ORIGINALS vs. REPRODUCTIONS
It often happens that Houghton will hold an original copy of an item for which another Harvard library owns a microform. Per Harvard policy (see Harvard University Library Bibliographic Standards), all formats generally appear on a single bibliographic record (which describes the original print version), with information about the physical characteristics of the reproduction stored in the appropriate holdings record. [Though see Section XI.6 (Paperbacks and Book Club Editions) for treatment of paperbacks and book club editions.] However, when the card catalog was converted, many of Houghton's original printed editions were added to records for microforms, and many duplicate records for microforms were entered in HOLLIS. In addition, HOLLIS now contains an ever-growing number of records for networked resources, such as EEBO. When upgrading these bibliographic records, delete duplicates where possible and edit the bibliographic record to reflect the print original. Some Houghton holdings records will have "papercopy" in an 866 field---this field should be deleted.
DUPLICATE RECORDS
As a result of the batch-loading of series, microfilms, and electronic records, and other causes, many duplicate records appear in HOLLIS. Houghton staff is responsible for cleaning up duplicate bibliographic and holdings records in HOLLIS for anything that affects fewer than 25 records.
Existing holdings records may be relinked to different bibliographic records only if there is no item record attached (see Moving Records).
Bibliographic records with item records attached should not be altered, but, instead, they should be referred to the Head of Technical Services for resolution.
NOTE: To see whether a bibliographic record has an item record attached to it, go into the search module, highlight an individual record and go to the left-most pane and change from Functional to Overview. The entire set of links attached to the bibliographic record (holdings, items, and orders) will then appear below.
If more than 25 records or, if the issue involves a library for which we do not have editing privileges, the problem and suggested resolution can either be submitted using the Trigger feature in Aleph or forwarded to OIS' Database Management Team by using the Aleph Support Center. Detailed instructions on how to do this can be found at http://hul.harvard.edu/ois/news/aleph-archive/upd02-12-2008-dbm.html.
Duplicate bibliographic records may be created in HOLLIS if useful for specific purposes. An example: the stub records created for Hyde Collection books prior to their arrival. Normally such records will be given an STA field with value SUPPRESSED so that they will not display in the OPAC.
For more on the cleanup of duplicate records, see Resolving Duplicate Records in HOLLIS.
All cataloging for Houghton Library printed materials is added to the HOLLIS online catalog. Catalogers generally create and enhance records in HOLLIS, though at their option they may import records from OCLC after creating/enhancing these there.