Marking records for deletion

Scope

This procedure presents the steps for marking Alma bibliographic and holdings records for deletion. To delete an item record, see Deleting (Withdrawing) Item Records in Alma.

Bibliographic and holdings records that are typically marked for deletion include:

  • true duplicates (identical records)
  • functional duplicates (equivalent records)
  • brief, uncataloged order-level records
  • records created in error

Local and systemwide policies require that bib records be marked for deletion. Records marked for deletion will be gathered and deleted from the catalog in batch. Even if you have the necessary roles, do not delete bib records.

Contents

Marking for deletion versus withdrawing

Marking records for deletion is not the same as withdrawing materials.

Marking records for deletion concerns cases where a bib or holdings record is a mistake, a duplicate, or is for some other reason not wanted or is not appropriate for inclusion in the catalog.

Withdrawing materials concerns cases where a resource was added to the collection and was later removed from the collection, for example, because it was missing or deselected. In these cases, the UC Berkeley Library retains the records in order to perform annual statistics, to allow easier reinstatement if a lost item returns, or to inform staff in future about the reason for a resource's withdrawal.

NEVER mark withdrawn records for deletion.

Before you begin to mark bib records for deletion, make sure any IZ and NZ bibs involved are not linked to each other.

  1. Search the OCLC number using an All Titles search in the IZ.
    1. If there is only one IZ record linked to the NZ, you may proceed to step 2.
    2. If there is more than one IZ record linked to the NZ, do not attempt to fix it on your own.
      1. Submit a BadCat ticket or email csdhelp@berkeley.edu with the OCLC # and all linked IZ MMS IDs asking for the records to be merged.
      2. CSD will run a merge process to resolve the problem instead of marking the records for deletion.
  2. Edit the IZ bib record in the Metadata Editor (MDE).
  3. In the Record Actions menu, select Copy to Catalog.
  4. Save and release the bib record from the MDE.

"Copy to Catalog" unlinks the IZ bib from the NZ bib. There are now 2 distinct bib records: 1 in the NZ, and 1 in the IZ that is not linked to the NZ bib.

To mark an NZ bib for deletion

  1. Verify holdings in the NZ.
    1. Verify that the resource is not "Held by" any UC.
    2. Check the bib for a 910 field starting with text "Has related records" (e.g., Has related records (UCR)).
      • If a 910 is present, do not mark the bib for deletion.
      • If the only 910 field ends with (UCB), consult with your cataloging unit.
  2. Edit the NZ bib record in the MDE.
  3. In the Editing Actions menu, select Enhance the Record.
  4. In the Choose Normalization Type dropdown, select "allUC Mark NZ bib for deletion" and click OK.
    • The normalization rule adds a 902 field and changes OCLC numbers in field 035 to 935.
      • 902 -- $$a NZ RECORD REPORTED FOR DELETION
      • 935 -- $$a (OCoLC)87654321
    • The normalization process does not suppress the NZ bib from discovery. The NZ bib should remain unsuppressed until CDL staff delete it.
  5. Save and release the bib record from the MDE.
  6. If appropriate (e.g., the NZ bib is the wrong bib for the resource, not just a duplicate), cancel UCB holdings in OCLC (see OCLC holdings maintenance).

To mark an IZ bib for deletion

  1. Before doing anything else, always make sure you have followed all of the directions in Unlink the Institution Zone (IZ) bib from the Network Zone (NZ) bib.
  2. Consider any inventory (item and holdings records) linked to the bib.
    1. Relink any valid (non-duplicate, non-mistaken) item or holdings to the correct bib.
    2. Delete any invalid items (see Deleting (Withdrawing) Item Records in Alma).
      • Only duplicate or mistaken holdings should remain linked to a bib record that will be marked for deletion. These invalid holdings must be marked for deletion (see To mark a holdings record for deletion below).
  3. Consider any POL linked to the bib.
    1. Relink any POL to the correct bib. For staff with minimal ACQ roles, a POL will need to be associated with an item or holdings record, and then that item or holdings record will need to be relinked to the correct record (see Relinking POLs, holdings, and items).
      • Only staff with higher-level ACQ roles will be able to delete a POL.
  4. Edit the IZ bib record in the MDE.
  5. In the Record Actions menu, select Suppress from Discovery.
  6. In the Editing Actions menu, select Enhance the Record.
  7. In the Choose Normalization Type dropdown, select "UCB Mark IZ bib for deletion" and click OK.
    • The normalization rule adds a local extension 997 and changes OCLC numbers in field 035 to 935.
      • [local extension] 997 -- $$a DELETE IZ BIB
      • 935 -- $$a (OCoLC)87654321
  8. Save and release the bib record from the MDE.

To mark a holdings record for deletion

  1. Edit the holdings record in the MDE.
  2. In the Record Actions menu, select Suppress from Discovery.
  3. In 852, add subfield-x to end of field: $$x DELETE HR [yyyymmdd] [initials]
    • (initials = For a list of cataloger initials, see 955$$b Cataloging Staff Initials (UC Berkeley only))
    • Example: 852 0_ $$b MAIN $$c ma $$h DU100 $$i .F46 2007 $$x DELETE HR 20210927 tsxy
  4. Save and release the holdings record from the MDE.

Undoing bibs marked for deletion in error

We’re all human and mistakes happen on occasion. If you have just made a mistake and marked an NZ or IZ bib for deletion, don’t panic, you can immediately undo your mistake using the following directions.

If, however, you are thinking you want to undo the deletion marking on a record that was marked earlier, either by yourself or by someone else, please contact your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations), as there may be additional steps to recovery that should be handled, but aren’t covered in these directions.

Undo NZ bib mark for deletion

  1. Search the OCLC number using an All Titles search in the NZ to verify that the OCLC number is not used in another NZ record.
    1. If the OCLC number is used in another NZ record, contact your Tech Lead or Cataloging Unit for resolution.
  2. Open the NZ bib in the MD Editor.
  3. Select Editing Actions > Enhance the Record.
  4. In the Enhance the Record window, choose normalization type “allUC Undo mark NZ bib for deletion” and click Ok.
    • The normalization removes 902 fields with “NZ RECORD REPORTED FOR DELETION” and changes OCLC numbers in field 935 to 035.
  5. Click Save > Save and Release Record.

Undo IZ bib mark for deletion

  1. Open the IZ bib in the MD Editor.
  2. If the record should still be displayed in UC Library Search, in the Record Actions menu, click on the checkmark by Suppress from Discovery to unsuppress the bib record.
  3. Select Editing Actions > Enhance the Record.
  4. In the Enhance the Record window, choose normalization type “UCB Undo mark IZ bib for deletion” and click Ok.
    • The normalization removes 997 fields beginning with “DELETE IZ BIB” and changes OCLC numbers in field 935 to 035.
  5. Click Save > Save and Release Record.

Now that you’ve undone your accidental mark for deletion(s), consider whether the IZ needs to be relinked to the NZ and whether any further corrections need to be made, like restoring holdings in OCLC if you removed them in error.
 

By jcripe on 07-15-2024

Tags

Collection maintenance, Policy, Procedure, Resource Management Group (RMG), Workflow