Nathalie Schulz IGeLU 2013 What is Copyspecific information Metadata about a particular physical copy including Physical characteristics eg binding handwritten notes imperfections Ownership history eg provenance bookplates ID: 468975
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Slide1
The Challenges of Copy-Specific Information in Aleph and Primo
Nathalie Schulz
IGeLU 2013Slide2
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 shelfmarksSlide3
Storage in Aleph
Stored in the MARC21 Holdings record (Aleph item notes are too small)
Field for each type of note, e.g.,Slide4
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 noteSlide5
Storage in AlephNotes 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 themSlide6
Storage in AlephA Holdings record may have multiple notes of the same type
A bibliographic record may have multiple linked Holdings records with copy-specific notesSlide7
StatisticsIn Oxford's HOL60 library there are 11.9 million holdings records for 120 sub-libraries
3.3 million holdings records have copy-specific notes (2.1 million with public notes)Slide8
Copy-specific notes in PrimoIn 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.Slide9
Requirements for PrimoSearchable
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)Slide10
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, PRESlide11
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” fieldsSlide12
Option 1 – Example (Alpha fields changed to 5XX)Slide13
Option 1 and PrimoSearchable – No
Location information - by sub-library only - no distinction between different copies
Labels - NoSlide14
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)Slide15
Option 2 - Example8528 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 $$a2nd impr. 1937.
Etc.Slide16
Option 2 and PrimoSearchable - Yes (can be included in locally defined fields in the search part of the PNX record)
Location - No - not associated with the correct shelfmark
Labels - NoSlide17
Option 3 - expand_doc_hol_bib plus …Include a local fix routine to add labels, e.g.,
FULLP expand_doc_bib_hol -FMT,LDR,LKR, OWN,001,004,005,008,035##,PRI##
FULLP fix_doc_do_file_08 csn_fixSlide18
Option 3 - expand_doc_hol_bib plus …
Tried both
CONCATENATE-FIELDS
and
expand_doc_join_simple
to
combine location information and copy-specific information
But they did not work with multiple holdings records because notes could not be joined with the correct locationSlide19
Option 3 - Example8528 L $$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.Slide20
Option 3 and Primo
Searchable – Yes
Location – No
Labels - YesSlide21
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.Slide22
Option 4 - Example85299 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.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr. 1937
.Slide23
Option 4 – In PrimoSlide24
Option 4 and Primo
Searchable –Yes
Location – Yes
Labels - YesSlide25
Option 4 - But ...
Some notes are so long or combined are so long that they exceed the Aleph field size of 2000 bytesSlide26
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 PNXSlide27
Example of truncated noteSlide28Slide29
Option 4 - More detailThe CSN fix in Holdings Library
tab_fix
has four steps:
CSN expand_doc_hol_852_disp
CSN fix_doc_do_file_08 csn1_fix
CSN expand_doc_join_simple
CSN fix_doc_do_file_08 csn2_fixSlide30
CSN Fix – Step 1expand_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 LibrarySlide31
CSN Fix – Step 2fix_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.Slide32
CSN Fix – Step 2Removes subfield $$3, e.g.,
2 PNA## REPLACE-STRING $$3,$$3|^
3 PNA## DELETE-SUBFIELD-DELIMITER 3Slide33
CSN Fix – Step 2Copies the 852 field to a 966 field and adds a subfield containing the system number
4 852## COPY-FIELD 996
5 001 COPY-SYSTEM-NUMBER 333 ,L,1
6 996 CONCATENATE-FIELDS 333 ,1
Result:
996 L $$aUkOxU$$bBODBL$$hArch. H e.182 $$4Bodleian Library$$1004086720Slide34
CSN Fix – Step 3expand_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$$hArch. H e.182Slide35
CSN Fix – Step 3Creates a WK# field for each type of note, e.g.,
WK989 PNA## AA a
z
Result:
WK989 L $$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R.Slide36
CSN Fix – Step 4fix_doc_do_file_08 csn2_fix
Concatenates ZZA and WK# fields, e.g.,
1 ZZA## CONCATENATE-FIELDS WK989,zSlide37
CSN Fix – Step 4Creates a new 852 field (the new field is not created if there are no $$z)
2 ZZA## DELETE-FIELD-COND N,$$z
3 852## DELETE-FIELD
4 ZZA## COPY-FIELD 85299Slide38
CSN Fix – Step 4Result:
85299 L $$aHOL$$4Bodleian Library$$1004086720 $$hArch. H e.182$$zNote:^This copy contains colour plates and black and white illustrations.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr. 1937.Slide39
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 21Slide40
For more information:Nathalie.Schulz@bodleian.ox.ac.uk
Thank-you!