Re: [IUG] Creating a report of deleted records

["Hahn, Harvey" <hhahn at ahml dot info>]

said shafik wrote:
|Has any library found a way different from what we do to 
|create a report of deleted bib records?

I described our library's approach perhaps 6-8 years ago or so, and
maybe its details are possibly in the archives somewhere (I didn't
bother to check).  Essentially, since these records are going to be
deleted anyway, we felt free to redefine any useful field for our
purposes.  We chose the BIBLVL field and defined two new codes: "x"
means that the bib is marked for future deletion, and "y" means that our
OCLC holdings have been updated (that is, deleted/removed).  (A small
group of materials has a permanent third code "z", which means "don't
EVER delete these bibs!"--that is, they're protected from deletion.)

As staff withdraw materials, last-item bibs are suppressed and marked
with "x" in the BIBLVL field.  At any given point in time (we usually do
this once or twice a month), we run a Create List on all bibs currently
having BIBLVL=x.  Using this review file, we export the OCLC numbers
only and run that text file through OCLC Connexion Client for deletion.
Then this BIBLVL=x review file is rapid updated, changing "x" to "y".
(Since "x" records and "y" records won't interfere with each other,
these steps can be repeated multiple times as needed or as found
useful.)  Finally, ever so often (perhaps at the same point the other
steps are done, but not necessarily so), we run a Create List on the
bibs having BIBLVL=y.  Since I like to keep a MARC archive of both the
bibs we've added to our database as well as the bibs we've deleted, we
export MARC records for this BIBLVL=y review file and save the MARC file
in our local archive.  (According to your process, you could just create
a printed report of the titles deleted at this point instead.)  Then the
same BIBLVL=y review file is used to physically delete those bib records
from our database.

Hope this clearly describes our procedure!

Harvey
 
--
===========================================
Harvey E. Hahn, Manager, Technical Services Department
Arlington Heights (Illinois) Memorial Library
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