The Challenges of Copy Specific Information in Aleph

The Challenges of Copy. Specific Information in Aleph and Primo Nathalie Schulz IGe. LU 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 MARC 21 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 copyspecific notes

Statistics • In Oxford's HOL 60 library there are 11. 9 million holdings records for 120 sublibraries • 3. 3 million holdings records have copyspecific 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 Ov. P 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 5 XX)

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 - Example 8528 L $$a. Uk. Ox. U$$b. BODBL$$h. Arch. AA e. 143 GEN L $$a. The illustrations in this copy are in black and white only (no colour plates). 8528 L $$a. Uk. Ox. U$$b. BODBL$$h. Arch. H e. 182 GEN L $$a. This copy contains colour plates and black and white illustrations. PNA L $$a. Tolkien, J. R. R. (John Ronald Reuel), 1892 -1973. PNA L $$a. Tolkien, J. F. R. PNO L $$a. Inscribed: J. F. R. Tolkien from J. R. R. T. PUB L $$a 2 nd 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 $$a. Uk. Ox. U$$b. BODBL$$h. Arch. AA e. 143 GEN L $$a. Note: ^The illustrations in this copy are in black and white only (no colour plates). 8528 L $$a. Uk. Ox. U$$b. BODBL$$h. Arch. H e. 182 GEN L $$a. Note: ^This copy contains colour plates and black and white illustrations. PNA L $$a. Provenance 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 $$a. HOL$$4 Bodleian Library$$1004086719 $$h. Arch. AA e. 143$$z. Note: ^The illustrations in this copy are in black and white only (no colour plates). 85299 L $$a. HOL$$4 Bodleian Library$$1004086720 $$h. Arch. H e. 182$$z. Note: ^This copy contains colour plates and black and white illustrations. $$z. Provenance name: ^Tolkien, J. R. R. (John Ronald Reuel), 1892 -1973. $$z. Provenance name: ^Tolkien, J. F. R. $$z. Provenance note: ^Inscribed: J. F. R. Tolkien from J. R. R. T. $$z. Public note: ^2 nd 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 CSN expand_doc_join_simple CSN fix_doc_do_file_08 csn 1_fix csn 2_fix

CSN Fix – Step 1 expand_doc_hol_852_disp • Adds full Sub-library and Collection names to the 852 field Result: 8528 L $$a. Uk. Ox. U$$b. BODBL$$h. Arch. H e. 182 $$4 Bodleian Library

CSN Fix – Step 2 fix_doc_do_file_08 • csn 1_fix Adds labels to the front of each note, e. g. , 1 PNA## REPLACE-STRING $$a, $$a. Provenance name: ^ Result: PNA L $$a. Provenance name: ^Tolkien, J. R. R. (John Ronald Reuel), 1892 -1973. PNA L $$a. Provenance name: ^Tolkien, J. F. R.

CSN Fix – Step 2 • Removes subfield $$3, e. g. , 2 PNA## 3 PNA## REPLACE-STRING DELETE-SUBFIELD-DELIMITER $$3, $$3|^ 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 5 001 COPY-SYSTEM-NUMBER 6 996 CONCATENATE-FIELDS 996 333 Result: 996 L $$a. Uk. Ox. U$$b. BODBL$$h. Arch. H e. 182 $$4 Bodleian Library$$1004086720 , L, 1

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 $$4 Bodleian Library$$1004086720$$h. Arch. H e. 182

CSN Fix – Step 3 • Creates a WK# field for each type of note, e. g. , WK 989 PNA## AA a z Result: WK 989 L $$z. Provenance name: ^Tolkien, J. R. R. (John Ronald Reuel), 1892 -1973. $$z. Provenance name: ^Tolkien, J. F. R.

CSN Fix – Step 4 fix_doc_do_file_08 csn 2_fix • Concatenates ZZA and WK# fields, e. g. , 1 ZZA## CONCATENATE-FIELDS WK 989, z

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

CSN Fix – Step 4 Result: 85299 L $$a. HOL$$4 Bodleian Library$$1004086720 $$h. Arch. H e. 182$$z. Note: ^This copy contains colour plates and black and white illustrations. $$z. Provenance name: ^Tolkien, J. R. R. (John Ronald Reuel), 1892 -1973. $$z. Provenance name: ^Tolkien, J. F. R. $$z. Provenance note: ^Inscribed: J. F. R. Tolkien from J. R. R. T. $$z. Public note: ^2 nd 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

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