Sets with too many items to fit on one bib

Author: smoody
Posted in: Systems

Systems tasks to fix records where there are too many items to fit on one bib.

  1. Identify all the bibs currently involved. Some may have the 958 marker but some may not – create lists by  call number, OCLC #, Gladis #, etc. to identify all that are part of a given title.
  2. Contact the owning unit to verify a- max to load per bib (default 3000), b- any special sorting requests and c- who the contact person in the unit will be to do any holdings clean up needed, etc.
  3. Select all the items for the title in question. Remove any that are checked out from the file and note the record numbers for manual moving later in the process. Export using the saved export “LSO too many items”.
  4. Check for items linked to more than one bib.  If linked to bibs that are some of the additional bibs for the same title, the work is possible but deleting the items will require extra manual work for every single item at the delete stage. Can check this by running a list of items against the bib #s know to be included, noting the count, then deduping. If it drops, there are items linked to multiple bibs in the project.
  5. If there are items linked to bibs that are not additional bibs for the same title, options are:
    • remove those items from the file and ask staff to move them manually (easiest if there are very few)
    • unlink them from the set record, leaving them only on the analytics, then recheck if they are still linked to more than one bib, which they can be in a sets-within-sets scenario.  See other documentation for how to do this unlinking from the set record.
    • skip this title entirely
  6. Based on the total count and max per bib, create as many inventory control bibs as needed to hold all the reloaded items.
  7. Post the output in Millennium-misc-files and ask programmer to sort and divide up by sorted output and create marc records to load items to the specific inventory control bibs created in step 4.
  8. Delete all the items, except any item record with location web, and any that are checked out. [NOTE: For high use titles, reverse steps 6 and 7 so that the items are never missing. Disadvantage: duplicate barcode report will be large]
  9. Sorted files are then loaded, matching on the mil bib #. Verify indexing of call # and barcode by spot checking. At this point or after items that were removed from the process because of being checked out or linked to more than one bib can be manually moved and put in the correct order using the “move” button.
  10. Global update to add call number indicators back as needed, and to deindex call number (1st indicator “1”) unless unit does not want this done.  Re-index one item per location/call number on each bib. Global update to add an internal note that reads “Item re-loaded to correct handling for titles with too many items to fit on one bib. [%date initials]. Global update to subfield the NRLF note.
  11. Select one of the existing duplicate bibs to be the real bib. Move all holdings and orders to real bib. Mark for delete the other duplicate bibs (bcode3 = d and 999    %date  DELETE: DUPLICATE <initials>), leaving just the real bib and the inventory control bib.  If there is an item for web, or a “dummy item” for sets where we retain current only, leave it on the real bib. All other items must be on inventory control bibs. All holdings and orders must be on real bib and there must be just one real bib. Inventory control bibs do not have cat dates and do not have cataloging. Their title should start with the main 245 of the real bib, but continue with “inventory control record”, and the number. Example: “Los Angeles Times inventory control record 1”.
  12. Holdings on the real bib: There should be one holdings record per call number/location. If there are more or less than that, ask the unit contact to help resolve the holdings records.  Add a PD Shelving Note to each holdings record directing patrons to the specific items for a given range of items (sep. note for each target inv. control bib).


PD Shelving Note For information on specific volumes/issues before 1990, see:
PD Shelving Note For information on specific volumes/issues 1990 and later, see:


PD Shelving Note Detailed information for 11-21:
PD Shelving Note Detailed information for 72-77:
PD Shelving Note Detailed information for 82-340:

11 – Walk the unit through the new set up to make sure everything looks ok. In the blog entry make sure to put “statistics” in the title so we can identify this project as impacting annual statistics (these will seem like new items, and will need to be removed based on the internal note)

12 – Add a 590 to each inventory control bib showing what volume/year range it covers.

Note: Newly loaded items should NOT be linked to holdings.  When deleting old items, if they are linked to additional bibs, each has to be unlinked before they can be deleted.

Legacy Data
Author: Charis Takaro
Approval Group: ILSSC
Update Group: Systems
Last updated date: 06/20/13

Created: April 28, 2016
Last revised: September 24, 2020
Review date: None set

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