Holdings in the local OPAC:

Item Records and Checkin Records in the local INNOPACS

ITEM RECORDS

Creation of the Depository item records

Depository staff will initially assign Depository “items of record” to the Library of Record bibliographic records.

1. The first selection of item records will be made by comparing lists of items from the contributing universities. (See Getting Started)

2. Depository staff will be responsible for adding new items to the Library of Record INNOPAC as additions are contributed to the Depository by owning libraries.

Your library IS the Library of Record

All item records representing volumes of a journal title in the Depository will be assigned to the Library of Record bibliographic record by Depository staff.

1. These item records will have a permanent Depository barcode number in the barcode field.

2. The original barcode that represented ownership of a particular library will be deleted from the Depository item record.

3. Volume statements will be assigned based on the information provided by the contributing library.

4. An effort will be made to have volume statements consistent in content and format on a selected bibliographic record.

The local staff of the library of the Library of Record should not update or delete Depository item records that exist in their local INNOPAC. (An exception to this may be made if the Library of Record volume statements are entered in a different way from the way they are entered by the Depository staff. If the local staff performs this kind of updating, it is critical that no information is changed; information should only be reordered or repuncuated.

1. The Library of Record will be the only library to have Depository items attached to a specific bibliographic record.

2. Depository staff will manage all additions/deletions that must be made to the Library of Record items.

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Your library IS NOT the Library of Record

There will be no Depository item records stored in your local INNOPAC.

1. Library users will be instructed to check the holdings of the appropriate library in the OhioLINK Central catalog (discussion of this is located in the Checkin Records portion of this document).

2. At the discretion of the local library, item records for items no longer housed in the library may be completely deleted from the local INNOPAC, or they may be kept. If “orphan” records are kept in the local catalog, they should be suppressed from display in the Central catalog and preferably suppressed from public display in the local INNOPAC. These “orphaned” item records would no longer represent any physical items; they would only indicate that the library once had the volume in its collection. These item records might be used for volume count or for statistical purposes, but that is probably the only value they would have.

3. If the decision is made to keep “orphan” item records, it is the responsibility of the local library staff to make sure that these records are properly re-coded when a volume is removed from the local collection.

a. Local barcode numbers should be removed; they are meaningless.

b. The suppression code should be ‘s’ (no Central/no local display)

c. Perhaps an i-type or note that explains the ‘reason’ for the item record.

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CHECKIN RECORDS

Your library IS the Library of Record

The Depository checkin record for the Library of Record will contain a complete LIB HAS statement.

There may be two checkin records attached to the bibliographic record for the journal title.

1. The first checkin record will have a LIB HAS statement that reflects 1) the volumes of the title that are still housed in the local library or 2) an inclusive statement of all the volumes the library has ever owned for that title. The decision concerning how the local holdings information will display is up to the local library.

2. The second checkin record will have a LIB HAS statement that reflects the inclusive holdings that are housed in the Depository. The location on the Depository checkin record will be depne which will translate to NE Regional Depository in each local catalog and the Central catalog. Depository staff will create and maintain the checkin records that reflect Depository holdings.

Depository staff will update the local checkin records of holding libraries ONLY if the local library has given Depository staff permission to update its local checkin records.

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If your library IS NOT the Library of Record

Depository staff will create a Depository checkin record in the INNOPACs of all libraries that originally had volumes in the Depository or that have items remaining in their local collections.

1. The checkin records for the NON-Library of Record INNOPACs will contain a message and an embedded URL that will direct the user (staff and general library user) to the title in the Central Catalog. This URL will take the user directly to the screen that lists the holdings of the Library of Record.

2. The text in this link will say: “For information on the shared holdings in the NE Regional Depository, see [Library of Record] holdings in the OhioLINK. The URL will be |uhttp://olc1.ohiolink.edu/search/oxxxxxxxx/oxxxxxxxx/1,1,1,B/detlframeset&FF=oxxxxxxxx&1,0,#[5-digit OhioLINK code]. The message to the user will read |zFor NE Depository shared holdings, see [Library of Record] holdings in OhioLINK.

3. The URL data would look like this for each specific site.

Here is a working example: American Journal of Cardiology is the title; Akron is the Library of Record.

Link to OhioLINK Central: [|u]http://olc1.ohiolink.edu/search/o850121/o850121/1,1,1,B/detlframeset&FF=o850121&1,0,#ak2ug

Message to User:

[|y]For NE Depository shared holdings, see U of Akron holdings in OhioLINK.

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Updating local checkin records AFTER initial de-duping is completed:

Decisions concerning the updating of the local checkin records after initial de-duping is completed will again be at the discretion of the local library, BUT it will vary depending on who contributed the volume.

1. As new volumes for a de-duped title are received at the Depository, the Depository staff will appropriately change/modify the LIB HAS statement on Depository checkin record located on the Library of Record (and add the item to the summary of holdings).

2. Depository staff will update the LOCAL checkin record of the Library of Record (or not, as prescribed by the local library).

3. If the new volume received at the Depository is being contributed by a library that is NOT the Library of Record, the Depository staff will delete/suppress the item record from the contributing library. Depository library staff will also update the local library holding statement (or not, as prescribed by the local library).

4. If a library maintains a local library has statement for a title and that library is neither the Library of Record nor the contributing library, the Depository staff will NOT update the local checkin record for that library.

5. It will be the responsibility of staff in each local library to verify their local holding statements against the information posted on the Library of Record.

a. This can be done by using the link to the Central holdings of the library or record.

b. The Library of Record local INNOPAC may be access directly to see its LIB HAS statement and/or its summary of holdings.

c. Quick access to the local INNOPAC of the Library of Record can be accomplished by using the Completed Journals (Alphabetical Sort) list on the DEPCM Webpage

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If a local library DOES NOT have the OCLC no. of the journal title in its local INNOPAC, then that library will not have any information about Depository holdings in its local INNOPAC.