CUNY Aleph Catalog Optimization Projects: Local Field Clean-Up

OLS needs to preserve some 9XX fields for CUNY-wide local data for migration purposes. Institutional specific data stored in these fields need to be examined. The following has been identified for use:

901 field -- The field will be preserved as the Aleph system id in the new system to facilitate pre- and post-migration database maintenance.

An Excel sheets has been posted on this LibGuide page. Feel free to download and save them to your local drive.

Project procedures:

1. Examine only the entries that are applicable to your institution based on the Column A - OWN code.
2. Use the Aleph system ID (Column D) to locate the record in Aleph.
3. Examine the record to determine if the content in the 9XX is intended for and entered by your institution.
4. If no, please delete it from the record.
5. If yes and the filed is not being used for any purposes, please delete it from the record.
6. If yes and you intend to keep it, discuss it with Cathy to determine which field to use to preserve the data.
7. Let Kevin and Cathy know when you complete this project.
8. Recommended completion date: July 31, 2019

540 - Terms Governing Use and Reproduction Note

Terms governing the use of the materials after access has been provided. The field includes, but is not limited to, copyrights, film rights, trade restrictions, etc. that restrict the right to reproduce, exhibit, fictionalize, quote, etc. (See MARC Standards for more detailed information and examples.)

e.g.,

540   $a Literary rights of Carrie Chapman Catt have been dedicated to the public.

540   $a Restricted: Copying allowed only for nonprofit organizations.

541 - Immediate Source of Acquisition Note

Information about the immediate source of acquisition of the described materials and is used primarily with original or historical items, or other archival collections. (See MARC Standards for more detailed information and examples.)

e.g.,

541 __  $3 Photoprints $c Purchased; $d 1974 $h $4,000.

541 0_  $c Gift; $a Leavitt Hunt's daughter, Mrs. William E. Patterson; $d 1947.

541 __  $c Purchase; $d 20040915.

Two Excel sheets have been posted on this LibGuide page. Feel free to download and save them to your local drive.

Project procedures:

1. Examine only the entries that are applicable to your institution (i.e., Column A - OWN code).
2. Use the Aleph system ID (Column D) to locate the record in Aleph.
3. Examine the record and also the physical item as needed to determine if the note (540 or 541) is intended for and entered by your institution.
4. If yes, do nothing.
5. If no, please remove it (540 or 541) from Aleph.
6. Ignore Serials Solutions records. They will be removed by OLS.
7. Let Kevin and Cathy know when you complete this project.
8. Recommended completion date: January 30, 2020.

CUNY institutions want to preserve and maintain their local information in the catalog. For the system migration, all local data should be stored in the 590 field in the bibliographic records. Those that are not in the 590 field need to be specified on the Google Sheet for clean-up. OLS will flip the tag to 590 in batch. Additionally, following the vendor system specification, a subfield 9 Local ($9 LOCAL) will be added to all 590 fields so the local fields can be preserved during migration. Each library should list their 590 field on the Technical Services wiki as discussed in the Cataloging Committee meeting, and OLS will make corrections where needed by March 2020.

For example:

500    $a Technical Analysis Educational Foundation Collection.

Will be changed to:

590    $a Technical Analysis Educational Foundation Collection. $9 LOCAL

Please examine the local fields that your institution uses on the Google Sheet and do the following:

1. Revise/correct the information listed in the sheet to reflect your institution's current practice.
2. Add additional local fields that are not included in the sheet, including the MARC tag you use for the data elements.
3. Recommended completion date: January 30, 2020.