Editing the title level overlap analysis to include additional fields on the overlap Yoel Kortick | Senior Librarian

Agenda Introduction Filtering out titles by physical inventory library Filtering out titles by physical inventory library using a prompt Performing overlap analysis by title and author

Introduction The default reports for title level overlap analysis are located in the following directory: /shared/Alma/Titles/Reports

Introduction These are default reports designed to work “as is” and “out of the box”. They will work in any institution because they do not “hard code” filter by any specific subject, LC classification or library. If an institution wishes to add additional prompts or filters, or “hard code” certain values such as “does not contain LC classification HQ” or “does not include items in Law library” then the institution may customize the report and save in a local folder.

Introduction By default these reports check overlap as follows: If two records have the same normalized title and one has physical inventory and the other has electronic inventory then they are considered an overlap This is done via the following filter: SUM("Title Measures"."Num of Active Physical Items" BY "Bibliographic Details"."Title (Normalized)") >= 1 AND SUM("Title Measures"."Num of Active Portfolios" BY "Bibliographic Details"."Title (Normalized)") >= 1

Agenda Introduction Filtering out titles by physical inventory library Filtering out titles by physical inventory library using a prompt Performing overlap analysis by title and author

Filtering out titles by physical inventory library It may be the case that the institution has a library (holdings record 852 subfield b) which contains “special” or “rare” materials which would never be weeded. In this case the institution may want to remove such materials from the duplicate title report. This can be done by using the following fields in the “Titles” subject area

Filtering out titles by physical inventory library For example here we run the default report “Overlap P and E - Prompt by LC Classification Code” for LC Classification Code “PZ”

Filtering out titles by physical inventory library These are our results. If we look at the fifth result “Adventures and exploits of the younger brothers …” in the Alma UI we see that the physical item is part of the “Special Collections” library

Filtering out titles by physical inventory library The physical item is part of the “Special Collections” library

Filtering out titles by physical inventory library We can also see that this is part of the “Special Collections” library if we drag the library field into report

Filtering out titles by physical inventory library We can also see that this is part of the “Special Collections” library if we drag the library field into report

Filtering out titles by physical inventory library If we do not want to include records with items in the “Special Collections” library then we need merely to filter them out:

Filtering out titles by physical inventory library Now we can see that this record belonging to the Special Collections library no longer appears “Adventures and exploits of the younger brothers …” would have been here

Agenda Introduction Filtering out titles by physical inventory library Filtering out titles by physical inventory library using a prompt Performing overlap analysis by title and author

Filtering out titles by physical inventory library using a prompt Rather than using a hard coded filter to state “do not include titles which have a physical item in library X” it is possible to make a prompt for the user. The prompt can state “include only these libraries” or “do not include these libraries”. For information about including a prompt in a library report see How to create a prompt in an Alma Analytics report. Instead of this hard coded filter we will use a prompt

Filtering out titles by physical inventory library using a prompt Add new prompt Existing prompt Add the library name of the physical item

Filtering out titles by physical inventory library using a prompt Here we define that the library name will not be equal to what the user will choose (though of course other options could be chosen)

Filtering out titles by physical inventory library using a prompt Now when we run the report we get two prompts Here we have still chosen LC Classification code PZ and we have also chosen not include titles which have a physical item in the Special Collections library

Filtering out titles by physical inventory library using a prompt “Adventures and exploits of the younger brothers …” correctly is not here “Adventures and exploits of the younger brothers …” would have been here

Filtering out titles by physical inventory library using a prompt But we do still have others which are in both the Special Collection AND another library. For example “Arabian nights their best known tales”. This is because our prompt states “is not equal to” and we chose “Special Collections”. Here the library is “Memorial Library;Special Collections” We may want the report to behave “as is” because perhaps we may want to weed the item from the Memorial Library. However, we can also exclude any title which has at least one item in the Special Collections library even if there is an item in another library

Filtering out titles by physical inventory library using a prompt If we change the prompt to state “does not contain” (instead of “is not equal to”) …

Filtering out titles by physical inventory library using a prompt And we run the report again

Filtering out titles by physical inventory library using a prompt Then “Arabian nights their best known tales” is not there “Arabian nights their best known tales” would have been here

Agenda Introduction Filtering out titles by physical inventory library Filtering out titles by physical inventory library using a prompt Performing overlap analysis by title and author

Performing overlap analysis by title and author The default reports work on the normalized title It is possible to also do the overlap by additional fields such as, for example, author (from the ‘bibliographic details’ folder). In this way we can say that the records will only be an overlap if the normalized title and the author are the same. The same method can be done with other fields. Note that the user should be careful when doing this because there may really be two overlaps with different appearance or punctuation of the same authors, for example as follows: Johns, Alessa Author Johns, Alessa, author. Congres Féministe International Brussels) (1912 : Congrès féministe international Brussels) (1912 : Simien, Evelyn M. Author Simien, Evelyn M., 1974-

Performing overlap analysis by title and author We will now do an actual example where we edit the default report to check duplication not only via normalized title but also by author, and then by “normalized author”. First let’s run ‘out of the box’ report “Overlap P and E - Prompt by word from title” on word “femin”

Performing overlap analysis by title and author Here are results on the first page The examples above in blue square are probably the same exact authors but they are appearing slightly differently in the actual records. For example “Melzer, Patricia. 1970-” and “Melzer, Patricia, 1970- author.”

Performing overlap analysis by title and author Here is another sample result The example above is surely the same author, but the first one has a space and the second one does not. The first one includes (Pos) Colonialidad The second one includes (Pos)Colonialidad

Performing overlap analysis by title and author Record with electronic inventory Record with physical inventory

Performing overlap analysis by title and author Record with physical inventory Record with electronic inventory

Performing overlap analysis by title and author Title ‘eternal feminine’ is obviously not a duplicate because even though these four records have the same title they do not have the same author

Performing overlap analysis by title and author We need a method which will know that The authors of “alien constructions science fiction and feminist thought” and “Feminismos y poscolonialdad” are the same author (even though they are not identical) The authors of “eternal feminine” are not the same author (they too are not identical)

Performing overlap analysis by title and author We’ll start very basically by just adding a filter on the overlap of the author “as is”. If we want to do the overlap based on normalized title as well author then we could do as follows: In addition to this existing filter SUM("Title Measures"."Num of Active Physical Items" BY "Bibliographic Details"."Title (Normalized)") >= 1 AND SUM("Title Measures"."Num of Active Portfolios" BY "Bibliographic Details"."Title (Normalized)") >= 1 We add this filter (just copy and paste and put author instead of title) SUM("Title Measures"."Num of Active Physical Items" BY "Bibliographic Details"."Author") >= 1 AND SUM("Title Measures"."Num of Active Portfolios" BY "Bibliographic Details"."Author") >= 1

Performing overlap analysis by title and author Now the results only include cases where the author is exactly the same for the duplicate records with physical and electronic inventory (‘author does not exist’ also means the author is the same).

Performing overlap analysis by title and author We could also “normalize” the author so that cases such as those that follow will be the same. We can make everything lowercase, remove the punctuation, remove the accents, remove the parentheses, remove the spaces, and remove the word “author” Capetillo, Luisa, 1879-1922, author. Capetillo, Luisa, 1879-1922. Petro, Patrice, 1957- Petro, Patrice, 1957- author. BOW, LESLIE, 1962- Bow, Leslie, 1962- Jornada Interna y Panel Abierto sobre Feminismo, (Pos) Colonialidad y Hegemonía Jornada Interna y Panel Abierto sobre Feminismo, (Pos)Colonialidad y Hegemonía

Performing overlap analysis by title and author For example we could do “edit formula” on the author and then put in the following formula to dothe following: make everything lowercase, remove the punctuation, remove the accents, remove the parentheses, remove the spaces, and remove the word “author” REPLACE(LOWER(EVALUATE('REGEXP_REPLACE(%1, %2, %3)', "Bibliographic Details"."Author", '[^a-zA-Z0-9]+', '' )), 'author', '')

Performing overlap analysis by title and author For example we could do “edit formula” on the author and then put in the following formula: Now the normalized title will appear as follows on the next screen

Performing overlap analysis by title and author Note that for cases where the regular Author is not the same it is the same in the normalized author.

Performing overlap analysis by title and author Note that for cases where the regular Author is not the same it is the same in the normalized author. Space removed and authors are identical

Performing overlap analysis by title and author Now we can use the normalized author for filtering. We can filter where the normalized title is the same AND the normalized author is the same in the bibliographic records with physical and electronic inventory. To filter by the normalized author being the same we will add this filter (just copy the one already existing for normalized title and change it): SUM("Title Measures"."Num of Active Physical Items" BY REPLACE(LOWER(EVALUATE('REGEXP_REPLACE(%1, %2, %3)', "Bibliographic Details"."Author", '[^a-zA-Z0-9]+', '' )), 'author', '') ) >= 1 AND SUM("Title Measures"."Num of Active Portfolios" BY

Performing overlap analysis by title and author The report now filters as follows: Normalized title has physical and electronic Normalized author has physical and electronic

Performing overlap analysis by title and author The original report results includes title “eternal femine”. The title “eternal feminine” has different authors:

Performing overlap analysis by title and author The new report which also filters by normalized author correctly does not include the “eternal feminine” It would have been here

Performing overlap analysis by title and author The new report which also filters by normalized author correctly does include the “feminismos y poscolonialidad descolonizando el feminismo desde y en america latina” even though the non-normalized authors are different (one has space and one does not).

Performing overlap analysis by title and author Record with electronic inventory Record with physical inventory

Performing overlap analysis by title and author Other records with differently appearing authors which are actually the same also appear in the report.

Thank You Yoel.Kortick@exlibrisgroup.com