Except for the types of material listed above, if brief non-OCLC records are entered into the system so materials can circulate "on the fly," the library entering the record should arrange to download an OCLC record for that item when it is returned. "On the fly" records should not contain any authority generating fields.

2. OCLC bibliographic records will be selected using the following criteria:

 	a.  DLC (Library of Congress) records will have first priority.

 	b. Member input records or other national library records will have second priority, giving 	preference to the most complete record using U.S. standards.  Careful attention should be given to
	verifying names and subjects.

	c.  NCS (N.C. State Library) records will have first priority for North Carolina documents received
	through the N.C. State Documents Clearinghouse.

	d.  All records should be upgraded to level I standards.

	e.  All new records added to the database should be upgraded to conform with the latest edition of
	Anglo-American Cataloging Rules. 

5. Subject headings that are not Library of Congress or Children's Literature headings are not indexed and should be deleted from the OCLC record. Local subject headings (690 & 691 fields) may be used only for items listed in guideline #1 that are of little interest to anyone outside of the institution.

6. If there is no OCLC record, the member library should input an original record into OCLC using level I standards.

7. Any local notes that are entered in the 590 field should start with the abbreviation of the library to which the information applies, i.e. FSU, UNCP, or UNCW. Example: UNCW's copy autographed by the author.

8. In bibliographic records for multi-volume sets, complete contents notes should remain in the record even if the library does not own all volumes. Item records should reflect actual holdings of multi-volume sets.

9. The Library of Congress authority files, as found on OCLC, will be the authority for all names, subjects, uniform titles, and series. Randall Library staff will be responsible for daily authority review and for making timely global changes to subject heading revisions listed quarterly in the Cataloging Service Bulletin.

10. The latest edition of OCLC's Bibliographic Formats and Standards will be the authority for MARC coding. The latest edition of the Anglo-American Cataloging Rules and Library of Congress Rule Interpretations will be the authority for cataloging practices. An exception is made for GPO cataloging records and serial records and serial records when the library has microform and paper holdings. In these cases, item records for microform and paper materials may be added to one bibliographic record.

11. The consortium will share bibliographic records with multiple holdings information attached. If there is more than one bibliographic record for an item, the record currently used by OCLC shall be retained. If the library discovering the duplicate record has the only holdings on a record with an invalid OCLC number, it will delete that record and move it's item record(s) to the correct record. If the library discovering the duplicate record does not have holdings on the invalid record, it will notify the library(s) with holdings so they can move their item(s) to the correct record and delete the invalid record. Duplicate OCLC records in the OCLC database should be reported to OCLC for correction.

12. Item records and order records can only be added, edited, or deleted by the library whose holdings are in that record. Bibliographic records can only be deleted if the library deleting them has the only holdings. Bibliographic records can be edited only if they are being corrected or enhanced.

13. Only fully trained and qualified staff will be permitted to add to or edit the database. Training and authorizations are the responsibility of the individual libraries. The UNCCLC System Administrator must be informed about all authorization changes.

14. Errors will be reported by sending a printout with a notation explaining the error to the appropriate institution.

August 25, 1994

1. Each institution in the Consortium will designate one individual to serve as a "reviewer" of changes suggested for the help screens. One individual in the Consortium will be designated to input approved changes. (Sue Cody has volunteered to handle this.)

2. Send suggestions for changes to the person designated to be responsible for changes.

3. Before suggestions are implemented, they will be approved by Sue and the other two reviewers. Each reviewer is encouraged to discuss proposed changes with other staff or library users to gather comments about the change.

4. A standard deadline will be set for completing the review (e.g. 5 working days), so if no objections are registered about the change, approval will be assumed.

5. If approved, changes will be made immediately.

6. If rejected, rationale for rejection will be forwarded to the party who made the suggestion.

July 15, 1994

Addendum to Database Maintenance, adopted by Advisory Committee on 11/20/96:

1. When the Consortium profiled for the INNOPAC Bcode2 (Material type), a decision was made to sometimes vary from the OCLC fixed field "type" to increase the capability of limiting INNOPAC searches by material type. Material types that are not standard OCLC fixed field "type" codes, should be added to the field "949, 2nd indicator 0, |m" so the correct material type maps to the INNOPAC record. For example, serial records in OCLC are usually type=a for printed material, but in order to limit by material type serial in INNOPAC, "s" must be in |m of the 949 field. Refer to the list of Material Types in the fixed field codes in INNOPAC for other formats that may vary from the OCLC codes.
2. All periodical records should contain a 222 field so the Journal Title search will retrieve these records.
3. Guidelines for use of 538 and 856 fields:
   • If an 856 field is inserted in a record, a 538 field should also be input. This makes the record in the text-based interface easier to interpret.
   • For monographic records, 856 fields should link to the exact edition described in the cataloging record.
   • If GOVDOC records are received with 856 fields that don't link to the same edition, the 856 and 538 fields should be deleted from those records.