1 / 40

The Challenges of Copy-Specific Information in Aleph and Primo

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

oceana
Download Presentation

The Challenges of Copy-Specific Information in Aleph and Primo

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. The Challenges of Copy-Specific Information in Aleph and Primo Nathalie Schulz IGeLU 2013

  2. 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

  3. Storage in Aleph • Stored in the MARC21 Holdings record (Aleph item notes are too small) • Field for each type of note, e.g.,

  4. 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

  5. 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

  6. 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

  7. 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)

  8. 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.

  9. 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)

  10. 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

  11. 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

  12. Option 1 – Example (Alpha fields changed to 5XX)

  13. Option 1 and Primo • Searchable – No • Location information - by sub-library only - no distinction between different copies • Labels - No

  14. 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)

  15. Option 2 - Example 8528 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.

  16. 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

  17. 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

  18. Option 3 - expand_doc_hol_bib plus … • Tried both CONCATENATE-FIELDS and expand_doc_join_simple tocombine 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

  19. 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.

  20. Option 3 and Primo • Searchable – Yes • Location – No • Labels - Yes

  21. 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.

  22. 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.

  23. Option 4 – In Primo

  24. Option 4 and Primo • Searchable –Yes • Location – Yes • Labels - Yes

  25. Option 4 - But ... • Some notes are so long or combined are so long that they exceed the Aleph field size of 2000 bytes

  26. 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

  27. Example of truncated note

  28. 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

  29. 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

  30. 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.

  31. CSN Fix – Step 2 • Removes subfield $$3, e.g., 2 PNA## REPLACE-STRING $$3,$$3|^ 3 PNA## DELETE-SUBFIELD-DELIMITER 3

  32. CSN Fix – Step 2 • Copies 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$$1004086720

  33. CSN Fix – Step 3 expand_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

  34. 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.

  35. CSN Fix – Step 4 fix_doc_do_file_08 csn2_fix • Concatenates ZZA and WK# fields, e.g., 1 ZZA## CONCATENATE-FIELDS WK989,z

  36. CSN Fix – Step 4 • Creates a new 852 field (the new field is not created if there are no $$z) 2 ZZA## DELETE-FIELD-COND N,$$z 3 852## DELETE-FIELD 4 ZZA## COPY-FIELD 85299

  37. 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.

  38. 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

  39. For more information: Nathalie.Schulz@bodleian.ox.ac.uk Thank-you!

More Related