Maintenance Priority OC38. Correct bib record Leader Record Status codes

Return to Suggested Priorities main page

The MARC Record Leader record status (LDR/05) is intended to indicate "the relationship of the record to a file for file maintenance purposes." Voyager does not take any actions based the record status code. When catalogers delete bib records from the database, Voyager will save a copy of the record to a log file on the Voyager server, and the record status will be modified to have a "d" value. CARLI staff use this file in various ways (e.g., sending deletions to discovery vendors, generating monthly reports).

Other catalog implementations, such as discovery platforms, catalog synchronization, and metadata management tools, may base functionality on the data value in this position. For example, a discovery vendor receiving a record with a Record Status of "d" would interpret that the record should be removed from the discovery index. Additionally, CARLI does not know whether an Record Status of "d", or an invalid value, would prevent migration of data to a new platform. Therefore, catalogers should review and ensure that valid values are present for this code. This project involves two components.

Reports to Find Issues

(OC38.A) Shared SQL (Bibliographic Records: Fixed fields category):  “Bibliographic records with invalid Rec Status”

This query will find bibliographic records with a record status code other than a, c, d, n, or p.  These records should be edited to contain a valid record status code; a suggestion is to use “c”.

(OC38.B) Shared SQL (Bibliographic Records: Fixed fields category):  “Bibliographic records with Rec Status code set to ‘d’”

A record status code of “d” (for deleted) is valid per the MARC standard, and one can manually set this value in the Voyager cataloging client.  But some staff may have set the Rec status value of “d” under the false assumption that changing this value would result in the bib record being deleted from the Voyager database. Although the cataloging client bases no functionality on this code, if records containing a Rec Status value of "d" are exported to discovery vendors or as part of OCLC Local Holdings Records extracts, the receiving system may respond by deleting records. 

CARLI recommends that if any records retrieved by this query represent works still held in the library’s collection, that the catalogers edit the record status code to a value other than “d”; a suggestion is to use “c.”

Record Counts

Record Counts as of June 18, 2018

Approaches for Maintenance

Catalogers may opt to edit records identified in either of these reports manually, or to apply changes in bulk using additional tools.

To make the change manually, search and open the bib record in the cataloging client. Edit the leader by selecting the Leader button. Then open the drop-down for Record Status, and select a valid status. CARLI suggests using "c."

CARLI staff have developed a macro that users of Macro Express software may use. The shared macro ChangeBib_RecStatus.mex will perform the above listed tasks, change the bib record status to a value of “c” (by default, but can be edited as needed) for all bib IDs included in the input file. For details on the ChangeBib_RecStatus.mex macro, see the Shared Macros for the Voyager Cataloging Client page.

Catalogers may also edit bib records in MarcEdit. You may request an export of bibs from your report files above, or use the reports to select records into the MarcEditor using Z39.50 searching. The LDR/05 value may be edited using Find/Replace or Edit Field. After editing the records, recompile the file to full MARC, then import the corrected records, either through the cataloging client or by submitting them for bulk import.

Additional Details about Voyager and MARC Leader/05

Voyager bulk import typically ignores the LDR/05 value for records being added. If records were obtained from other sources than WorldCat, then catalogers may want to review those sources in the future.

As noted above, Voyager saves a copy of deleted records to a log file on the Voyager server. The LDR/05 value is set to "d" in that log.

For libraries using Summon and EBSCO Discovery Service, CARLI sends the files of records with LDR/05 = "d" to the vendors, who should be processing the delete files to remove those records. CARLI staff also change LDR/05 to "d" for OPAC suppressed bibs, and send those records to the vendors as well.

June 25, 2018