The challenges of copy-specific information in Aleph and

Report
The Challenges of CopySpecific Information in Aleph
and Primo
Nathalie Schulz
IGeLU 2013
What is Copy-specific
information?
•
Metadata about a particular physical
copy, including:
• Physical characteristics, e.g., binding,
handwritten notes, imperfections
• Ownership history, e.g., provenance,
bookplates
• Administrative information, e.g.,
previous shelfmarks
Storage in Aleph
•
Stored in the MARC21 Holdings record
(Aleph item notes are too small)
•
Field for each type of note, e.g.,
Storage in Aleph
BKP - Bookplates
BTY - Binding
GEN – General Antiquarian Note
PNA - Provenance name
PNO - Provenance note
PRE – Previous shelfmark
PUB - General public note
PRI - General private note
Storage in Aleph
•
Notes are either public or private. Only
public copy-specific notes are published
to Primo
•
When there are multiple volumes
attached to a Holdings record, subfield
$$3 is used to distinguish them
Storage in Aleph
•
A Holdings record may have multiple
notes of the same type
•
A bibliographic record may have
multiple linked Holdings records with
copy-specific notes
Statistics
•
In Oxford's HOL60 library there are 11.9
million holdings records for 120 sublibraries
•
3.3 million holdings records have copyspecific notes (2.1 million with public
notes)
Copy-specific notes in Primo
•
•
•
In July 2011 Oxford changed LMS from
Geac Advance to Aleph (v.20).
Primo had already been in use at
Oxford, and copy-specific notes from
Advance were included in the Details
display.
Copy-specific notes from Aleph were not
included in Primo (v.3) until Nov. 2011.
Requirements for Primo
•
•
•
Searchable
Location Information – Need to be
associated with the Location and
Shelfmark of the Holdings record
(Display)
Labels - Need labels specifying the type
of note (Display)
Example – The Hobbit 1937
3 Linked Holdings records:
Bodleian Library - Arch. AA e.143
Copy-specific notes: GEN
Bodleian Library - Arch. H e.182
Copy-specific notes: GEN, PNA x 2, PNO, PUB
Merton College Library, Bookstack - 111.B.13
Copy-specific notes: BTY, GEN, PNA x 2, PNO x 2, PRE
Option 1
- use OvP functionality
•
•
•
In the Primo Back Office you can define
MARC fields to display from the Aleph
holdings record
But only up to 5 different fields can be
defined to display and Oxford has 16
different types of public copy-specific
note fields
Does not work with “Alpha” fields
Option 1 – Example
(Alpha fields changed to 5XX)
Option 1 and Primo
•
Searchable – No
•
Location information - by sub-library
only - no distinction between different
copies
•
Labels - No
Option 2 expand_doc_bib_hol
•
As part of the publishing expands in
Aleph (tab_expand) include Holdings
fields with the Bibliographic record, e.g.,
FULLP
expand_doc_bib_hol
-FMT,LDR,LKR,
OWN,001,004,005,008,035##,PRI##
(will include in the bibliographic record all
holdings fields except those listed)
Option 2 - Example
8528 L $$aUkOxU$$bBODBL$$hArch. AA e.143
GEN
L $$aThe illustrations in this copy are in
black and white only (no colour plates).
8528 L $$aUkOxU$$bBODBL$$hArch. H e.182
GEN
L $$aThis copy contains colour plates and
black and white illustrations.
PNA
L $$aTolkien, J. R. R. (John Ronald Reuel),
1892-1973.
PNA
L $$aTolkien, J. F. R.
PNO
L $$aInscribed: J.F.R. Tolkien from J.R.R.T.
PUB
L $$a2nd impr. 1937.
Etc.
Option 2 and Primo
•
Searchable - Yes (can be included in
locally defined fields in the search part
of the PNX record)
•
Location - No - not associated with the
correct shelfmark
Labels - No
•
Option 3 expand_doc_hol_bib plus …
•
Include a local fix routine to add labels,
e.g.,
FULLP
expand_doc_bib_hol
-FMT,LDR,LKR,
OWN,001,004,005,008,035##,PRI##
FULLP
fix_doc_do_file_08
csn_fix
Option 3 expand_doc_hol_bib plus …
•
•
Tried both CONCATENATE-FIELDS and
expand_doc_join_simple to combine
location information and copy-specific
information
But they did not work with multiple
holdings records because notes could
not be joined with the correct location
Option 3 - Example
8528
L $$aUkOxU$$bBODBL$$hArch. AA e.143
GEN
L $$aNote:^The illustrations in this copy
are in black and white only (no colour plates).
8528
L $$aUkOxU$$bBODBL$$hArch. H e.182
GEN
L $$aNote:^This copy contains colour plates
and black and white illustrations.
PNA
L $$aProvenance name:^Tolkien, J. R. R.
(John Ronald Reuel), 1892-1973.
Etc.
Option 3 and Primo
•
Searchable – Yes
•
Location – No
•
Labels - Yes
Option 4 expand_doc_extract_holding
•
A Holdings fix routine can be specified
as part of expand_doc_extract_holding,
e.g.,
FULLP
•
expand_doc_extract_holding
CSN
This means copy-specific information
can be included with an 852 field.
Option 4 - Example
85299 L $$aHOL$$4Bodleian Library$$1004086719
$$hArch. AA e.143$$zNote:^The illustrations in
this copy are in black and white only (no
colour plates).
85299 L $$aHOL$$4Bodleian Library$$1004086720
$$hArch. H e.182$$zNote:^This copy contains
colour plates and black and white
illustrations.$$zProvenance name:^Tolkien, J.
R. R. (John Ronald Reuel), 18921973.$$zProvenance name:^Tolkien, J. F. R.
$$zProvenance note:^Inscribed: J.F.R. Tolkien
from J.R.R.T.$$zPublic note:^2nd impr. 1937.
Option 4 – In Primo
Option 4 and Primo
•
Searchable –Yes
•
Location – Yes
•
Labels - Yes
Option 4 - But ...
•
Some notes are so long or combined
are so long that they exceed the Aleph
field size of 2000 bytes
Option 4 - But ...
•
Solutions:
• Include the Holdings record system
number so that a link can be made in
Primo to the Aleph Holdings record
• Also publish with expand_doc_bib_hol
for use in the search section of the
PNX
Example of truncated note
Option 4 - More detail
The CSN fix in Holdings Library tab_fix
has four steps:
CSN
expand_doc_hol_852_disp
CSN
fix_doc_do_file_08
CSN
expand_doc_join_simple
CSN
fix_doc_do_file_08
csn1_fix
csn2_fix
CSN Fix – Step 1
expand_doc_hol_852_disp
•
Adds full Sub-library and Collection
names to the 852 field
Result:
8528 L $$aUkOxU$$bBODBL$$hArch. H e.182
$$4Bodleian Library
CSN Fix – Step 2
fix_doc_do_file_08
•
csn1_fix
Adds labels to the front of each note,
e.g.,
1 PNA##
REPLACE-STRING $$a,$$aProvenance name:^
Result:
PNA
L $$aProvenance name:^Tolkien, J. R. R.
(John Ronald Reuel), 1892-1973.
PNA
L $$aProvenance name:^Tolkien, J. F. R.
CSN Fix – Step 2
•
Removes subfield $$3, e.g.,
2 PNA##
3 PNA##
REPLACE-STRING
DELETE-SUBFIELD-DELIMITER
$$3,$$3|^
3
CSN Fix – Step 2
•
Copies the 852 field to a 966 field and
adds a subfield containing the system
number
4 852## COPY-FIELD
5 001
COPY-SYSTEM-NUMBER
6 996
CONCATENATE-FIELDS
996
333
333
Result:
996
L $$aUkOxU$$bBODBL$$hArch. H e.182
$$4Bodleian Library$$1004086720
,L,1
,1
CSN Fix – Step 3
expand_doc_join_simple
•
Joins 852 and 966 fields so that there is
a new ZZA field with location information
ZZA
996## AA 451
4
852## AA khimt k
Result:
ZZA
L $$4Bodleian Library$$1004086720$$hArch. H
e.182
CSN Fix – Step 3
•
Creates a WK# field for each type of
note, e.g.,
WK989 PNA## AA a
z
Result:
WK989 L $$zProvenance name:^Tolkien, J. R. R.
(John Ronald Reuel), 1892-1973.$$zProvenance
name:^Tolkien, J. F. R.
CSN Fix – Step 4
fix_doc_do_file_08 csn2_fix
•
Concatenates ZZA and WK# fields, e.g.,
1 ZZA##
CONCATENATE-FIELDS
WK989,z
CSN Fix – Step 4
•
Creates a new 852 field (the new field is
not created if there are no $$z)
2 ZZA##
3 852##
4 ZZA##
DELETE-FIELD-COND
DELETE-FIELD
COPY-FIELD
N,$$z
85299
CSN Fix – Step 4
Result:
85299 L $$aHOL$$4Bodleian Library$$1004086720
$$hArch. H e.182$$zNote:^This copy contains
colour plates and black and white
illustrations.$$zProvenance name:^Tolkien, J.
R. R. (John Ronald Reuel), 18921973.$$zProvenance name:^Tolkien, J. F. R.
$$zProvenance note:^Inscribed: J.F.R. Tolkien
from J.R.R.T.$$zPublic note:^2nd impr. 1937.
Ongoing challenges
•
Staff members often request reports
containing both item information and
copy-specific information. An in-house
Perl script to enhance ret-adm-01 is
used to create these. (It is not possible
to use ARC.)
•
The local scripts needed to be adjusted
for Aleph 21
For more information:
[email protected]
Thank-you!

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