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Charles B. Sears Law Library University at Buffalo School of Law

Brief Records


Creating Brief Records

  1. Search on OCLC. If found, pass record into Aleph.
  2. If not in OCLC, return to Aleph. If it is possible to derive earlier edition record, etc. to create record, do so.
  3. Delete following fields:
  4. 010   092
    022 099
    035   300 (can update if preferred, but not necessary)
    040   5XXs
    050   6XXs
    082   850
    090   852
  5. Update following fields to reflect new piece in hand:
  6. Date 1 (008)
    020 (delete any extra 020s)
    1XX
    245
    250 (if present)
    260
    4XX
  7. If nothing at all in Aleph, create "Aleph brief record" from template. Delete any 035.

Overlaying Brief Records

  1. OCLC
    1. Search on OCLC by title (get from title page).
    2. If nothing is found on OCLC, perform original cataloging (or give to cataloger for work).
  2. Aleph Overlay:
    1. Bibliographic record
      1. Delete all existing 035s.
      2. Add new 035 with OCLC number.
      3. Use format: 035__(OCoLC)[number]
        (do not use brackets around number)
      4. NOTE: OCLC number must have at least 8 digits in Aleph; add 0s (zeroes) at beginning of number if necessary to make 8 digits.
    2. Search Aleph by OCLC number to check that formatting of 035 was correct.
    Example of search by OCLC number

  3. Return to OCLC.
    • Export record
  4. Return to Aleph.
    • Determine record that has just been passed has overlayed brief record.
Content last updated: 7/16