the challenges of copy- specific information in aleph and primo nathalie schulz igelu 2013
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The Challenges of Copy-Specific 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 $$3 is used to distinguish them
Storage in Aleph
• A Holdings record may have multiple notes of the same type
• A bibliographic record may have multiple linked Holdings records with copy-specific notes
Statistics
• In Oxford's HOL60 library there are 11.9 million holdings records for 120 sub-libraries
• 3.3 million holdings records have copy-specific notes (2.1 million with public notes)
Copy-specific notes in Primo
• In July 2011 Oxford changed LMS from Geac Advance to Aleph (v.20).
• Primo had already been in use at Oxford, and copy-specific notes from Advance were included in the Details display.
• Copy-specific notes from Aleph were not included in Primo (v.3) until Nov. 2011.
Requirements for Primo
• Searchable• Location Information – Need to be
associated with the Location and Shelfmark of the Holdings record (Display)
• Labels - Need labels specifying the type of note (Display)
Example – The Hobbit 1937
3 Linked Holdings records:
Bodleian Library - Arch. AA e.143
Copy-specific notes: GEN
Bodleian Library - Arch. H e.182
Copy-specific notes: GEN, PNA x 2, PNO, PUB
Merton College Library, Bookstack - 111.B.13
Copy-specific notes: BTY, GEN, PNA x 2, PNO x 2, PRE
Option 1 - use OvP functionality
• In the Primo Back Office you can define MARC fields to display from the Aleph holdings record
• But only up to 5 different fields can be defined to display and Oxford has 16 different types of public copy-specific note fields
• Does not work with “Alpha” fields
Option 1 – Example (Alpha fields changed to 5XX)
Option 1 and Primo
• Searchable – No
• Location information - by sub-library only - no distinction between different copies
• Labels - No
Option 2 - expand_doc_bib_hol
• As part of the publishing expands in Aleph (tab_expand) include Holdings fields with the Bibliographic record, e.g.,
FULLP expand_doc_bib_hol -FMT,LDR,LKR, OWN,001,004,005,008,035##,PRI##
(will include in the bibliographic record all holdings fields except those listed)
Option 2 - Example8528 L $$aUkOxU$$bBODBL$$hArch. AA e.143GEN L $$aThe illustrations in this copy are in
black and white only (no colour plates).8528 L $$aUkOxU$$bBODBL$$hArch. H e.182GEN 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.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien
from J.R.R.T.$$zPublic note:^2nd impr. 1937.
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 csn1_fix
CSN expand_doc_join_simple
CSN fix_doc_do_file_08 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## REPLACE-STRING $$3,$$3|^3 PNA## DELETE-SUBFIELD-DELIMITER 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 9965 001 COPY-SYSTEM-NUMBER 333 ,L,16 996 CONCATENATE-FIELDS 333 ,1
Result:996 L $$aUkOxU$$bBODBL$$hArch. H e.182 $
$4Bodleian Library$$1004086720
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$$hArch. H
e.182
CSN Fix – Step 3• Creates a WK# field for each type of
note, e.g.,
WK989 PNA## AA a z
Result:WK989 L $$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## DELETE-FIELD-COND N,$$z3 852## DELETE-FIELD4 ZZA## COPY-FIELD 85299
CSN Fix – Step 4
Result:
85299 L $$aHOL$$4Bodleian Library$$1004086720 $$hArch. H e.182$$zNote:^This copy contains colour plates and black and white illustrations.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr. 1937.
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
