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Government Document Processing

Procedures on how to process and manage our depository collection.

Monthly

OhioNET provides the following clean-up.

These procedures do not require library action and are for information purposes only.

  • Marcive records with 856 field but no opgov item attached. OHIONET action – Attach opgov item to these records
  • Naked opgov bibs no item no opgov item attached. OHIONET action – Attach opgov item to these records.
  • Suppressed full Marcive bibs with unsuppressed items attached. OHIONET action – Change SUPPRESS to u.
  • Unsuppressed brief Marcive bibs with unsuppressed items attached. OHIONET action – Change SUPPRESS to n.
  • Unsuppressed naked MvI bibs. OHIONET action – Change SUPPRESS to m.

Naked Marcive bib records after two years

(LIST 439) – to be deleted after August 1st

 

  • OHIONET generates the naked bibs list, (i.e., bibs with no item, order, check-in or holdings record attached) that are older than two years. Notification of the identified records will be sent to the libraries twice a year (May and November) via email to both the GovDocs and OShare lists to remind libraries to clean them up during the break.
  • Library actions needed: Review the list and extract your records; if you have no items to attach, then remove your location code from the 049 field; last library removing location code should delete the bib record, or at the end of the year, OHIONET will rapid delete the naked bibs with no 049.
  • Naked bibs older than two years will be deleted from the system by OHIONET after August 1st. A final reminder will be sent out to both the GovDocs and OShare lists via email before August 1st to allow each library one last opportunity to review these records.

 

Brief Marcive bib records still suppressed / not overlaid after 2 years

(LIST 440)

  • OHIONET will automatically generate the list of Brief Marcive bib records still suppressed or not overlaid after two years. Notification of the identified records will be sent to the libraries twice a year (May and November) via email to both the GovDocs and OShare lists to remind libraries to clean them up during the break.
  • Library actions needed: Review the list. If still suppressed – extract your records and determine why your records are still suppressed; delete if item not received, or unsuppress if that step was missed.
  • Lots of brief Marcive bibs are not overlaid because of multiple volumes or serials records. Try to search by SuDoc number to find the full bib with which to merge your bib and items.
  • If the records are still not overlaid after two years, overlay with a record from OCLC, or report the problem to GPO help if no GPO record is found in OCLC.

Marcive item records still suppressed after two years

(LIST 441) – to be deleted after August 1st

  • OHIONET will automatically generate the list of Marcive item records still suppressed after two years. Notification of the identified records will be sent to the libraries twice a year (May and November) via email to both the GovDocs and OShare lists.
  • Library actions needed: Review the list. Extract your records and determine why your records are still suppressed; delete if item was not received, or unsuppress if that step was missed.
  • All items still suppressed after two years will be deleted from the system by OHIONET after August 1st. A final reminder will be sent out to both the GovDocs and OShare lists via email before August 1st to allow each library one last opportunity to review these records.