Editing an existing bibliographic, order or item record
Bibliographic record
To check whether an item already has a bibliographic record, search the box number using the o Reference Number field.
There are a few different fields that need updating and checking. Specific data changes can be completed manually or at the end as part of a global update.
To make any changes, you need to click 'Edit'.
In some cases, items in a box may be catalogued to bibliographic record level but the records are all linked to a single item record attached to the box-level record.
For this scenario, unlink all the records at the beginning of the box, rather than at the end.
You can then edit each individual bibliographic record as usual before attaching an item record at the end.
Ensure that, if there is any important information in the original item record, you record it before you start unlinking as sometimes the original item record will disappear. This is not a problem as the box-level record will eventually be deleted.
Order Record
If an item has an order record number associated with it, search Sierra to locate the record. Order records are usually attached to basic bibliographic records. Instead of starting from scratch, edit the basic bibliographic record so it is consistent with newly catalogued ephemera. You can then attach an item record.
Sparse Record
If you come across a suppressed item record with very limited information e.g. the 245 is just 'leaflet', do not edit it. Create a new item record using the template, making sure to transfer any useful information across from the suppressed record.
Once you have completed the box, add a note in the inventory note field saying '[number] records to be marked for deletion'. These records will be globally updated from BCODE3 'n SUPPRESS BIB' to 'd DEL/SUPP BIB' and have a 591 note added saying 'REASON FOR DELETION: assessed during ephemera inventory 2025 - pre-existing duplicate record that is not required'.
MARC Leader
Change the BIB LVL from d COLL. SUBUNIT to m MONOGRAPH. This can be done by double-clicking on the field and selecting the correct level or by clicking on the 'd' and typing 'm'.
Ref No 001
Update to reflect new layout.
The aim is to maintain original numbers as far as possibl;e, albeit with more slashes. the only exception is if you come across items which have been given the shelfmark '0' e.g. EPH499:00A. Here change the number to the next in the sequence, add the old shelfmark as a former location and add it to the end of the box. So if there were 12 other items already catalogued in the box, EPH499:00A would become EPH/499/13 and be placed behind /12 in the box.
035 (rare)
A small handful of legacy items have bibliographic records with additional reference numbers in the 035 field e.g.
For these items, delete the additional EPH number (do not delete the OCLC 035) and simply edit the 001 to reflect the new number layout. Renumber the multiple copies in the item records e.g. EPH398:6 becomes EPH/398/5/2 and add the former number in the former location field.
245/520/6xx
Check the title, note and subject headings for inaccuracies or sensitive language. If there are obvious mistakes in the lettering, correct them.
Keep an eye out for incorrect indicators. For example, 520 should not have 0 in the second indicator. It should either be in the first indicator or blank.
While the inventory team will not be systematically editing existing descriptive titles and notes, any sensitive or offensive language added by a previous cataloguer should be flagged in the item record.
However, in some circumstances where a small group of material has a similar issue, edits can be made to a cataloguer's description (there will be future phases to update and highlight sensitive language in the title and on the object). For example, the offensive term 'golliwog' was used in the description of items with the named character on Robertson's food packaging. While the content was flagged (flagging sensitivity), an additional decision was made to add single quotation marks to the offensive term. In doing this, the team ensured the word was not hidden but was also acknowledged.
Remove outdated subject headings and do not transfer to any new bibliographic records.
773
For now, Nic is checking all 773s. If you do not add one, or forget to edit or format it correctly don't worry!
Ensure the 773 field is formatted correctly e.g. 773 0 8 |iPrevious box title:|tExercise ephemera. Box 1.
If there is no 773 field, add it. Use the instructions in Creating a bibliographic record.
903
While the aim is to update rather than change any existing numbers, if you have to change the shelfmark/ref no, please add the previous number to the 903 field in the bibliographic record.
|3NEWSHELFMARK:|aOLDSHELFMARK|bPrevious Wellcome Identifier
Full instructions can be found here on the Library Cataloguing guidelines.
Images
089 (Wellcome local - Miro image reference number)
569 (Wellcome local note)
956 (Electronic location and access)
Copy and paste the URL into a search engine. Check that the image matches the item in hand.
962 (Wellcome local - link to image)
If the image does not match, or there are other issues with the image, add an inventory note to the spreadsheet e.g. 'Image check: EPH/88/5 have broken links in 962' or 'Image check: EPH/60/8 images need rotating' and highlight the box in yellow.
Once you have finished editing the record you can attach a new item record.
Item record
To check whether an item already has a bibliographic record, search the box number using the c Shelfmark field e.g. EPH125:1.
There are a few different fields that need updating and checking. Specific data changes can be completed manually or at the end as part of a global update.
If the item is a facsimile, follow EPB procedure. Facsimiles need to be flagged and moved. When the team come across a facsimile the item record should be suppressed [ICODE2 n SUPPRESS ITEM] and two general 500 notes added. One should say ‘Facsimile’ while the other should note ‘Removed during inventory, dd/mm/yyyy’. The shelfmark should then be listed as a former location. Finally, the facsimile should be moved to the facsimile section of the basement stack, currently located in 203;9;3-6. If there are no other items attached to the bibliographic record BCODE3 should be changed from blank to n SUPPRESS ITEM.
ICODE2
If blank, double-click on the field and select the correct type or click on the number and type '-'.
If this field is filled with other information e.g. w WDRAW/SUP ITEM, do not change.
I TYPE
Check this is 8 ephemera. If not, double-click on the field and select the correct type or click on the number and type '8'.
LOCATION
Change from cwith Contained in above to sgeph Closed stores ephemera. To change you can double-click on the field and select the correct location or highlight the location code and type 'sgeph'.
STATUS
Change from c Above to - Available. You can double-click on the field and select the correct status or highlight the 'c' and type '-'.
OPACMSG
Change from blank to 'f Online request'. Either double-click on the field and select the correct message or click at the beginning of the field and type 'f'.
Shelfmark
Make sure the shelfmark reflects the updated Ref No e.g. EPH/125/1.
Once you have finished editing the item record you can continue with full inventory, taking into account the variations in procedure.
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