Managing Duplicate MARC Records
Bibliographic and authority records are checked for duplicates automatically when new records are saved or when existing records are checked for duplicates. When you import records, the options for handling potential duplicates can be set in the import profile.
The following Cataloging Administration settings are used to manage duplicate detection and overlay:
- Bibliographic Deduplication - Rules in this database table determine if imported or saved bibliographic records are duplicates of existing records. For details, see Bibliographic Duplicate Detection Rules Reference.
- Authority Deduplication - Rules in this database table determine if imported or saved authority records are duplicates of existing records. For details, see Authority Duplicate Detection Rules Reference.
Note:
You can modify the rule groups in the deduplication tables to include or exclude rules, and you can create rule groups, but you cannot add or modify the rules themselves. The deduplication tables are set up by Innovative Interfaces during Polaris implementation, and the table entries apply to all organizations.
- Bibliographic Tags to Retain/Delete - This policy table is used in duplicate detection to specify tags to retain from overlaid duplicate records. See Specify tags to retain from overlaid bibs.
- Authority Overlay Retention - This policy table identifies tags to transfer to a new authority record from the duplicate record that is being overlaid. If the authority record contains a tag that is listed in the retention table, the data in the tag is copied into the new record. See Specify tags to retain from overlaid bibs.
- Authority Record Import: Preferred Cataloging Source - This policy table identifies the preferred cataloging sources for imported authority records. If the imported record is a duplicate of an existing record, and the incoming record’s cataloging sourceA code stored in tag 040 $a that tells who created the record. These codes are governed by the MARC code list for libraries. is preferred over the existing record’s source, the existing record is overlaid with the new record. See Specify preferred cataloging sources for authority records.
- Bibliographic records replace: Maximum allowed in one operation -This system-level parameter limits the number of records that can be replaced at once. See Set the number of bibs that can be replaced at once.
- MARC validation immediately after bib replace - If this profile is set to Yes, a MARC validation check is performed immediately after bibliographic records are replaced. This prevents situations such as non-repeatable tags accumulating in the record that overlays the duplicate records. See Enable validation when duplicate bibs are replaced.
- Check headings immediately after bib replace - If this profile is set to Yes, the headings are checked as soon as a bibliographic record replaces one or more bibliographic records. See Enable headings check when replacing bibs.
- Bibliographic Record Do Not Overlay feature enabled - If this system-level parameter is set to Yes, staff members with the appropriate permissions can protect certain bibliographic records from being overlaid by selecting the Do not overlay check box in the Bibliographic Record workform, the Bibliographic Bulk Change dialog box, the Bibliographic Record template workform, and the Bibliographic Records tab of the Import Setup window. If the parameter is set to No, the Do not overlay check box does not appear on these workforms or dialog boxes. See Enable the Do not overlay feature.