Checking for duplicates at NRLF/SRLF

Author: smoody
Posted in: BTech

Checking for duplicates at NRLF and SRLF is just one task in a larger workflow used to decide whether to retain, store, or withdraw an item; how to process the item once a decision is made; and how to keep a tally for annual statistics reporting. Please see other instructions for what steps come after “checking for duplicates at NRLF/SRLF”.

Record maintenance procedures for items to be stored

NRLF Pulling and Processing Guidelines

Record maintenance procedures for Items to be withdrawn: Withdrawal procedures and batch withdrawal.

Below are suggested steps for checking to see if monographs, serials, and conference publications have already been stored at NRLF or SRLF. The process makes use of the RLF Tool to automatically check for duplication. Based on results from the Tool, some titles will require further searching in Melvyl or OskiCat.

This process will allow you to decide the next course of action for a given item or set:

  • Item or set can be sent to NRLF (no one has stored the item or set yet).
  • In the case of a set, some items can be stored, and the remainder will be retained on campus or withdrawn.
  • Refer item or set to supervisor.

Note: Records for materials deposited at NRLF must include an OCLC number (found in the MARC 001 field of the bibliographic record). The OCLC number is necessary for the RLF Tool to check for duplication. If your item has no OCLC number, contact cataloging.

Note: Special Collections/Restricted materials do not have to be checked for duplication. 

Obtaining duplication reports from the RLF Tool

Staff can use the RLF Tool to do a first-pass duplication check. There are three options for getting reports from the Tool:

  1. Request a weeding list from the Library Systems Office using the OskiCat Help Desk form. Under “Problem Type” select “Weeding List.” Select “RLF duplication checking” and specify the other criteria. Results of the RLF Tool duplication check will be shown in two columns—labelled nrlf and srlf—within the Excel list of items. Consider requesting separate monograph and serial lists.
  2. Create a text or Excel file of OCLC numbers of candidate titles and submit it directly to the RLF Tool (directions available at the RLF Tool website). Results are emailed as an Excel attachment. Consider submitting separate lists for single-volume monographs and serials/MVMs.
  3. Submit individual OCLC numbers of candidate titles to the RLF Tool. Results are returned immediately on a web page.NOTE: When copying and pasting the OCLC number, be sure to remove extra space(s) in front/at end of the number.

Analyzing results from the RLF Tool

The RLF Tool uses OCLC’s web interface to determine if ZAP/ZAPSP and/or ZAS/ZASSP/HH0 (NRLF’s and SRLF’s OCLC holdings symbols respectively) have been set on a specific OCLC number. The results of the duplication check are returned in two columns of an Excel file (either integrated into the weeding list [option 1 above] or emailed as an attachment [option 2 above]).

  • If NRLF holdings are set on a particular OCLC record, the report will return the value “nrlf” in the NRLF column. If NRLF holdings are not set on the record, the report will show a blank in the NRLF column.
  • If SRLF holdings are set on a particular OCLC record, the report will return the value “srlf” in the SRLF column. If SRLF holdings are not set on the record, the report will show a blank in the SRLF column.

When an OCLC number is interactively submitted to the RLF Tool (option 3 above), results are returned immediately as “@ nrlf: nrlf”, “@ nrlf: <blank>”, “@ srlf: srlf”, or “@ srlf: <blank>”

Processing potential NRLF deposits

Some units may prefer to double-check the RLF Tool results before sending items to NRLF, as the RLF Tool can return false positives/negatives. There can be several reasons for this discrepancy, such as a monographic series that was cataloged as individual titles at one campus library and then cataloged as a set at another library.

If your unit does not double-check the RLF Tool results for monographs or short series runs, then the following applies:

  • If the results of the RLF Tool indicate that a title is held at either of the RLFs, the item may not be stored at NRLF.
  • If the results of the RLF Tool indicate that a title is not held at either of the RLFs, the item may be stored at NRLF.

Longer runs and MVMs should still be checked in case not all volumes are storable. Decisions will have to be made on whether or not storing a portion of the set is acceptable.

If your unit does double-check the RLF Tool results, then the following applies:

For all single-volume monographic titles:

1. Search OskiCat.

Open OskiCat and do a title search. Sometimes UCB and another northern UC will have the same item, but two catalog records. If the other UC has stored their copy already, and your copy is an exact bibliographic match, then your copy is a duplicate and should not be stored.

Note: Staff can report the different records to nrlftech@library.berkeley.edu so that NRLF staff can merge them.

2. Search Melvyl.

Open Melvyl and search for the OCLC number (it is faster and more precise to search by this number).

Tip: OCLC numbers are included on weeding lists or can be found in the MARC 001 field of the bibliographic record.

Libraries to search should be set to University of California Libraries. Enter “no:[OCLC no.]” in the search box.

Note: To narrow results if you are searching by title, you can perform an advanced search. Select only the WorldCat database, and limit to University of California Libraries.

3. Verify that you have found the correct item record. Check the title, author/editor, publisher, and publication date. The edition/format should be for print material, not e-material. UC Berkeley’s holdings will display underneath the bibliographic information if the record is correct. In general, most items at NRLF will be filed under UCB.

4. Other UC Library holdings will file below. Under University of California Libraries, click on “[no.] group libraries own this item” to expand the list of UC Libraries that own this title.

Most items at SRLF will be filed under UCLA’s holdings. If NRLF does not appear in the UCB availability list–and SRLF does not appear in the UCLA availability list–you will need to check availability under the other UC Libraries. Do this by clicking “check availability for this item”. Dropdown windows will detail where the item is held for each UC.

Note: Items at NRLF with a Restricted Use note, or at SRLF with a Non-Circ Request note, can still be stored.

5. Any item not held at either RLF may be stored at NRLF.

For short runs of serials and small MVM sets that are not held at either RLF according to the RLF Tool:

1. Search OskiCat.

Open OskiCat and do a title search. Sometimes UCB and another northern UC will have the same series, but two catalog records. If the other UC has stored their series already, and your series is an exact bibliographic match, then your copies are duplicates and should not be stored.

2. Search Melvyl.

Open Melvyl and perform a search for the OCLC number.

3. Verify that you have found the correct item record. Check the title, publisher, and publication years. UC Berkeley’s holdings will display underneath the bibliographic information if the record is correct. To view the shelving location(s) of the series, click all “View item details” buttons.

4. Check availability under the other UC Libraries, and view the complete item details to determine what, if anything, is stored at NRLF or SRLF.

Tip: To see a list of individual items, click “Get Current Status Information”, then click “View item details”. This can be useful when the summary holdings statement is unclear or is annotated “incomplete.”

5. Any item not held at either RLF may be stored at NRLF.

For serial and MVM titles that are held at one or both RLFs according to the RLF Tool:

1. Search Melvyl.

Open Melvyl and perform a search for the OCLC number.

2. View the complete holdings of each UC to see which items are stored at NRLF/SRLF.

3. Any items not held at either RLF may be stored at NRLF.

For long runs of serials, large MVM sets, and conference publications that are not held at either RLF according to the RLF Tool:

1. Search Melvyl.

Open Melvyl and perform a title search. Libraries to search should be set to University of California Libraries. Enter “ti:[title]” in the search box. If the search identifies more than one matching record for the title, check each one for RLF holdings.

2. View the complete holdings of each UC to see which items are stored at NRLF/SRLF.

3. If the title is held at either of the RLFs, any items not already held may be stored at NRLF.

4. If the title is not held at either of the RLFs, all items may be stored at NRLF.

Tip: Conference publications can be cataloged as monographs or serials. Search Melvyl by title keyword (i.e., ti:[title]), but don’t include in the title the conference date, author, or location (e.g., “photomechanics and speckle metrology”, not “second international conference on photomechanics and speckle metrology”).

If the conference has been cataloged as a serial, click into the record to see which years have been stored.

If the conference has been cataloged as a monograph, look for the correct title among the results, or refine your search by author, year, language, content, or topic using the drop-down menus on the left. Confirm that you have the correct information for the conference: title/subtitle, conference organization, dates of conference, and year of publication. Click on the correct record to see if the item has been stored.

Note: Complicating factors for series searches:

• Volumes of one title stored under a preceding or succeeding title.

• Volumes stored under a different title. For example, a title splits into A and B, and one campus treats it as an ongoing title and binds them together, but another campus treats this as a title change, binds separately and stores under those titles.

• Long-running serials with multiple title changes, “merged with” and or “split into” titles.

For law journals that are not held at either RLF according to the RLF Tool:

The OskiCat records for law titles do not contain an OCLC number, so the RLF Tool cannot determine if they are held at NRLF. To assure that large-scale duplication doesn’t occur, search law journal titles in OskiCat by title to check NRLF holdings. As with other journals, search Melvyl by title to determine if law journal titles are held at NRLF/SRLF under different OCLC numbers.

1. To see NRLF holdings: Search OskiCat by title. If the search identifies more than one record for the title, check each one for NRLF holdings.

2. To see other NRLF/SRLF holdings: In Melvyl, enter “ti:[title]” in the search box and limit the search to “University of California Libraries.” (If the search identifies more than one record for the title, check each one for holdings.) Under “University of California Libraries”, click on “[no.] group libraries own this item” to open up the list. Click all “View item details” buttons to see complete details.

3. If the title is held at either of the RLFs, any items not already held may be stored at NRLF.

4. If the title is not held at either of the RLFs, all items may be stored at NRLF.

Legacy Data

Author: Matthew Prutsman
Approval Group: CSG, BTech
Update Group: BTECH
Last updated date: 10/07/15

Archived Comments

Updated procedure
Wed, 10/07/2015 – 11:13 — josgood
Updated and rewrote procedure to reflect current processes.

Need More Information on Checking for Duplicates
Mon, 03/18/2013 – 13:46 — revans
I haven’t used the RLF Tool before. The URL for the RLF Tool needs to be added to “Checking for Duplicates” page – http://www.cdlib.org/services/d2d/melvyl/rlf_tool.html.
I’ve tried to check several OCLC numbers with the tool. Two-thirds of the time I get an error message that makes no sense: “The oclc number should be only digits,” even though what I’ve entered is only digits, e.g., 4926771. What do I do when I get a message like that?
Rita Evans
ITS Library

Hi Rita: I added text to #3
Tue, 03/19/2013 – 13:46 — Trina Lopez
Hi Rita:
I added text to #3 under “Step 1: Obtain duplication reports from the RLF Tool” to clarify that all spaces should be removed before and after the entered OCLC number. I also made hot links to the RLF Tool to make it easy to access.
I hope these changes are helpful.
Trina
AH/C

Please revise
Thu, 08/02/2012 – 14:31 — Charis Takaro
Hi – ILSSC received feedback that this document is out of date. Please provide updated instructions for units to use. After Collections Council revises/reviews, it will go to Circ Services for review (again).

Created: April 26, 2016
Last revised: December 15, 2016
Review date: None set

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