Multiple Format & Duplicate Serial Record Merges in RUL: Basic Workflow

Note: for items received through the Federal Depository program, follow established MARCIVE procedures

A. Multiple Format Record Merges:

When a multiple format record merge [two IRIS records for the same title that are cataloged for different formats (generally paper and film)] is recognized,

1. All MARC Holdings and Control records are transferred from the non-root (generally film) record to the root (generally paper) record.
2. Record merge information is added to the Bib/Cat Excel Database located on the Alex T:drive.
3. A Serials Processing Form is sent to Serials Cataloging.
4. Serials Cataloging completes the record merge, including transferring all items and orders from the non-root to the root record, and returns paperwork to the department for any further holdings work.

B. Duplicate Record Merges:

When a duplicate record merge (two IRIS records for the same title that are cataloged for the same format) is recognized,

1. Serials Cataloging is notified of duplicate record situation, and informs the department which record will be permanently retained.
2. All MARC Holdings and Control records are transferred from the non-root (generally film) record to the root (generally paper) record.
3. Record merge information is added to the Bib/Cat Excel Database located on the Alex T:drive.
4. A Serials Processing Form is sent to Serials Cataloging.
5. Serials Cataloging completes the record merge, including transferring all items and orders to the permanently retained record, and returns paperwork to the department for any further holdings work.

Addendum: Merged Formats Initiated in Serials Cataloging

Merged formats uncovered by Serials Cataloging are generally part of an online cataloging or recataloging project. They can also be unreported MARCIVE merges.

1. If no MARC holdings or serials control on record to be merged:

• Serials cataloging completes the merge.
• Copies of the root record are sent to Bib/Cat staff owning the title with a Merged Format Checklist detailing actions to be taken (add/adjust MARC holdings; delete 930s).
• If the deleted records(s) have 930 information, copies of the record(s) are sent to the appropriate unit.

2. If MARC holdings and/or serials control on record to be merged:

• Serials Cataloging emails the relevant unit(s) requesting that they move MARC holdings and transfer the control record.
• When notified by the library that work required at the unit(s) has been completed, the merge is completed and information disseminated as above.