The Challenges of Copy-Specific Information in Aleph and Pr - PowerPoint Presentation

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 noteSlide28
Slide29

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!