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Aleph@UF: Procedure for Reviewing CatQC Reports

Cataloging procedures and policies

Updated May, 2019 by Doug Smith

Procedure for Reviewing CatQC Reports

This procedure is intended as a general guideline for reviewing CatQC records. It does not cover all cataloging procedures that may be needed in the course of your work. It does present an explanation of what to look for based on the results of running CatQC as well as some of the procedures that should be followed. Always check with your supervisor if you are unsure what to do.

One reminder: Never overlay an Aleph record with a another record from OCLC having a different OCLC number IF other SULs' holdings are on the record. Regardless of record quality, we have to maintain the record with the same OCLC number. We can, however, enhance the record we have in OCLC and then overlay the existing Aleph record. If only UF has holdings on the record in question, we can overlay that record with different OCLC copy.


  1. Encoding level of M, J, K, 2, 3, 5, 7, 8 etc.
    1. Search for a better record. If found, verify and export after deleting holding on previous OCLC record
      1. Always use your judgment when deciding if a record is preferred. Note that 5, 7 and 8 are codes used for DLC records
    2. Check existing Aleph record in OCLC and update record in Aleph if changed, even a little. This is OK even if other SULs own title.
  2. Checking 246
  3. We only check the 246 to be sure that the alternate title has not been mistakenly added to a $i instead of the $a. You can see this in the report, so it should not normally be necessary to look at the record in Aleph or OCLC.>
  4. Checking and editing 856 links
    1. Be sure that full text links have a $y
    2. Related materials (pretty much anything else) uses $3
    3. If a link is broken,
      1. Attempt to fix the link if full text. If you can't, talk to your supervisor.
      2. Delete broken links if not full text.
    4. Create a holding for the electronic full text resource
      1. Use UFER GEN for location
      2. Add call number BUT leave the 1st indicator of the 852 blank (not 0)
    5. Delete $z and use $3 if not present. Change foreign language (often German) to English (locally only). The nature of the resource is usually obvious if you click on the link and look at the resource.
    6. Note that double clicking the link in the report should open it.
  5. Checking 338: This catches non-print records, especially ebooks. The program detects any 338 field that does not have "text" in the $a. Because we should only receive records for print material, a 338 that does not have "text" in the $a indicates that we received a record for the wrong format. You may have to retrieve or recall the book, depending on the situation.
  6. Checking 245 n, 245 p and numerals:These are supposed to signal the possibility that we received an individual record for a serial or a monographic volume set. I think everyone is clear on why we don’t want those and what to do about them. The case of the numerals is the easiest. You have the entire title in the report. Just quickly check to see if the numbering looks wrong. Usually it’s just a simple part of the title. Most of these hits are false positives. The 245 n and 245 p are potentially less straightforward, but remember that books dealing with parts of the Bible and with classical works like those of Plato or Herodotus often use $n and $p. Those you can accept without a problem. Here is a good example: 245: 14 |a The selected papers of Elizabeth Cady Stanton and Susan B. Anthony.|n Vol. 4,|p When clowns make laws for queens, 1880 to 1887.
  7. Keywords: These are also used to catch serials. The some of the keywords that the program looks for are annual, report, magazine, journal, etc. Just check over the title in the report. If you don’t find anything that indicates a problem, go on to the next record.
  8. 490 0: This one should be pretty straightforward. Check to see if the series is traced, how it is classed, etc. Make corrections as to whether the series is traced in OCLC as well as Aleph.
  9. 040: This is used to check for non-English OCLC records or parallel records. Again, same procedure as with regular material.
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