Union Listing Tricks in Connexion

1. Union Listing Tricks in Connexion Changing from Local Data to Local Holdings OLA Centennial Conference April 3, 2007 Dana Belcher, Assistant Library Director East Central University

2. 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

3. 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

4. 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

5. 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

6. 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

7. Display Local Holdings • May not be enough information • Click on summary link to see more

8. Local Holdings Record- LHR view from summary link All the original information is present, it just needs to be coded better.

9. 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

10. 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.

11. 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.

12. Field 007 - Physical Description Fixed Field

13. Field 008 - Fixed-Length Data Elements - Permanent Retention

14. Field 008 – Limited Retention The limited retention would be further explained in the 852 $z note field.

15. Field 852 - Location Repeated in the summary holdings statement. However, not all notes would be repeated (i.e., current issues retained until microfiche received).

16. 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

17. 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.

18. 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

19. Paired Field 853/863 Examples 853 … $a v. $i (year) 863 … $a 1-20 $i 1980-2000 863 … $a 55- $i 1975- 853 … $a (*) 863 … $a 177- 853 … $a (*) $i (year) 863 … $a 6- $i 1988- 853 … $a (year) 863 … $a 1988

20. Real Life Examples

21. 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

22. 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

23. Leader – Paper LHR

24. 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

25. 008 Fixed Length Data Elements – Paper LHR - before

26. 008 Fixed Length Data Elements – Paper LHR - after

27. 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.]

28. Updated Paper LHR • 853/863 reflects paper holdings • Use “derive new record” for MF LHR & update as needed OPTIONAL

29. Derive New Record

30. Microfiche LHR STANDARD OPTIONAL = Changes made

31. Group Summary Display

32. Institutional Summary Display

33. Gap Example

34. 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]

35. http://www.oclc.org/support/documentation/localholdings/find_localholdings/http://www.oclc.org/support/documentation/localholdings/find_localholdings/

36. 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

37. 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

38. 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/

39. Trainer’s Information Dana Belcher East Central University Linscheid Library dbelcher@ecok.edu 580-310-5564 Available via phone or email, and one-on-one training at your site.