Presenter: Yoel Kortick How to create holding records for existing items via manage-50 (Version 18 and up) Presenter: Yoel Kortick

Introduction and plan In this presentation we will use manage-50 to create Holding records for existing items. There are various ways to do this. Here in this presentation will do this in the most efficient possible way We will not change the bibliographic data at all because our “Main field” will be a virtual expanded field.

Introduction and plan By not changing the bibliographic data we will eliminate the need to run multiple jobs. As a result will not fill the Oracle tables (via archiving) or the file system (via multiple log files and $data_scratch output files). We will explain how this will be done via live examples

Sample record number one - 61399 System number 61399 “Aleph 500 and the future of library science in Europe” It has no Holding records It has two items with this information: sub library STEAK, collection GUSH, call number type 1, call number 296.7(9) Kor It has one item, with this information: sub library LAMB, collection SAFE, call number type 0, call number BM465

Sample record number one - 61399

Sample record number one - 61399 usm50@ALEPH1> select Z30_SUB_LIBRARY,Z30_COLLECTION,Z30_CALL_NO_TYPE,Z30_CALL_NO,Z30_BARCODE from Z30 where Z30_REC_KEY like '000061399%'; **** Hit return to continue **** Z30_S Z30_C Z Z30_CALL_NO Z30_BARCODE ----- ----- - -------------------------------------------------------------------------------- ---------- STEAK GUSH 1 $$h296.7(9) Kor 61399-10 STEAK GUSH 1 $$h296.7(9) Kor 61399-20 LAMB SAFE 0 $$hBM465 61399-30 3 rows selected.

Sample record number one - 61399 usm50@ALEPH1> select Z30_SUB_LIBRARY,Z30_COLLECTION,Z30_CALL_NO_TYPE,Z30_CALL_NO,Z30_BARCODE from Z30 where Z30_REC_KEY like '000061399%'; **** Hit return to continue **** Z30_S Z30_C Z Z30_CALL_NO Z30_BARCODE ----- ----- - -------------------------------------------------------------------------------- ---------- STEAK GUSH 1 $$h296.7(9) Kor 61399-10 STEAK GUSH 1 $$h296.7(9) Kor 61399-20 LAMB SAFE 0 $$hBM465 61399-30 3 rows selected. Two HOL records should get created. One for this combination

Sample record number two - 61400 System number 61400 “Aleph 500 and the future of library science in North Africa” It has no Holding records It has two items with this information: sub library STEAK, collection BENTZ, call number type 1, call number E933.5 Kor

Sample record number two - 61400

Sample record number two - 61400 usm50@ALEPH1> select Z30_SUB_LIBRARY,Z30_COLLECTION,Z30_CALL_NO_TYPE,Z30_CALL_NO,Z30_BARCODE from Z30 where Z30_REC_KEY like '000061400%'; **** Hit return to continue **** Z30_S Z30_C Z Z30_CALL_NO Z30_BARCODE ----- ----- - -------------------------------------------------------------------------------- ------------------------------ STEAK BENTZ 1 $$hE933.5 Kor 61400-10 STEAK BENTZ 1 $$hE933.5 Kor 61400-20 2 rows selected.

Sample record number two - 61400 usm50@ALEPH1> select Z30_SUB_LIBRARY,Z30_COLLECTION,Z30_CALL_NO_TYPE,Z30_CALL_NO,Z30_BARCODE from Z30 where Z30_REC_KEY like '000061400%'; **** Hit return to continue **** Z30_S Z30_C Z Z30_CALL_NO Z30_BARCODE ----- ----- - -------------------------------------------------------------------------------- ------------------------------ STEAK BENTZ 1 $$hE933.5 Kor 61400-10 STEAK BENTZ 1 $$hE933.5 Kor 61400-20 2 rows selected. This is identical information so one Holding record should be created for both items

Expand routine to create Main field When manage-50 runs it uses a “main field” to create the HOL record or a field designated in the configuration file. Manage-50 creates the Holding information from the “main field” which may be an actual part of the bibliographic record or a virtual field created from an expand routine. Now we will show an expand routine “YOELK” which will create the information for the creation of the Holding records.

Expand routine to create Main field Here is the expand routine as it appears in bibliographic library usm01 $data_tab/tab_expand ! 1 2 3 !!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!> YOELK expand_doc_bib_z30 The routine runs procedure expand_doc_bib_z30 which creates a Z30-1 field for each item

Expand routine to create Main field We will now use UTIL F 4 doc_expand with routine YOELK on records 61399 and 61400 to see what happens. We will see that a Z30-1 field is created for each item. Sub field 1 will include the sub library Sub field 2 will include the collection Sub field h will include the call number

Expand routine to create Main field ENTER DOC NUMBER : 61399 Reading doc : 000061399 FMT L BK LDR L 00000nam^a22^^^^^^u^4500 001 L 000061399 005 L 20081122172939.0 008 L 081122s2008^^^^cau^^^^^r^^^^^000^0^eng^d 1001 L $$aKortick, Yoel$$d1971- 24510 L $$aAleph 500 and the future of library science in Europe. 260 L $$aHamburg :$$bEx Libris Press,$$c2008. 650 4 L $$aLibrary Science$$xEurope OWN L $$aGLOBAL CAT L $$aMASTER$$b99$$c20081122$$lUSM01$$h1729 Z30-1 L $$lUSM01$$LUSM01$$mBOOK$$1LAMB$$ALamb Chops Library$$2SAFE$$BIn security safe$$hBM465$$561399-30$$820081122$$f01$$FOvernight Z30-1 L $$lUSM01$$LUSM01$$mBOOK$$1STEAK$$AEntricot Steak Library$$2GUSH$$BThe Gush Etzion collection$$h296.7(9)$$561399-10$$820081122$$f01$$FOvernight Z30-1 L $$lUSM01$$LUSM01$$mBOOK$$1STEAK$$AEntricot Steak Library$$2GUSH$$BThe Gush Etzion collection$$h296.7(9)$$561399-20$$820081122$$f01$$FOvernight

Expand routine to create Main field ENTER DOC NUMBER : 61400 Reading doc : 000061400 FMT L BK LDR L 00000nam^a22^^^^^^u^4500 001 L 000061400 005 L 20081122173004.0 008 L 081122s2008^^^^cau^^^^^r^^^^^000^0^eng^d 1001 L $$aKortick, Yoel$$d1971- 24510 L $$aAleph 500 and the future of library science in North Africa. 260 L $$aHamburg :$$bEx Libris Press,$$c2008. 650 4 L $$aLibrary Science$$xNorth Africa OWN L $$aGLOBAL CAT L $$aMASTER$$b99$$c20081122$$lUSM01$$h1730 Z30-1 L $$lUSM01$$LUSM01$$mBOOK$$1STEAK$$AEntricot Steak Library$$2BENTZ$$BBentzion's special collection$$hE933.5 Kor$$561400-10$$820081122$$f01$$FOvernight Z30-1 L $$lUSM01$$LUSM01$$mBOOK$$1STEAK$$AEntricot Steak Library$$2BENTZ$$BBentzion's special collection$$hE933.5 Kor$$561400-20$$820081122$$f01$$FOvernight

Holdings / Items Creation table Now we need a “Holdings / Items creation table” to be used when manage-50 will be run. The file is $data_tab/import/yoel_for_manage_50 ! 1 2 3 4 5 6 7 8 9 0 1 !!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!! CREATE-ITEM-1ST 0 HOL-852 1 N Z30-1 b HOL-852 2 N Z30-1 c The first line means that an item will be created only if the first indicator of the main field is 0 The remainder lines mean that the sub field (in column 2) of the field (in column 5) will go to the sub field (of whatever is in column 6) of 852. Note that the call number and sub field h does not appear here at all.

Holdings / Items Creation table Warning: If you decide to change the order or structure of this table then your results may differ and may be undesirable. $data_tab/import/yoel_for_manage_50: ! 1 2 3 4 5 6 7 8 9 0 1 !!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!! CREATE-ITEM-1ST 0 HOL-852 1 N Z30-1 b HOL-852 2 N Z30-1 c

Run manage-50 This will include our two sample records The expand procedure which creates the Z30-1 field The Z30-1 field is the main field, but it is in the configuration table so no need to put it here The configuration table we previously looked at

Manage-50 results Now we See that three Holding records were created (two for 61399 and one for 61400) il-aleph02-18(1) USM01-YOELK>>cd $alephe_scratch il-aleph02-18(1) USM01-YOELK>>tail -7 usm01_p_manage_50.00071 Results of manage-50 run ------------------------------------------- Number of bib records read: 000000002 Number of ADM records created: 000000000 Number of HOL records created: 000000003 Number of item records created: 000000000 end

Manage-50 results for 61399 For record 61399 two Holding records were created: 50468 and 50469

Manage-50 results for 61399 50468 and 50469 are both linked to 61399 and have correct information in sub field b, c and h First indicator 1 for Dewey First indicator 0 for LC

Manage-50 results for 61399 Each item is linked to the correct Holding record

Manage-50 results for 61400 For record 61400 one Holding record was created: 50470

Manage-50 results for 61400 50470 is linked to 61400 and has correct information in sub field b, c and h

Manage-50 results for 61400 Each item is linked to the correct Holding record