Journal separation anxiety Rachel Collier-Wilson Metadata and eTechnologies Section Manager Journals and electronic – shared the same record in Talis

Introduction Talis Alma Clean – up Lessons & questions 17/11/2018 © The University of Sheffield

Talis Print and eJournals share the same record During testing – established - The lack of open order records will mean that we'll have to create new catalogue records and new orders for around 700-800 titles – maybe more ALMA would not recognise any record for receiving purposes that has an electronic element to it. Compiled a list of all the missing order information before go live so that on day one serials can start importing catalogued records for both print and electronic subscriptions and then create orders for all of these. This will hopefully be done by dealing with print journals as they arrive and also working from the compiled list. Realised would take a very very long time as still be finding way round the new system. Documentation is thin. Working on the assumption that Primo 4.3 will display the holdings information for print journals where there is a joint electronic subscription.  estimate we need to split approximately 700-800 active records.   17/11/2018 © The University of Sheffield

Alma A repository search gives us these two entries Click on the more info for the first record (imported from SFX) - This gives no orders (as expected) but lists a related record (as expected) Click on more info for the second record (with the physical holdings attached) and which has imported from Talis, and there is an order displayed (as expected) HOWEVER 17/11/2018 © The University of Sheffield

Associate orders to original Pass to metadata staff Search supplier site Check currency Check all the details Create new order/s Associate orders to original Pass to metadata staff As you can see the Activation status is Not Activated E-Resource. WRONG!. When checking on suppliers site, the details of the order are for a print subscription with free internet access – this is in effect a Print subscription. We would then check that the currency we pay in is correct for the order, along with all other of the details for the order. From this point we would place a new order from the repository on the print copy, and associate the old PO number (in this case SH93015453), and cancel the old order. We would then put the record details into a set for the metadata to be checked. Ordering/Serials - It takes a few minutes to work through each record. n.b. exceptions to this for the more complicated resources. Create a new order for the print title and link back to the original e&p order record. Alter holdings of original order and close old record. Talis record becomes Print version - SFX record the electronic. Serials to create sets of the print records for metadata to edit - batched of 10 initially. 17/11/2018 © The University of Sheffield

E-RELATED BIB RECORD FIELDS/SUBFIELDS TO DO A GLOBAL DELETE ON ========================================================== 035 – subfield $a, if it contains the prefix (SFX) 245 – subfield $h, if it contains the text [electronic resource] 856 – all subfields (electronic location and access) 866 – all subfields (textual fields, but all pertaining to our runs of e-journals) 997 – URL and linkage text for e-journal (as per 856$u and $y E-RELATED BIB RECORD FIELDS/SUBFIELDS TO DELETE AD HOC MANUALLY ============================================================   022 – any subfield $a with an e-journal ISSN in it 655 – should probably get rid of anything if it has a second indicator other than 0, but definitely should if the $a subfield's contents then go on to describe electronic journals, computer networks or similar (e.g. record 1326633). E-RELATED BIB RECORD FIELDS/SUBFIELDS I COULD USE A SECOND OPINION ON ================================================================= 999 - $$b Full catalogue $$a MCAT           $$b Electronic and digital resources $$a ELEC           $$b Journals $$a JOUR Not all of these explicitly mention e-resources, but are they treated as one entity and therefore all need either retaining or deleting? NON E-RELATED BIB RECORD FIELDS/SUBFIELDS TO CONSIDER DELETING =========================================================== 022 - subfields $y and $z, unless we really want to keep incorrect or cancelled ISSNs 022 – do we put the $# UkShU subfield here for a reason? 030 – CODEN designation.  Does anywhere in UoS use this alphanumeric bib code? 032 - postal registration number.  Does anywhere in UoS use this? 035 - do we need the one(s) with the OCLC prefix (OCoLC)? 037 - source of acquisition.  Does anywhere in UoS use this? 042 - authentication code.  Does anywhere in UoS use this? 043 - geographic area code.  Does anywhere in UoS use this? 049 - e.g. $a cn $# UkShU.  Not sure what we use this local/custom field for – anyone? 050 – Library of Congress call number.  Does anywhere in UoS use this? 060 - National Library of Medicine call number.  Does anywhere in UoS use this? 070 - National Agricultural Library call number.  Does anywhere in UoS use this? 072 - Subfield category code.  Does anywhere in UoS use this? 090 – “locally assigned call number”, e.g. 110975506070765.  Field hasn’t been in official use since 1982!  Have we been using it for anything bespoke since then? 650 - ...with any second indicator other than 0 780 - preceding entry for this title, e.g. when ISSN has changed.  Is this needed? 17/11/2018 © The University of Sheffield

Lessons & questions? One problem which we have encountered but which would make like simpler would be if we could attach new orders to existing holdings – we haven’t found a way of doing this yet, maybe a question for ex-libris? Another problem is that our orders all migrated as Purchase, however any new ones we use the option Purchase at Vendor system. Purchase sends off an email to the supplier, even if this is switched off in the Vendor area. We are unsure if this will trigger emails to our suppliers when we renew the orders? If we had known before migration the orders (I presume) could have been mapped to Purchase at Vendor system ? Any Questions? 17/11/2018 © The University of Sheffield