1 Cataloging 14 2 Seminar Cataloging 2 Session

1 Cataloging 14. 2 Seminar Cataloging

2 Session Outline -New check routines -Cataloging authorizations -Search headings -Editing fields -Quick cataloguing -Correct headings -New batch jobs Cataloging

3 Fixed Length Fields Check Routines Cataloging

4 Checking Fixed Length Fields in the Early Versions Problems: - Checking routines for fixed-length fields are hard coded - Not enough flexibility - Each additional check or nuance requires a new program - Standards are changing, thus programs must be modified accordingly Cataloging

5 New Development Table-Driven Checks - Multiple routines can be applied to a certain position in the fixed length field - “Application point” of the routine and valid values are specified in the tables Cataloging

6 Table-Driven Checks - Example check_doc_field_006 ! 2 3 4 5 6 7 !!-!-!!!-!!!!!!!!!!!!!!!!!!!!!!!!!> XX 000 1 acdefgijkmoprst XX XX XX 000 000 000 a a a 001 002 003 004 001 -004 XX 000 a 005 XX 000 a 006 1 1 3 3 1 2 ^abcdefghijklmop| check_val_left_just check_val_alpha_order ^abcdefgj| uv ^abcdfrs| ghiz Cataloging

7 Table Structure The “check_doc_field” tables have three types of lines: (1) Lists all valid values for the position: XX 000 1 acdefgijkmoprst Cataloging

8 Table Structure XX 000 1 acdefgijkmoprst Valid values for position 00 of the 006 MARC 21 field are: acdefgijkmoprst Cataloging

9 Table Structure XX 000 a 001 1 ^abcdefghijklmop| Valid values for position 01 of the 006 MARC 21 field, when the value of position 00 is “a”, are: ^abcdefghijklmop| Cataloging

10 Table Structure (2) Lists all obsolete values for the position: XX 000 a 006 1 ^abcdfrs| 2 ghiz Cataloging

11 Table Structure XX 000 a 006 1 ^abcdfrs| 2 ghiz Obsolete values for position 06 of the 006 MARC 21 field, when the value of position 00 is “a”, are: ghiz Cataloging

12 Table Structure (3) Name of external check: XX 000 a 001 -004 3 check_val_left_just Cataloging

13 Table Structure XX 000 a 001 -004 3 check_val_left_just For positions 01 to 04 of the 006 MARC 21 field, when the value of position 00 is “a”, perform: check_val_left_just Cataloging

14 check_val_left_just The check_val_left_just program verifies that the values within the position range are left -justified. Cataloging

15 Some More External Checks Cataloging

16 Language and Country Codes Table-driven checking routines for language and country codes can now be used together with the fixed-length field validation checking procedures. Cataloging

17 check_val_country The check_val_country program verifies that the position range forms a valid country code. Valid country codes are defined in the marc_country_codes table in the $alephe_root/tab directory. Cataloging

18 check_val_language The check_val_language program verifies that the position range forms a valid language code. Valid language codes are defined in the marc_language_codes table in the $alephe_root/tab directory. Cataloging

19 The Tables marc_country_codes marc_language_codes Cataloging

20 check_doc_field_008 XX XX 015 -017 3 check_val_country 035 -037 3 check_val_language Validation procedures for the MARC 21 008 field include, among other things: • positions 15 -17 (place of publication) • positions 35 -37 (item’s language) Cataloging

21 New Tables in the Version check_doc_field_006 (USMARC) check_doc_field_007 (USMARC) check_doc_field_008 (USMARC) check_doc_field_ldr (UNIMARC) check_doc_field_100 (UNIMARC) Cataloging

22 Don’t Panic! All you need to know about external check programs! Cataloging

23 Other Check Routine Innovations

24 check_doc_delete The check_doc_delete table lists all the checking programs that are run when the user chooses the "Delete record from server" option from the Edit menu.

25 Check_doc_delete Available programs: The check_doc_delete_lkr program checks if there any links from the record to another record. The check_doc_delete_item program checks if the record has any associated items. The check_doc_delete_order program checks if the record has any associated order.

26 Check_doc_delete Available programs - new in 14. x: • The check_doc_delete_copies program checks if the record has any associated subscriptions. • The check_doc_delete_aut_bib program checks if the authority record to be deleted has any bibliographic records associated with the heading of the record.

27 Check_doc_line_contents issn is a new verification program that can be included in the check_doc_line table. The program verifies that the ISSN entered in the field is a valid ISSN. 14. 2 Cataloging

28 View Records Related to Checks Performed A new button, , has been added to the Messages window. If the error message refers to another record, clicking on this button will bring up that record. Example: check_doc_direct_index 14. 2 The record with the duplicate entry will be displayed Cataloging

29 Cataloging Authorizations Cataloging

30 Cataloging Authorizations The permission. dat table in the library’s pc_tab/catalog directory defines allowed and denied tags for different catalogers. Cataloging

31 permission. dat Cataloging

32 permission. dat Column 1: User name Column 2: Tag code Column 3: Type of permission Cataloging

33 permission. dat Values for column 3 are: Y = Allowed N = Denied P = Use proxy Column 4: Proxy user name Cataloging

34 permission. dat In the following example, the user OMRI has authorization to edit all fields except the 100 field. Cataloging

35 permission. dat Column 4 is used to define that a particular user is the proxy of another user already defined in the table. The proxy user will have the same editing rights as the other user. Cataloging

36 permission. dat In the example below, all entries assigned to the user YOHANAN will be assigned to OMRI. This option is used with value P in column 3. Cataloging

37 permission. dat Denied tags will appear in a different color (as defined in the catalog. ini file), and the GUI’s status bar will denote that there is no permission to edit the tag. Cataloging

38 permission. dat Cataloging

39 permission. dat A new switch in the library’s tab/tab 10 table, TAB 10 -CAT-PERM-BY-PROXY, defines whether or not the system will automatically create entries for all users that are linked by Z 66 -USER PROXY when packing the cataloging tables (UTIL/M/7). Cataloging

40 permission. dat if TAB 10 -CAT-PERM-BY-PROXY = Y any specific lines for the user are ignored, and the values of the user's proxy (listed in col. 4) are taken instead. Cataloging

41 permission. dat In the above example, all entries assigned to the user YOHANAN will be assigned to OMRI. This option is used with value P in column 3. Cataloging

42 permission. dat A user who does not have an entry in the permission. dat table will be denied permission to edit tags. If the library does not want to use the permission. dat mechanism, the table can be removed and all users will then be allowed to edit any tags. Cataloging

43 OWN Field The OWN field is now used to control update access to all types of MARC records (BIB, HOL, ADM, AUT). The user is checked for access/update permission according to the contents of the record’s OWN field(s). Cataloging

44 OWN Field The OWN field no longer has to contain the sub-library. The field can now contain any kind of text for grouping, including the sub-library, if desired. Cataloging

45 OWN Field Access permission is defined through the Privileges function by assigning the cataloger the following: – A default value of the OWN field for new records created by the cataloger. The OWN field with the defined value can be set to be inserted in the record by performing a fix program – The value of the OWN field of the user that will be checked against the OWN field(s) of the record for update authorization (Cat. OWN Permission). Cataloging

46 OWN Field Two new fields have been added to the User Password Information window: Cat. OWN ID and Cat. OWN Permission. Cataloging

47 Cat. OWN ID The Cat. OWN ID field (Z 66 -USER OWN-CREATE) is used to define the default value of the OWN field for new records created by the user. Cataloging

48 Cat. OWN ID The OWN field with the defined value will be inserted in the record by performing a new fix program: fix_doc_own_1. Cataloging

49 Cat. OWN Permission The Cat. OWN Permission field (Z 66 -USER-OWN-CHECK) is used to define the value of the OWN field of the user that will be checked against the OWN field(s) of the record for update authorization. Cataloging

50 Cat. OWN Permission The system librarian can assign a group of allowed OWN values for a cataloger. This can be done by setting up the tab_cat_own table in the library's tab directory (UTIL M/16). Cataloging

51 Cat. OWN Permission tab_cat_own: Up to five different OWN values of cataloging records can be allowed for a single OWN value of a user. ! 1 2 3 4 6 !!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!! MOZART HAYDNJ BACHJ Cataloging 5

52 Update Authorization The user will be allowed to update the record: • If the value of the Cat. OWN Permission field is equal to any of the OWN fields of the record • If the content of one of the OWN fields of the record is ‘PUBLIC’ • If the value of the Cat. OWN Permission field is ‘GLOBAL’ Cataloging

53 Update Authorization Otherwise, the user will receive the following message when attempting to update the record: Cataloging

54 Update Authorization When a user who is not allowed to update a record retrieves the record from the server, the following message is displayed: Cataloging

55 Update Authorization Tab 10: 47 TAB 10 -OWN-BY-PROXY - YN Y = if the user password(Z 66) is a proxy to another user password, the values for "OWNER” (user-own-check and (user-own-create) are taken from the proxy Cataloging

56 Other Innovations Cataloging

57 Search Headings When choosing from a list of headings: To add contents to a field of a bibliographic record, if the selected heading is a "See From" reference and UPD = ‘Y’, then the actual heading from the authority record will be inserted into the catalog draft. Cataloging

58 Search Headings For example, If "Aplaton" is selected, the preferred term - "Plato" will be inserted into the contents area of the field. Cataloging

59 Search Headings Cataloging

60 Editing Records The Find and Replace options have been added to the Edit menu of the module. 14. 2 Cataloging

61 Editing Records Enter Unicode Values (F 11) is a new option that enables you to enter Unicode values for characters not present on your keyboard. 14. 2 Cataloging

62 The Floating Keyboard • Is now part of the Cataloging client. • Enables you to insert characters that are not present on your workstation's standard keyboard. • Is configured by the System Librarian according to the library’s needs. 14. 2 Cataloging

63 The Floating Keyboard Two files define the Floating Keyboard setup: · Keyboard. ini - defines configuration settings · Keyboard. txt - defines the characters that are displayed in each tab. Both files are located in the ALEPHCOM/TAB directory. 14. 2 Cataloging

64 Scrollbars in Cataloging Forms It is possible to regulate the size of the cataloging forms. If the form is too high, you may add a scroll bar using the form definition in data_root/pc_tab/catalog. Example from 008_bk. eng: 24(14)x 40 #C 3 008 Fixed length data elements (BOOKS) #C 1 Date entered in file(00 -05) #C 4$$$$$$ 24(14) indicates that form height is 24 lines, out of which 14 should be shown. 14. 2 Cataloging

65 Quick Cataloging is now available in the Items and Acquisitions modules (formerly in Circulation only) The form is defined through the new tables: pc_tab_acq_fast_cat. eng pc_tab_items_fast_cat. eng (In BIB and ADM libraries) Cataloging

66 Quick Cataloging In Items: Menu/Retrieve/Quick Catalog In Acquisitions: Menu/Orders/Catalog Order Cataloging

67 Correct Headings It is now possible to correct bibliographic headings from the Browse List of the Search module. This can be done by clicking the button. Cataloging

68 Quick Cataloging is now available in the Items and Acquisitions modules (formerly in Circulation only) The form is defined through the new tables: pc_tab_acq_fast_cat. eng pc_tab_items_fast_cat. eng (In BIB and ADM libraries) Cataloging

69 Batch Procedures Print Bibliography (print-09) Prints catalog records organized in the manner of a bibliography. Print Index to Bibliography (print-10) This is a companion service to Print Bibliography. It generates indices for the bibliography. 14. 2 Cataloging

70 Batch Procedures Batches for loading various vendor’s records: Load MARCIVE Records (file-99) Load BNA Records (file-98) Load RLIN Records (file-97) 14. 2 Load Yankee Book Peddler (file-96) Cataloging