Deletion of Cataloged Bibliographic Records in Millennium Only

Scope

This procedure applies only to cataloged, non-serials records with no order records attached. It is intended for use by Acquisitions and Cataloging & Metadata Services. The instructions assume familiarity working in Millennium.

Use this procedure when we have multiple records in Millennium and we need to delete one of the records but do not want to delete our OCLC holdings. This document covers the following situations:

  • Exported twice.
  • Multiple records for the same piece, i.e., OCLC and Rlin, or, two OCLC records in Millennium (with only one record in OCLC).
  • 2nd copies cataloged separately that need to be merged with and without order records attached.

Records for deletion will be identified with a BIB STATUS of "b DELETEMILONLY."

Content

IMPORTANT: Cataloging & Metadata Service is responsible for deleting cataloged bibliographic records from Millennium.

Exported Twice (same OCLC id number)

  1. Select the record without an order record attached.
  2. Delete item record.
  3. In the bibliographic record, set BIB STATUS to "b DELETEMILONLY."
  4. Add note field, "i" insert a field / "y" MARC tag "966"
    Exported twice [YYYYMMDD cataloger's initials]

Multiple records for same piece (OCLC and Rlin or 2 OCLC's or 2 Rlin's)

NOTE Acquisitions Staff, send to Cataloging. Cataloging Staff, if have questions, see a supervisor.

  1. Search OCLC to see if there is only one record for the title with both 001's.
    TIP: One OCLC# will be in an 019 field.
  2. Determine which record is the best match for the piece. This is the record to keep.
  3. Check that the record you keep has the "correct" OCLC id# in the 001.
  4. If the search reveals two separate records in OCLC, then see a supervisor
  5. In the Millennium record you want deleted, delete item record
  6. In the bibliographic record, set BIB STATUS to "b DELETEMILONLY."
  7. Add note field, "i" insert a field / "y" MARC tag "966"
    Duplicate record [YYYYMMDD cataloger's initials]

2nd copies cataloged separately that need to be merged (non serial)

NOTE: Acquisitions Staff, send to Cataloging. Cataloging Staff, if have questions, see a supervisor.

Check to make sure that both items are the same edition. If they are not, check with a supervisor.
TIP: OCLC/Rlin numbers may be the same or different depending on when the piece was cataloged. If in doubt, ask a supervisor.

If keeping both copies, do the following:

  1. Determine which record to keep. If you are not sure which to keep, ask a supervisor.
  2. In the record to be deleted, set BIB STATUS to "b DELETEMILONLY."
  3. In the record to be deleted, add note field, "i" insert a field / "y" MARC tag "966"
    Duplicate record [YYYYMMDD cataloger's initials]
  4. Transfer all attached records (item and order) to the bibliographic record you are going to keep.
    IMPORTANT: Do not delete the source record; this record becomes part of the batch delete process.

If keeping only one copy, do the following:

  1. Determine which record to keep. If you are not sure, ask a supervisor.
  2. In the record to be deleted, set BIB STATUS to "b DELETEMILONLY."
  3. In the record to be deleted, add note field, "i" insert a field / "y" MARC tag "966"
    Duplicate record [YYYYMMDD cataloger's initials]
  4. Delete item record.
  5. If there is an order record, transfer it to the record you are going to keep.
    IMPORTANT: Do not delete the source record; this record becomes part of the batch delete process.

NOTE: If you encounter a situation that does not follow one of the examples above, talk with a supervisor.