Game Plan for Merging American Periodical Series Titles

Basic Premise: That APS Pac records will be merged with existing Pac records that have the same content but with differing formats. Each cataloger will receive a list of 280 titles that they will review. Most of the titles will be single hits and thus accepted as is, but those that result in multiple hits will be merged at the rate of one per month. Adolfo will be the exception. He will set a wonderful example by processing his allotted group at the rate of two per month.

When merging records, make a printout of the APS record before doing any editing; take care to include any pertinent bibliographic information from the record that will not be used.

Fixed field (form byte 23). If micro and/or APS and print, use blank; if micro and APS, use "a"

Fixed field: (007). If micro and APS, use 007 for micro and for online; if APS and print, use 007 for online

245 $h [microform] Delete

530 Use as applicable, e.g.:

530 Also available in print and online
530 Also available in print and microform
530 Also available in microform and online
530 Also available in print, microform, and online

Note: If a particular micro or APS format has a format related series, include this as part of the 530, e.g.:

530 Also available online in series: American periodical series, 1800-1850 ; 404; and in print.
530 Also available in microform in series : Early American newspapers and online in series: American periodical series, 1800-1850 ; 505.
530 Also available in microfilm in series: Early American newspapers and in microfiche in series: Microbook library of American civilization ; LAC 23531-41.

533 Delete if merging formats

710 Keep all 710s that are applicable for multiple formats, if they appear on record to be withdrawn

830 Include any applicable series for each format. This may mean that there will be multiple series on one record.

Process notes on procedure:

1. In selecting prospective records for merging, please SKIP any records that have "COMING SOON!" after the title.

2. Skip records which have an R CTRL code of "n." These records will have either a "793 0 APS no full text" or a "793 0 APS record in process" and are not ready for processing yet.

3. If APS is the default record, create clone FIRST (we will always need an unaltered APS record--this isn't exactly true--if there is something in the UCSD "other" record which might be helpful in the CDL record, be sure to include it).

4. Until further notice, do not put a 599 in the CDL record. (No other campus but UCSD has access to APS at this point)

5. If merging results in the UCSD record being used, put all results into the UCSD record; then APS record becomes the CDL clone. (In other words there is NO CLONING of merged records).

6. When merging, make sure that all check-in and item records are attached. Check-in records for UCSD APS will have the normal "nnet" location.

7. If no merging is involved (single record used); then clone for CDL (if not already done)

8. Use multiple 530s for each format when series is included; combine 530s if series is not included

9. When doing your monthly processing, put check marks next to titles in "APS online record book." This will identify standard single records with no title changes that did not require any work on your part. Next to titles which DID undergo the merge process, note DATE merged next to title on book.

Withdrawal. Use the standard serials withdrawal process for any records falling out from the merge process. Use R Ctrl Cd: "d" Also use the following note in the identity field of the discarded record: w/d. Merged bh 021003. Remember to keep a copy of any APS records (use G and code the new records as R Ctrl Cd: "n" (The old APS record, if it has gone to MELVYL, needs to be withdrawn. In order to keep track of how many we have with print equivalent, please add a 793 to these records, e.g.: 793 0 APS with print equivalent.