Use of (Brief) Order Records in NZ/IZ

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Status	decided
Description	Use of (Brief) Order Records in NZ/IZ
Decision summary	Load all order records to the IZ, and only load fully cataloged/shelf ready records to the NZ.
Owning group	Acquisitions Operations Subteam + stacymckenna@library.ucla.edu
Approver	Operations Team
Consulted	Resource Management, GOBI
Informed
Decision-making process	Initial testing. Documentation of scenarios (different vendors, etc.). Coordination between Acquisitions, Resource Management, and GOBI. Acquisitions Operations subteam finalize recommendation from that level, sharing with ICs to campus distribution.
Priority
Target decision date	[type // to add Date]
Date decided	Jun 6, 2022

Recommendation

The Acquisitions Operations Subteam recommends that all order records (especially brief records) be ingested to the IZ, and only linked to the NZ after being updated with a full record. This includes records containing OCLC #s. We are discussing primarily GOBI in this data analysis, but recognize that other vendors provide data, sometimes including OCLC #s, in brief records supplied in mrc, spreadsheet, or other formats. For campuses that are manually downloading OCLC records to import for materials received, it has been the experience of larger campuses like UCLA that keeping them in the IZ is still the safer option so catalogers can make adjustments like switching between set and stand-alone record without having to make adjustments in the NZ.

Impact

Stakeholder group	Impact

Stakeholder group	Impact
Acquisitions teams	Brief Order Records will be imported to the IZ only to prevent cataloging errors.
Resource Management	Batches of records updated via “Update Inventory” import jobs will be subsequently run through a “Link to NZ” job for visibility at the UC level.

Reasoning

GOBI identified several ways in which their data was “dirty” and could create complications if order records were loaded directly into the NZ for later Update Inventory loads. Several campuses are already using regular “Link to NZ” jobs for materials loaded into the IZ to ensure proper cataloging before linking to the NZ. Given the difficulties involved in correcting errors in the NZ, especially for cases where entire records are erroneously overlaid or items of multiple titles incorrectly wind up on a single record, it was determined that the routine use of the “Link to NZ” jobs would be less trouble than tracking down and untangling mismatch and overlay problems.

Background

The Phase 4 decision https://uc-sils.atlassian.net/wiki/spaces/P4D/pages/1845167531 references “on order” brief bib records may eventually be added as the workflows listed [at] https://uc-sils.atlassian.net/wiki/spaces/P4D/pages/1845166629. GOBI’s API option for firm order materials provided an excellent test case for such workflows, as the API brief records include OCLC numbers for both physical and electronic materials, making them a seemingly ideal sample.

In advance of testing loading these records into the NZ, staff at UCI met with the Resource Management Operations Subteam and GOBI staff to discuss possible problems and how to rectify them. GOBI’s staff strongly advised against this practice as they know many titles will change OCLC # during the Gold Cataloging process, and are aware of a statistically significant number of items in their database which may have faulty brief record data - including titles listing the wrong OCLC #. We were initially hoping the change of OCLC# would be due to records being merged, and those OCLC#s being relegated to the 019 field, but the existence of the second case is almost impossible to overcome. Data for a batch of UCI’s API orders can be found at https://docs.google.com/spreadsheets/d/1xxt1OwT_hc-LHv9InWBWuF2RRoGg1hHc/edit?usp=sharing&ouid=114323008871213565779&rtpof=true&sd=true but may not include examples of all the errors GOBI tells us are known to exist.

Options Considered [remove if not needed]

	Option 1	Option 2

	Option 1	Option 2
Description	Load brief order records to NZ	Load brief order records to IZ
Pros	Titles on order immediately visible in UC-wide searches No additional linking jobs needed	No chance of bad order records creating false links Avoids problems from records changing OCLC # during GOBI cataloging process (can result in bad overlays, dupes)
Cons	GOBI indicates some titles in their database are linked to completely erroneous OCLC #s If GOBI decides to use a different OCLC record during Gold process, the Update Inventory overlay will completely change the record, possibly creating new duplicates or mis-linking items owned by other campuses	Additional linking job to NZ needs to be run

Dependencies

Questions to consider

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Notes	Status
Tom Bustos - OT			emailed 6/9/2022
All Chairs mtg			announced decision 6/7/2022