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Union Listing Tricks in Connexion
Changing from Local Data to Local Holdings
OLA Centennial ConferenceApril 3, 2007
Dana Belcher, Assistant Library DirectorEast Central University
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Connexion & Union Listing
Began in February 2006 Tutorials available after migration Migration not completed to OKULS standards Apologies to membership - No time to
experiment & create new standards before migration
Good news – OKULS standards and guidelines are now available
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Definitions
Passport is now Connexion [web browser] Union Listing now called Local Holdings
Maintenance (LHM) Do we need a title change:
OKULS = OKLaHoMa??
Passport (old) used local data records (LDR) to record holdings
Connexion (new) uses local holdings records (LHR) to record holdings
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Migration Problems
Microfiche holdings not included in summary statement 007 physical description is not coded 852 $z should only have format and retention notes Need separate LHR for microfiche holdings
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New Standards
Continue use of one bib record (paper – unless never published in that format)
Continue to report at institution level – ANSI standard level 3 (see Leader in LHR)
For future migrations, paired 853/863 fields makes the most sense Eliminates crowded, uncoded 852 $z Forces the need for separate LHRs for each
format – paper, microform, electronic 866 Textual holdings used only if 853/863 not
adequate enough to describe holdings
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Displaying the LHR
From the initial Connexion search, click on the ”Show Local Holdings if Single Record Found” box
OR
From the bibliographic record Click on Display Local Holdings in the View
drop down menu Select the type of holdings then click on Display
Local Holdings
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Display Local Holdings
May not be enough information Click on summary link to see more
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Local Holdings Record- LHR view from summary link
All the original information is present, it just needs to be coded better.
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LHR Elements
Summary – complete holdings statement Leader – type of record/level of reporting 007 – physical description (text, microform… ) 008 – fixed length fields – acquisition,
retention, lending 852 – location – call number, physical &
retention notes Paired 853/863 – enumeration/chronology
captions & data Each field is composed of bytes [ ] of
information
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Summary
In this example, the retention note would be repeated in the 852 $z only for the format in which the retention is intended. In this case, the paper LHR.
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Leader
If there were no permanent holdings retained, then no paired 853/863 would be needed. In this case, the encoding level would be 2.
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Field 007 - Physical Description Fixed Field
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Field 008 - Fixed-Length Data Elements - Permanent Retention
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Field 008 – Limited Retention
The limited retention would be further explained in the 852 $z note field.
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Field 852 - Location
Repeated in the summary holdings statement. However, not all notes would be repeated (i.e., current issues retained until microfiche received).
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Paired Fields 853/863
If you have one, you must have the other 853 provides enumeration & chronology
captions & patterns v., no., etc.
863 provides enumeration & chronology data 1-, 4-7 1980-, 1999-2004
Training provided by SIGALO in November 2005 – will be repeated in the near future
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Field 853 - Captions and Pattern, Basic Bibliographic Unit
Ind1&2 – leave at default $8 links to $8 in field 863
Whole number beginning with 1 Can have one 853 linking to multiple 863s Create new 853 when caption/pattern changes - $8 would
increment by one & determines display $a and $i are the captions and patterns for information
placed in field 863
Use () so caption doesn’t display.
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Field 863 – Enumeration/ Chronology, Basic Bibliographic Unit
Ind1 – OK standard is level 3 Ind2 – leave at default You can have multiple 863s linked to one 853
1.1 links to $8 1 in field 853 .1, .2, .3, etc. determines how 863s will display Multiple 863s used when you have breaks
Gaps Non-gap breaks
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Paired Field 853/863 Examples
853 …$a v. $i (year)863 …$a 1-20 $i 1980-2000863 …$a 55- $i 1975-
853 …$a (*)863 …$a 177-
853 …$a (*) $i (year)863 …$a 6- $i 1988-
853 …$a (year)863 …$a 1988
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Real Life Examples
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Problems
Summary does not match institutional holdings 007 physical description not coded $n from LDR now in $z of 852 – will cause problems
in future OCLC upgrades 853/863 coded for hardcopy only – need additional
LHR for microfiche
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Summary – Same for All LHRs
Summary reflects only hardcopy holdings – update to include all institutional holdings
Summary should read:
v.124-v.151(1980-1999)+current two years
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Leader – Paper LHR
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007 Physical Description
Default is ZU – both unspecified Use drop downs to code
Change [00] to t & [01] to a – Text/Regular print for paper LHR
Change [00] to h & [01] to e– Microform/Microfiche for microfiche LHR
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008 Fixed Length Data Elements – Paper LHR - before
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008 Fixed Length Data Elements – Paper LHR - after
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852 Location – Paper LHR
Ind 1 & 2 designate a call number – optional $a system supplied $b sublocation $t copy number – leave at default or delete $z Public note related to location – change to show format
and retention notes [Paper. Retains current 2 years.]
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Updated Paper LHR
853/863 reflects paper holdings Use “derive new record” for MF LHR & update as
needed
OPTIONAL
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Derive New Record
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Microfiche LHR
OPTIONAL
STANDARD
= Changes made
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Group Summary Display
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Institutional Summary Display
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Gap Example
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How to Get Started
Start with your current subscriptions then branch out to retrospective titles
Get a list of your LHRs and compare to internal inventory SULOP no longer available – OCLC working
on a replacement product Search via the L4 index to capture
bibliographic records with LHRs attached OCLC now has batch processing – contact
your OCLC rep [http://www.oclc.org/batchprocessing]
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http://www.oclc.org/support/documentation/localholdings/find_localholdings/
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L4:[your 3 digit OCLC symbol]
Connexion – command line search (l4:eco) “too many records found for your search” Limit with other search terms
WorldCat – search as keyword (l4:eco) Will display all records with LHRs Can only sort if you have between 2 and 500 records Printing, export, saving only gives you the bib record Tunnel down to the LHR and print/compare to internal
records Be patient - OCLC is working on a replacement for
the SULOP
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Good News and Good News
OCLC says Oklahoma is one of the most active states for union listing
This does not have to be done tomorrow, but a project that never ends – what else is new in serials : )
OKULS is dedicated to having a great union list Standards/guidelines provided Training available Dedicated membership
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Resources
OKULS Website - http://www.ecok.edu/library/okuls
OCLC Local Holdings Maintenance Tutorials -http://www.oclc.org/support/training/localholdings/tutorial/
MARC 21 Concise Format for Holdings Data -
http://www.loc.gov/marc/holdings/
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Trainer’s Information
Dana Belcher
East Central University
Linscheid Library
580-310-5564
Available via phone or email, and one-on-one training at your site.