OVERLAYING

IMPORTANT NOTE ABOUT EAST: Check for the presence of a 583 field with an EAST retention note in record. If you overlay a record that has an EAST retention note with a record that has a different OCLC number, the change must be noted on the EAST Reallocations Spreadsheet

Make sure 583 EAST fields are removed from old record and added to new record in Aleph

When exporting an OCLC record into Aleph, the system will look for a record in Aleph that has the exact same OCLC# and the system will replace that record with the one you just exported.

Make sure OCLC holdings are removed from old record and added to new record in Connexion

If there is no record in Aleph with that OCLC #, the system simply adds the new OCLC record to the Aleph database, not overlaying anything.

Every time you export, OCLC informs you either

1) that it simply added the exported record to the database, or 2) that it ''merged with“ (i.e., overlaid) an existing record, and the bib system no. is given.

It is useful to pay attention to this results box.

To overlay, change the existing Aleph record so that it has only one OCLC # - the OCLC # of the record you wish to use. Use one of formats displayed below. After changing to the desired OCLC #, save it to the server! Then export the OCLC record and it will overlay.

Until you bring up the newly overlaid record, however, the old, unwanted record will be on your screen. The fastest way to get the newly overlaid record on your screen is to copy the bib system number from the box in which OCLC informs you that the record has “merged” with an existing record, and paste that number into the topmost box on the left side of the Aleph, under the word View”. (Other options are to simply search by OCLC#, etc., but the system is slow to index new names, titles, subjects, etc. so the most certain way of getting to the record is by system number.)

Format for inputting OCLC number into an Aleph record:

035 a(OCoLC)ocm00123456 (When OCLC# has less than 8 digits add zero(s) to the beginning of the number to make the digits add up to 8 total)

Or

035 a(OCoLC)ocm12345678 (When OCLC# has 8 digits)

Or

035 a(OCoLC)ocn123456789 (When OCLC# has 9 digits) (Use ocn for 9-digit OCLC#s)

Or

035 a(OCoLC)on1057361872 (When OCLC# has 10 digits) (Use on for 10-digit OCLC#s)