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Why do I see MARC records in the staff client catalogue for titles that my library doesn’t own?

December 7, 2016

Evergreen uses local call number records, or the value in the subfield 9 of the 856 field for electronic records, to determine which libraries a record should display to. If a MARC record has no local call number records attached to it, and does not contain any 856 fields with subfield 9s, then Evergreen has no way to know which library it should display to. In these circumstances Evergreen will display the record in the relevant search results for all libraries in the staff client. Public catalogue searches never retrieve these records so your patrons will never see these records.

We affectionately call these “orphan records”. If you come across one you can ignore it and assume a cataloguer at another library has not yet completed the cataloguing cycle and soon local call number and item records will be added to it which will result in it properly scoping. Records with no call number records and no scoped 856 fields are automatically deleted after 3 months.

Information on adding physical holdings to MARC records can be found here.

Information on adding non-physical holdings to MARC records can be found here.