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CUNY Aleph Catalog Optimization Projects: Duplicate Holdings Records

Purpose

Leaving duplicates interferes with the display of items for patrons and with staff's work. It also prevents staff from making batch corrections in the future. It is really helpful to address these now. The goal is to remove duplicate holdings by linking ALL items in the same location/collection to a unique holdings record.

Recommended Target Date for Completion

Merge multiple copies of the same title from multiple holdings (in the same location/collection) into one single holdings record by November 1, 2019.

Project Description

Duplicate holdings are defined in the LSP as two or more holdings records for the same title in the same location. This is defined as multiple holdings records with the same 852 subfields b, c, h, i, m, and t.

A duplicate holdings record predictably will cause a number of problems in the LSP. Leaving duplicates interferes with the display of items for patrons, and with staff's work. It also prevents staff from making batch corrections in the future. It is really helpful that you are addressing these now.

The goal is to remove duplicate holdings by linking ALL items to one unique holdings record. (Of course there can be more than one holdings record; we just want each to be unique, and for all items to be linked.)

Roughly 95% of these duplicate holdings records come from the Notis system. There is no functional advantage to retaining these duplicates. Several CUNY libraries have already completed a removal of their duplicate records.

Institution Reports

These reports were distributed directly to individual libraries beginning in August and September of 2018. Each library should continue working with the file that they already received.

If a library wants this report re-run, please submit a work order by emailing the CUNY Service Desk at service.desk@cuny.edu.