082 fields.
It is the responsibility of libraries who supplied brief and incomplete
bibliographic records that have become established as false unique
bibs within the Minerva database to review such bibs, to merge them
with better bibs if possible, and otherwise to enhance them with
more complete information and match points (ISBN, ISSN, LCCN).
Make a systematic effort to review records identified by the system
administrator as likely to represent false-unique titles within the database. These
are generally records that lack ISBN and LCCN and therefore could not
have merged on any other bib record during loading. In most cases,
the system administrator will have created a Review File of such records,
with a name like "Check These: XYZ Library Records with no nums".