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Copy Cataloging Training on Folio for Student Assistants: Overlaying Records

Training procedure for monograph copy cataloging in Folio

Overlaying Records

If a record is incomplete, a provisional, or created by a shoddy vendor, then an effort should be made to overlay it with a more accurate record from OCLC. 

  1. In OCLC Connexion, hit the F2 key to open the search.
  2. If the piece dates past 1973, do an ISBN search. If the piece predates the ISBN, search by a combination of title, publisher, and date.
  3. Verify the OCLC record against the piece in hand. It must match all of the standard markers:
    1. ISBN (if existent)
    2. Author/Creator
    3. Title
    4. Publisher
    5. Edition
    6. Page enumeration (with a +/- deviation of a couple of pages)
  4. If a quality record cannot be found, flag the book for your cataloger so they can update it.
  5. Copy the OCLC number from the upper left corner of the record.
  6. In the Instance record, click the Actions drop-menu and select Overlay source bibliographic record.
  7. Select OKS-OSU Stillwater OCLC Worldcat for the External Target field.
  8. Paste the OCLC number into the bottom Identifier field.  
  9. Click Import. This will automatically update the record.
  10. Complete the copy cataloging process.