X-Mailer: QUALCOMM Windows Eudora Version 5.2.1
Date: Wed, 26 May 2004 10:01:33 -0400
From: "Helen F. Schmierer"
Subject: Aleph UPDATE: Answering some questions about H08 and H06, and
  Series Processing in the OCLC MARS Authority Processing Service
Reply-To: "Helen F. Schmierer"

Apologies...the explanation we send out early this week was not as clear as we thought.  This email contains further explanation of the Holdings H08 field, and the Bibliographic H06 field and how they will be used for OCLC MARS Authority Processing.

This email also corrects the explanation of the series processing by the OCLC MARS Authority Processing service.

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Holdings Record, H08, mandatory field

    The date in this field will support various processing activities, including cataloging statistics (using the reporting system) and new books lists. In addition, date in this field will be used to pull cataloged records for authority processing. We assume that once the cataloged date is added to the holdings record the date will not change. Both subfield |a and |b are mandatory subfields.

    Records will be pulled for OCLC MARS authority processing based on value c in subfield |a and the date in subfield |b. This mechanism will be used to identify newly cataloged "prospective" records to be sent for authority control.

Bibliographic record field H06, optional field

    H06 has been defined to permit a user to request that a bibliographic record be submitted again for authority processing some time after it was cataloged. The date you flag the record for authority processing will be the date in the H06. Both subfield |a and |b are mandatory subfields.

    Records will be pulled for OCLC MARS authority processing based on value N2 in subfield |a and the date in subfield |b. This mechanism will be used to identify staff requests to send records for authority control again; the presence of bibliographic field H06 represents a specific, staff request for authority processing.

    There is no requirement that the date in the Holdings H08 match the date in the Bibliographic H06.

Once the OCLC MARC Authority Processing routines are in place, OIS will notify staff when various date ranges are being submitted for that processing.

Series

The following is the corrected version of the series processing statement that has been added to the OCLC MARS Authority Processing Service explanation on the Aleph documentation site

                   http://hul.harvard.edu/ois/systems/aleph/docs/OCLC_MARS_processing.pdf

Series (custom processing for Harvard): 400, 410, and 411 are not processed. Preference is given formulation 8XX with 490, first indicator set to 1. 440 left as is unless a 130 form exists in National Authority file, in which case 830 with 490, first indicator set to 1 will be supplied. LC/PCC series tracing decision ignored (e.g., Harvard may trace series that LC/PCC do not).