Record Maintenance Procedures
Do not overlay or update a record if the 019 says DO NOT CHANGE
For a summary in chart form, go to CPM700
CUL sends Blackwell North America (BNA) a subset of new cataloging that
fits the criteria for Table of Contents (TOC) enrichment. Records sent are
US or Canadian single volume monographs published after 1991.
While records are being processed by BNA, copies (placeholders) of those
records remain in CLIO. Bibliographic maintenance made to a placeholder
record is lost when the vendor processed record is returned and reloaded
into CLIO. To prevent this, the Library Systems Office supplies record
status markers with text DO NOT CHANGE BIBL in temporary 019 fields in the
If a bibliographic record has 900 subfield b TOC, it has had Table
of Contents and summary information added to
Example: 900 $a AUTH $b TOC
Note: Edits may be made to MFHD and item records at any time as
these records are not sent to BNA.
Return to CPM Table of Contents
- If the 019 field says DO NOT CHANGE BIBL, make a printout and defer
bib. record maintenance until the 019 field is gone. Records are out
for BNA TOC processing for 3 days at most.
- Do not delete the 900 field unless you are doing variant edition
- If you are doing variant edition cataloging in Voyager, you are
creating a new record. Delete the 900 field and 505/520 if the record has a TOC
We are contractually forbidden to redistribute fields enriched by BNA to
- After BNA processing, bib records will have BNA
automatically coded as an operator with replace actions in the history
ADDITIONAL INSTRUCTIONS FOR OCLC OVERLAY
- If the record was created in OCLC, e.g., a PCC record created
in OCLC that subsequently needs an edit,
correct the OCLC record as usual but do not download it if the
CLIO record is out for BNA processing. Download the OCLC record
only when the 019 field is gone and the record has an AUTH/TOC marker.
Caution: Records overlaid by OCLC records
lose their 900 field as well as 505 and 520 as part of merge/replace.
Do not restore the TOC marker. It is cheaper to let the record go out
for BNA processing again than to cut and paste BNA data back into the
- It may be necessary to delay downloading an OCLC record needed for
record maintenance purposes if the CLIO record is out for BNA processing.
Last updated: 07/01/09 kmh