Types of duplicate records found in the UF partition of NOTIS.

• Duplicate records for the same physical volume.
  • Two or more records that repeat the exact location, call number and copy number of a volume.
  • All may have item records (and even barcodes, if one or more of them is machine generated), compounding the duplicates problem as only one can be authentic.
• Duplicate records for multiple copies in the same classification.
  • Two or more records showing different holdings locations and identical classification numbers.
  • All may have item records, one authentic for each location and copy; others may be "extra" items (and barcodes) for the same copies.
• Duplicate records for multiple copies in different classifications.
  • Two or more records showing different classification numbers for copies belonging to the same holdings location.
  • All may have item records, one for each copy level of the location; others may be "extra" items (and barcodes) for the same copies.

Problems incurred from duplicates.

• Duplicate records for the same physical volume.
  • These duplicates are inconvenient but not a hazard to search processes (we wont find duplicate copies no matter how many times we accidentally look for the nonexistent copy) but do dismay the patron who expects another copy to be available since there are two records on NOTIS.
  • Best record should be chosen for retention and loser marked for deletion.
    • Use Selecting from Conflicting Information to determine best record for retention.
    • Move or delete items (if any) connected to the weakest record.
    • Add note to holdings level of record to be purged: um:This title is being considered for filming.
    • List both records in the duplicates logbook.
  • Marking the duplicate prevents it from being chosen repeatedly for gathering.
• Duplicate records for multiple copies in the same classification.
  • Could lead to duplicate filming as two copies of the title might be found independently and queued for filming.
  • Have instituted bringing in all findable copies (when staff is available) and stamping extras before returning them to proper location.
  • Difficulty remains if copy is not on shelf during first gather and reappears for second search (and is therefore unstamped).
  • Best record should be chosen for retention and weaker record marked for deletion.
    • Create copy levels not currently represented on chosen record.
    • Move item (if any) connected to the weaker record.
    • Add note to loser: um:This title is being considered for filming.
    • List both records in the duplicates logbook.
• Duplicate records for multiple copies in different classifications.
  • Most difficult type of duplicate to recognize during generic search patterns, as the records don't get paired during shelf-listing records.
  • Most difficult type of duplicate to ascertain barcode correctness as both locations are generally not gathered at the same time.
  • Best record should be chosen for retention and weakest record marked for deletion.
    • Create copy levels for copies not currently represented on chosen record.
    • Move item (if any) connected to the weaker record.
    • Add note to weaker record: um:This title is being considered for filming.
    • List both records in the duplicates logbook.
    • Do not change any information on the record (other than item and um: note).

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For more information or reference assistance contact theBrittle Books Program at brittle@mail.uflib.ufl.edu.

Last Revised: 1997 July 2