10.4.1.2.                Standing Search

The Standing Search process is an automatic way for provisional and low-level cataloging records in HU to be enriched with cataloging data from the BF database.  The process works like this:

Step 1     On a nightly basis, the system selects eligible records from those records created or updated during that day.  To be eligible for the standing search, HU records must meet these criteria:

FMT code is 'B' (Book Format)

Date in PDT1 field is within last five years

ENCL value is 'a', '2', or '5'

 

In addition, records must contain all of the following:

LCCN (010) or ISBN (020)

Title (245)

Imprint statement (260)

 

Records meeting these criteria will be added to the accumulating pool of eligible records;  records not meeting these criteria will not be part of the standing search. 

Step 2     Once a week (after the latest BF database update) the system compares the pool of eligible HU records against the records in the BF database, looking for matches on either LCCN or ISBN.

Step 3     If more than three hits are found, the system prints the HOLLIS record number, LCCN, ISBN, and a portion of the title, to notify the library that there may be a matching record in BF, but does no further evaluation.

If one, two, or three hits are found in BF,  the HU record and all of its matching BF records are evaluated according to the following criteria.  If any of these tests fail, the system rejects the BF record from consideration.

ENCL value of BF record must be blank, 1, or 8. Date in PDT1 of the HU record must be within one year of the PDT1 date in the BF record.

LCCNs, if present in both records, must match exactly.

Title (245 subfields |a, |b, |n, and |p) in both records must meet one of the following conditions:

a.   exact match on all subfields

b.   the longer field contains the shorter; or

c.   the last 10 characters match exactly

 

Imprint (260) subfield |b in both records must meet one of the following conditions:

a.   exact match; or

b.     the first 4 characters in the first word longer than 3 characters in one record=s subfield is contained in the other record=s subfield.  (This check is performed in both directions if necessary.)

 

If there is an edition statement (250 |a) in one or both records, one of the following conditions must be met:

a.     if both contain non-numeric data, they must match exactly.

b.     if both contain numeric data, the number portion must match; or

c.     if only one record has a 250 |a and it contains a '1' or 'first', consider the records a match.

 

Step 4     After all possible matching records from BF have been evaluated, the system performs one of three actions depending on how many matches remain:

a.     if no matches remain, return the HU record to the standing search pool to be searched again next week;

b.     if more than one match remains, print the numbers of these HU records for review; or

c.     if exactly one BF record matches the HU record, the HU record will be overlaid by the bibliographic data from the BF record, the update date (U/DT) of the HU record will be changed to the current date, and the BF record will be deleted.  In addition, a report is printed to notify each location on the HU record that the record has been replaced.

 

Note that the system performs an additional test just before an HU record is overlaid by a BF record to insure that the HU record is still eligible for standing search.  If the HU record has been upgraded in the meantime (that is, its ENCL is no longer 'a', '2', or '5'), it will not be replaced by the standing search process.  However, the deletion of the matching BF record does take place.

When a BF record is merged with an HU record during the standing search, the system follows the existing rules regarding retention of unique fields and local data from the HU record.  See the section on duplicate resolution for more information.

Note: this standing search process does not affect location data.  For example, a LOC field on the HU record with a second indicator 'p' will still be provisional after the standing search overlays the bibliographic data in the record.  The item will not be coded as  cataloged until an operator changes the second indicator to 'c' (cataloged for this location).

After each standing search cycle, all units with locations on upgraded records will be sent a STANDING SEARCH CATALOG NOTIFICATION REPORT.  These reports are organized by LOC code, subdivided by language, LOC |c, and record number.  Depending on local workflow, units may use this report to trigger any additional cataloging activity, including classification, authority work, and national reporting of holdings using the TAPE command.

 

After an HU record has been overlayed by the Standing Search, at least one of the holding libraries is obligated to report Harvard's holdings to a national utility by using the tape out process. Because the overlay of provisional data with LC cataloging from BF is a local cataloging activity, Harvard's holdings are not automatically reported to OCLC. Consult Chapter 12 of the HOLLIS Reference Manual for more information on the tape out process.