Record merge field transfer and merge matrix

Overview

This document provides information about fields that will and will not automatically transfer to the retained bibliographic record during the merge process.  It also covers the process to use when deciding which record should be the retained record.

Merge Transfer Fields

This section provides a table of which fields will transfer and the conditions under which they will transfer.

040 symbols in subfield $c and subfield $d of the merged records (except OCL and OCLCQ) are kept in the subfield $d of the retained record ONLY when data transfers from the merged record(s).

If the 019 and/or 029 are the only fields that transfer to the retained record, the symbols in the 040 field subfield $c and subfield $d will NOT transfer to the 040 $d of the retain record.

Category 1: Always transferred.

Category 2: Usually transferred when present in the record being merged and not present in the record being retained.

( * ) – See specific section below for more information

Category 3: Usually transferred when present in the record being merged and not present in the CONSER record being retained.

( * ) – See specific section below for more information

 Note: Rules for transfer are quite complex and are documented in program design documents. Many fields (for example, field 024) have specialized tests for uniqueness. If the fields are determined to be 'unique', they will be transferred to the retained record.

Section 1: Call number fields (050/090, 060/096, 082/092); MEsh 6xx

Section 2: Series (4xx/8xx)

• Traced series are always retained over untraced series. See scenarios below for more information:

Scenarios:

Section 3: Fields 533 & 583

• All 533 and 583 fields that have unique subfield $5 entries will transfer to the retained record.
• Fields 533 and 583 will not transfer if the field does not have a unique subfield $5 entry.

Section 4: Subject headings (600-651 & 653-662)

• Subject headings are transferred based on the second indicator value. Headings with different values are transferred from the merged record to the retained record.

Example:
The retained record has:
650 _0 Conflicts of interests $z United States.
600 10 Baker, Robert Gene.

The duplicate record has:
610 10 United States. $b Department of Justice.

The corporate subject heading will NOT transfer from the duplicate record to the retained record since the second indicator values are the same.

 Note: Subject headings with second indicator value '7' that have unique subfield $2 entries will transfer to the retained record.

Section 5: Field 751

• Field 751 will transfer if the field is not present in the retained record
• All 751 fields that have unique subfield $2 entries will transfer to the retained record

Section 6: Field 788

• Field 788 will transfer if the 788 subfield $e differs from the 040 subfield $b in the retained record
• All 788 fields that have unique subfield $e entries will transfer to the retained record, with the following exception: 
  • In cases where the inputting institutions of the retained and deleted records match (040 $c), if the deleted record has an updated field 788 with $e that matches the language of the cataloging code in field 040 $b of the retained record, field 788 from the deleted record may replace field 788 on the retained record, thereby allowing an upgrade of the institution's own 788 field
• Fields without subfield $e will not transfer

Section 7: Field 856

• All unique URLs should transfer to the retained record
• CONSER exception:  
  • Field 856 will transfer all unique ‘digitalarchive’ URLs even if the retained record is CONSER
  • Field 856 will not transfer in all other cases when the retained record is CONSER

Section 8: Field 936

• Field 936 should ONLY be present in Serials format records, however, may be encountered on other format records
• The 936 field will NOT transfer if the record number in the 936 field IS the record number of the delete record or if the record number is in the 019 field of the retained record

Merge decision matrix – does not include CONSER records

Use the table below to determine which record should be retained.  A definition for each of the action categories is provided below the table.

Merge decision matrix – Continuing Resource records – CONSER

Use the table below to determine which record should be retained when merging Continuing Resources.  A definition for each of the action categories is provided below the table.

Definitions

*Ask OCLC: BibChange@OCLC.org

**Retain most complete: Based on content, NOT the number of fields.  Also take into consideration the number of holdings on each record.  If the records being compared are for the most part equal in completeness and holdings, retain the record with the lowest OCLC control number.

***Retain based on CEG: Follow guidelines in the CONSER Editing Guidelines (CEG), Sections C7 and C8. For information on CONSER authentication codes, see CEG Field 042.

Additional information

Encoding Level J: Treat as member.  OK to merge, retaining the most complete record.  Transfer 010 to $z in the retained record.

UKM CIP encoding level 8: See also section UKM CIP (Cataloging-in-Publication) Guidelines in the document Field by Field Comparison for Merging Duplicate Records in WorldCat for special instructions for UKM CIP records

Revision history