Bad Record Merge
HomePrev Chapter 15. Cataloguing Issues Next

Bad Record Merge

If we are notified of a bad record merge, we must follow up with the offending library about their cataloguer.

Example situation: RT 129147

  1. Check the lead record Record Notes tab to get the ID of records merged
  2. Ask Tina for audit log to determine which user merged the records
  3. Undelete the merged records

  4. Create a new ticket to notify the offending library

    1. link to the original ticket (Refers to)
    2. in the message to the library, include a link to cataloguing policy and mention potential issues with patron holds
    3. provide details about how the cataloguing policy was violated
    4. provide specific examples

  5. Create separate tickets to notify any affected libraries that they will need to transfer their holdings back to the original record

    1. link to the original ticket (Refers to)
    2. in the message to other libraries, include link to instructions for transferring holdings and mention potential issues with patron holds

Tip

Here is suggested wording for following up with the library whose staff merged the records improperly:

Hello,

It has been brought to our attention that staff at your library improperly merged bibliographic records.

On (date), account (user) merged bibliographic record (db ID) into the following other records:

  • (db ID)
  • (db ID)
  • (db ID)

We have restored these records (so you do not have to update them now), but we are reaching out to prevent something like this from happening in the future as multiple libraries' holdings were impacted by these actions.

Sitka’s Evergreen Policy states "All staff performing cataloguing functions in Sitka’s Evergreen are expected to follow the same cataloguing standards when working with records." https://docs.libraries.coop/policy/_cataloguing_standards.html

"Changes to a bibliographic record affect ALL libraries with holdings attached. In our consortium, with over 100 libraries, a single change can have a significant effect." https://docs.libraries.coop/policy/_editing_bibliographic_records.html

Before merging records, cataloguers must ensure the records are a match: https://docs.libraries.coop/policy/_the_cataloguing_workflow.html#_is_it_a_match

It is also advisable to review any holds your patrons have placed on these records: https://docs.libraries.coop/sitka/_managing_holds.html

Please let us know if you have questions about this or if there are any related issues.

Tip

Here is suggested wording for following up with a library whose holdings were affected by the merged records:

Hello,

It has been brought to our attention that staff at another library improperly merged bibliographic records.

On (date), bibliographic record (db ID) was merged into the following other records:

  • (db ID)
  • (db ID)
  • (db ID)

We have restored the original records, but we are reaching out as you should review and transfer your holdings as needed.

Instructions for transferring holdings can be found here: https://docs.libraries.coop/sitka/_transferring_holdings.html

If the affected items all have the same call number, they may need to be transferred individually as items (rather than holdings): https://docs.libraries.coop/sitka/_transferring_holdings.html#_transfer_item

It is also advisable to review any holds your patrons have placed on these records: https://docs.libraries.coop/sitka/_managing_holds.html

Please let us know if you have questions about this or if there are any related issues.

Prev Up Next
Chapter 15. Cataloguing Issues Home Part VI. Tier 2 Support

Copyright © 2008-2018, BC Libraries Cooperative