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→‎Procedures for Duplicates

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Choose the authority record to retain when there are duplicates by following the following order of priority:

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~~<li>Prefer a record that already has a 016 field over one that does not.</li>~~

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<li>Prefer a LAC record over a record from BAnQ or universities. </li>

<ol>''Note for PFAN:'' If there is more than one LAC record amongst the duplicate records, inform LAC; send LAC the OCLC record numbers, by email, to the following address : [mailto:pfansuppression-deletionfnap@bac-lac.gc.ca pfansuppression-deletionfnap@bac-lac.gc.ca] mentioning in the subject line: Doublons de BAC. LAC will determine which record should be kept, and will replace the record(s) to be deleted. If the duplicate records also include records from other participants, simply follow Steps 2 and 3 below, once LAC has identified which record will be retained.

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''Situation 2:'' Duplicates between an LAC records which existed before the migration (June 2, 2020), or a migrated record, and any new record created in Canadiana on or after June 2nd, 2020.<br>

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Keep the pre-June 2nd, 2020 LAC record, or the migrated record, following the order of priority outlined above (under Situation 1). Follow steps 2 ~~and 3~~.<br>

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Keep the pre-June 2nd, 2020 LAC record, or the migrated record, following the order of priority outlined above (under Situation 1). Follow steps <span style="color:red">1 and 2</span>.<br>

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''Situation 3:'' Duplicates between any new records created in Canadiana on or after June 2nd, 2020.<br>

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Keep the first record (the older one), according to the date entered on file, in field 008 (character positions 00-05). Follow steps 2 ~~and 3~~.

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Keep the first record (the older one), according to the date entered on file, in field 008 (character positions 00-05). Follow steps <span style="color:red">1 and 2</span>.

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<li type="a~~"><span style="color:red~~">Add a variant form (4XX) based on the form of name or title used as the authorized access point in the record to be deleted (whether it’s been evaluated or not), if it is considered a useful variant form for the record that will be retained. Please note the following:</li>

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<li type="a">Add a variant form (4XX) based on the form of name or title used as the authorized access point in the record to be deleted (whether it’s been evaluated or not), if it is considered a useful variant form for the record that will be retained. Please note the following:</li>

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*~~<span style="color:red">~~Do not systematically add as a variant form (4XX) the authorized access point present in the record to be deleted. Keep in mind the instructions in the Participant’s Manual: « Do not add references solely for automatic conflict detection and updating of bibliographic records » . (See the [[PFAN_-_Participant%27s_Manual#Cross-references_.284XX_and_5XX.29_.5BNew.5D | Participant’s Manual, Cross-references (4XX et 5XX)]].)

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*Do not systematically add as a variant form (4XX) the authorized access point present in the record to be deleted. Keep in mind the instructions in the Participant’s Manual: « Do not add references solely for automatic conflict detection and updating of bibliographic records » . (See the [[PFAN_-_Participant%27s_Manual#Cross-references_.284XX_and_5XX.29_.5BNew.5D | Participant’s Manual, Cross-references (4XX et 5XX)]].)

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*~~<span style="color:red">~~Cataloguers must make sure that a variant form deemed useful in the record to be retained is a valid RDA access point and is established according to PFAN practices. For instance, if the authorized access point includes a date of birth, this date must also appear in the cross-reference, even if this form is derived from an authorized access point that did not include a date of birth (in the record to be deleted). The reverse is also true: normally, dates are not included in variant forms if not present in the authorized access point, unless a date is added to resolve a conflict between this variant form and an authorized access point in another record. Another example: in a name-title access point, the name element must be identical to the authorized access point for the agent, even if the form of this access point was different in the record to be deleted.

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*Cataloguers must make sure that a variant form deemed useful in the record to be retained is a valid RDA access point and is established according to PFAN practices. For instance, if the authorized access point includes a date of birth, this date must also appear in the cross-reference, even if this form is derived from an authorized access point that did not include a date of birth (in the record to be deleted). The reverse is also true: normally, dates are not included in variant forms if not present in the authorized access point, unless a date is added to resolve a conflict between this variant form and an authorized access point in another record. Another example: in a name-title access point, the name element must be identical to the authorized access point for the agent, even if the form of this access point was different in the record to be deleted.

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*~~<span style="color:red">~~Use subfield $w when appropriate, that is, when the variant form is absolutely identical to the authorized access point in the record to be deleted. Subfield $w may be used in more than one 4XX field. Since the variant form must be a valid RDA access point, code nnea should not be used.</span>

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*Use subfield $w when appropriate, that is, when the variant form is absolutely identical to the authorized access point in the record to be deleted. Subfield $w may be used in more than one 4XX field. Since the variant form must be a valid RDA access point, code nnea should not be used.</span>

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<li type="a">Copy into the record to be retained all information or fields present in the record to be deleted and judged to be useful to retain.</li>

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''Last update: 2024-03-14''

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''Last update: 2024-10-08''

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Nathalie.mainville

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PFAN - Other Documentation (view source)

Revision as of 15:23, 8 October 2024