Record updated by user BATCH-UPD on (yyyy/mo/da)...

This may explain some problems with "saving-to-server" when staff do so frequently while working on one record.

Question posted to OLIS_Service Support Desk ( olis_help@itec.suny.edu )

After deleting STA=OCLC to remove suppression, we attempt to save on server, and get this message:

! Record updated by user BATCH-UPD on (yyyy/mo/da) , (00:00)

We find that when unsuppressing 20 books, perhaps half will have this message. Can you explain why this inconsistency occurs?

Another message received inconsistently while removing suppression:

Record was updated in the server. Continue loading? Y or N

Our question is continue loading what? What is the proper response to this question?

Response to question by Maggie Horn

This is now happening because we have invoked the table changes necessary for the union catalog updates.
You should work on your bibliographic record LAST in the series of working on holdings and/or items.
By working on the bibliographic record "LAST", I mean that you should NOT pull your bib record into the editing window in cataloging until after you are done with item/holdings update. (when you update an item or a holdings record, the 005 on the cataloging record is being updated behind the scenes -- therefore you get that message).

So:

1. retrieve the record you want to work on through the find tab in cataloging.
2. click on overview.
3. push to items.
4. then click on overview.
5. highlight the HOL record (if you need to work on that), push to cataloging (this will open up the HOL record).
6. THEN double-click on the BIB record to pull it in.

alternate 4-6

4. click on overview.

5. highight the bib record.

6. push to cataloging.

Duplicate in browse title display?

When I browse for the title "Imam Ṭaḥāwī's Disagreement of the jurists" in Cataloging mode, I see two titles in the index, one without and one with diacritics in "Tahawi". The 1st (incorrect) title has no records associated with it, and there does not seem to be a duplicate display in the OPAC. So I'm wondering why it is appearing in the title browse index Cataloging mode. I had a few starts and stops when I was working on this on 7/19 (saving/batch-update at same time); did I do something wrong?

Item Process Status

Answer to question: The only thing the patron needs to know from the OPAC is that something is "In Process." But from a tech services staff perspective, In Process items could be in one of 3 places: BA (In process/backlog), IP (in process), or TP (In process/TechPro).

I'm confused as to why there are now 3 different Item Process Status codes for In process (BA, IP, TP).

Aleph Documentation

As we finalize documentation, we will be adding them to the CTS staffweb at http://libweb.lib.buffalo.edu/ctsstaff/. Once we put them up (most are in the "Material Acquisition" section), we will be taking them off the Y: drive.

Holdings Records questions and summary

Holdings Records

Summary of questions and Answers on Holdings Records

Delete Holdings Record created by mistake - Ctrl-R, Delete from Server is adequate for deleting Holdings Records created by mistake. It is not to be used for “real” deletes.

999 fields are accepted on records transferred from NOTIS but are not input on new records.

856 field – leave in bib record

Item records for Electronic Resources – my apology to Dave because he already answered this and I failed to record the answer – did we consider keeping an item record with the “virtual”, system-supplied barcode?

LDR Field – application of the values is fairly straightforward so we recommend using them immediately rather than waiting.

Record Status will we ever use “c” for Corrected or Revised?
Type of record use “u” for collection-level records (archives) and Internet?
Encoding level eventually supply example for codes other than 1 and 4?
Item Information in record always n? If so, maybe we could delete it from the form?

008 Field – which fields should, or could be left at default?

Date – either system supplied or leave blank
Receipt or acquisition status
Method of acquisition
Intent to cancel date default
General retention policy
Specific retention policy default
Completeness
Number of copies reported default
Lending policy default
Reproduction policy default
Language should be blank except in cases that require
textual descriptions of volume holdings; it defaults to eng – should it be changed or left as eng?
Separate or composite copy report default
Date of report default

852 Field

Use first indicator 4 for items with accession numbers?
Second indicator 0 or 1?

f – Coded location qualifier and g – Non-coded (Textual) location qualifier
use subfields z (public) and x (non-public) notes instead?
Will this hold true for new records, too?

i – examples
$$h ML410 $$i .W3 $$i H8 1973
I didn’t really mean volume designation in my question about a date being in subfield i. I thought there was some situation of date being considered part of the call number but can’t remember.

j - use for accession numbers; NOTIS records for CDs loaded with this data in subfield h, which is for classification. What happens if this is switched now to subfield i – will call number search be screwed up?

m - guidelines suggest it is used for call number suffixes, which could include suppl. or index, etc. ?

866, 867,868 fields – do NOT use B, S, or I in subfield x
I am confused about when these fields are to be used vs. the matched pairings of 853/863, 854,864, and 855, 865 (the 85X being Caption and Pattern fields; 86X being Enumeration and Chronology fields)

Item material type values

For the material type values list in the Item record (tab 2), we will collapse the 3 DVD codes into just one--correct?

I assume so, since that is what we had done in NOTIS before freezing it.

Validation errors spreadsheet

I added a number of new messages to the Validation errors spreadsheet. I put ones from the holdings record at the bottom, each preceded by HOL.

Should we annotate the "Suggested" column now or reserve that for the final decisions we make?

For some of them, my suggestion would not be to change it to another type of error, but to ignore it entirely so that it does not come up at all. What should we label that type -- Ignore?

Item record call number options

In the item record, tab 2 (general info), call no. type/call no., in the 2nd box the arrow box drops down a list of non-UB options. Can those be omitted or changed?

Actually the options look funny because the box is for the call number. Are the options for collections that do not have call numbers, but textual phrases instead?

Templates

Templates for Holdings Records

I experimented with a template for Holdings Record by using Cataloging/Create Template on Local Drive. That worked fine when I did Edit/Expand from Template. I see where my template is stored on my C drive. First off, is it possible to either set up some way to share these templates so they are standardized - is it possible they are stored at a common location rather than a C drive? Or could a folder of them be available for download.

Also, when I use Expand from Template there's a whole list of BUF60 templates in there that I won't likely use. I found the files at C:\AL500\CATALOG\libs\BUF60\tab. Is it safe to delete these so local PC template lists aren't so long and are specific to need?

Series numbering in OPAC

Here's the followup from Andy about how to see series titles arranged in series number order in the OPAC. Go to the production OPAC (not the staff client). Search Title begins with ... on series "Studies in administration."

Look at the 2 hits with the "Brief recs" buttons. Click on one of those boxes and you'll see the series arranged in series number order.

Unfortunately it seems that the same series title can be scattered in separate lines outside of the line with the Brief recs button. For example, search Title begins with ... Corporate practice series. It shows 14 records on the Brief recs line. But there are at least 50 titles in this series and possibly more, most of them falling outside the Brief recs line.

While this looks good, we cannot be certain that ALL the series titles are actually gathered together successfully.

Item Process Status

I added the Item Process Status codes to Y:\CTS\Aleph. Also copied below. Bolded ones we want to have added. (Please update on the Y drive file)

Is BP going to be used for Preservation or do we want a separate code? Perhaps call it "Preservation" instead of "Bindery prep"?? I'm assuming once the decision is made to send it out to be bound (instead of stiffening in house), Preservation would then change to BD.

Item Process Status

BA Backlog
BD At Bindery
BP Bindery prep
CA Cancelled
CL Claimed
CR Patron claims returned
CS Patron claims stolen
IP In process
LO Lost
MI Missing
NA Not arrived
NP Not published
NR Not returned by patron
OI Order initiated
OR On order
RL Recall/hold lapse
SU Suppressed
TP TechPro
TR In transit
WD Withdrawn

Multifield search choices

Right now search options in Find/Multi-field BUF01 search are as follows:

System number
Titles
Exact Titles
Authors
Uniform titles
Barcode
Subjects

Which of these fields do you want to keep and which do you feel are not worth keeping?

What new fields would you like to see on the list?

For Music, it would be helpful to have a format search available so a search doesn't have to be refined. This means either including sort sort of format field (one that has been expanded to include sound recordings as a separate category) or a Keyword field.

Would NOTIS number be helpful for the first year or so for items from the backlog that have no ALEPH paperwork?

Personally, I'm not convinced of the value of Exact titles or Uniform titles. It depends on how they've been defined as indexes.

Holdings Records

Have decisions already been made about codings in Holdings records for the LDR, 008, and 852 fields, etc.? I'd like to be able to include information about any necessary changes to coding in my training module. I notice that the data in a HOL record transferred from NOTIS differs in 008 content from a HOL record newly created in ALEPH as follows, so assume changes will be necessary.


LDR L ^^^^^nx^^a22^^^^^1n^4500
001 L 002415351
004 L EFC7618
008 L ^^^^^^0u^^^^0^^^4001uueng0000000
LKR L $$aHOL$$b002336640$$lBUF01
999 L 001
852 L $$bBUFMU$$cCIRC$$kCompact Disc

LDR L ^^^^^nx^^a22^^^^^1n^4500
008 L 0606292p^^^^8^^^0001uuzxx1000000
LKR L $$aHOL$$lBUF01$$b002336640

Training session questions

I have an assortment of questions that have come up as a result of the cataloging training session at the Music Library. I'm writing them down now but most can be addressed later.

Has anybody created examples of multi-unit holdings on one bib record so that we can see how it will be displayed in the OPAC?

Is there, or will there be, a way to search series titles in staff mode in such a way that the results can be sorted in series number order?

Gift processing - referring to the U. of Minnesota Guidelines I see a procedure that requires the creation of an order record, holdings, and item records. We could use a procedure for this in the future. Will catalogers even have permissions to create order records? Oh boy!

Deleting duplicate authority records - I noticed that OCLC will not export an authority record if it detects duplicate authority records in ALEPH. I figured out how to delete an authority record from the server but want to check to see if there is a difference between "physical" delete and "logical" delete as there is for bib records. (ALEPH Edit Record Node in training notebook, p. 51ff, section 16)

Validation errors

This is a question for later consideration.

I know for now that we are simply hitting Override to bypass the green error messages received when saving records. I recognize some of the errors as things that would have prevented us from saving records in NOTIS - things such as old coding like first indicator 0 in 260. Will we eventually be changing some of the cataloging in response to the error messages, continue to ignore all green errors, or changing the validation to make some of the green messages red?

Authority records followup question

As to F3, do you mean the heading doesn't show up or the authority record doesn't show up?

By definition, doesn't Ctrl-F3 include authority records? So if those are not showing with F3, that's why. But if the heading itself does not show, that is curious.

Authority records

I have been experimenting with authority records and want to check some things with everybody.

When an authority record is passed into ALEPH from OCLC there is no longer any need to make any corrections to the authority record - correct?

When an authority record is passed into ALEPH from OCLC does the authority record have to be saved to server in order to appear in all displays, etc.?

I notice a significant difference when using F3 vs. CTRL F3 to display Headings list from a bib record. In some cases the results in F3 don't include a new heading but it does show up in CTRLF3. I'm wondering what is causing this difference.

One other issue with F3 and CTRL F3 results is that both of them use the bib record heading to perform the search (or browse?) so in cases where a heading has changed (for example, with the addition of a death date) the desired heading will not display on the first screen. You either have to scroll to it or use Jump To. Guess that's common sense but it took me a while to figure it out.

Integrating Resource Record

I passed an integrating resource record from OCLC (#70150877). Its ALEPH system number is 2394879. No problem, so that's good!

Returning to the Blog

Tim gave me a tutorial session on adding to this blog, so I am going to start posting. This blog provides the features of being searchable and archiving information for us, which our individual e-mail messages lack. So I'll try to post some other messages summarizing some of the cataloging issues that have arisen in the past few weeks. More soon ...

All who have joined are administrators of this blog

Everyone who's accepted the invitation has been made an administrator.

That way, if anyone else needs to be invited, or other changes made, it doesn't have to go through one person.

If you want to invite other trainers (keep it lean) you have the authority.

Click on Get your own Blog to login and be able to access this blogs control panel.

If you have questions, let me know.

Monographic Order question

Have we decided if we'll have access to the Initiator ID (which comes from the circulation information?

Access would make Hold/Notify Easier and somewhat more automated using Aleph features.

How does Binghamton handle it, out of curiousity?

Acquisitions brief record template

Regarding brief record "quick cataloging" template.

If you go to the Acq module and click the "orders" menu pulll-down, you then click on "catalog order".

This brings up a window that is a template for a brief record. It's inadequate, in my opinion. There should be a 245 b field; a 260 b field; and an 856 field for electronic resources.

It's unlikely to be used in the ordering process, so I'm not going to investigate this furthur.

Thank you for setting up this blog, Tim!

Subfield h display problem

In the 245 OPAC display (client & browser) the GMD subfield is not displaying in the correct order. Because this relates to the h subfield, the problem doesn't apply to print books, journals, etc.

My assumption is this would mean a table setting tweak.