The Challenges of Copy- Specific Information in Aleph and Primo Nathalie Schulz IGeLU 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 MARC21 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 copy-specific notes

Statistics In Oxford's HOL60 library there are 11.9 million holdings records for 120 sub- libraries 3.3 million holdings records have copy- specific 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

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 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 B.13 Copy-specific notes: BTY, GEN, PNA x 2, PNO x 2, PRE

Option 1 - use OvP 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 5XX)

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., FULLPexpand_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 $$aUkOxU$$bBODBL$$hArch. AA e.143 GEN L $$aThe illustrations in this copy are in black and white only (no colour plates) L $$aUkOxU$$bBODBL$$hArch. H e.182 GEN L $$aThis copy contains colour plates and black and white illustrations. PNA L $$aTolkien, J. R. R. (John Ronald Reuel), PNA L $$aTolkien, J. F. R. PNO L $$aInscribed: J.F.R. Tolkien from J.R.R.T. PUB L $$a2nd impr 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., FULLPexpand_doc_bib_hol-FMT,LDR,LKR, OWN,001,004,005,008,035##,PRI## FULLPfix_doc_do_file_08csn_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 $$aUkOxU$$bBODBL$$hArch. AA e.143 GEN L $$aNote:^The illustrations in this copy are in black and white only (no colour plates) L $$aUkOxU$$bBODBL$$hArch. H e.182 GEN L $$aNote:^This copy contains colour plates and black and white illustrations. PNA L $$aProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 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., FULLPexpand_doc_extract_holdingCSN This means copy-specific information can be included with an 852 field.

Option 4 - Example L $$aHOL$$4Bodleian Library$$ $$hArch. AA e.143$$zNote:^The illustrations in this copy are in black and white only (no colour plates) L $$aHOL$$4Bodleian Library$$ $$hArch. H e.182$$zNote:^This copy contains colour plates and black and white illustrations.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), $$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr

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 csn1_fix CSN expand_doc_join_simple CSN fix_doc_do_file_08 csn2_fix

CSN Fix – Step 1 expand_doc_hol_852_disp Adds full Sub-library and Collection names to the 852 field Result: 8528 L $$aUkOxU$$bBODBL$$hArch. H e.182 $$4Bodleian Library

CSN Fix – Step 2 fix_doc_do_file_08csn1_fix Adds labels to the front of each note, e.g., 1 PNA## REPLACE-STRING $$a,$$aProvenance name:^ Result: PNA L $$aProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), PNA L $$aProvenance name:^Tolkien, J. F. R.

CSN Fix – Step 2 Removes subfield $$3, e.g., 2 PNA## REPLACE-STRING $$3,$$3|^ 3 PNA##DELETE-SUBFIELD-DELIMITER 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 COPY-SYSTEM-NUMBER 333,L, CONCATENATE-FIELDS 333,1 Result: 996 L $$aUkOxU$$bBODBL$$hArch. H e.182 $$4Bodleian Library$$

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 ## AA khimt k Result: ZZA L $$4Bodleian Library$$ $$hArch. H e.182

CSN Fix – Step 3 Creates a WK# field for each type of note, e.g., WK989 PNA## AA a z Result: WK989 L $$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), $$zProvenance name:^Tolkien, J. F. R.

CSN Fix – Step 4 fix_doc_do_file_08 csn2_fix Concatenates ZZA and WK# fields, e.g., 1 ZZA## CONCATENATE-FIELDS WK989,z

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

CSN Fix – Step 4 Result: L $$aHOL$$4Bodleian Library$$ $$hArch. H e.182$$zNote:^This copy contains colour plates and black and white illustrations.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), $$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr

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: Thank-you!