1. Setting up and using Acquisitions-related indexes and logical bases. Version 18 and up Yoel Kortick

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3. 3 The purpose of this presentation is to show how a library may expand acquisitions related data into the bibliographic record. While this can be done for many purposes, here we will focus on three specific uses of the fix procedure: 1.To create word indexes 2.To create access indexes 3.To create logical bases Purpose

4. 4 The expand procedure fix_doc_add_order_info adds to bibliographic records information from Order records (Z68) and Vendor records (Z70) attached to them. For each Z68 record attached to the BIB record, fields 541 and 590 are added (or updated) as follows: The expand procedure 541##$$a - Z70-VENDOR-NAME 541##$$d - Z68-OPEN-DATE 541##$$e - Z68-ORDER-NUMBER 590##$$a - Z68-OPEN-DATE 590##$$b - Z68-APPROVER-ID 590##$$e - Z68-ORDER-NUMBER

5. 5 We will add the following lines to $data_tab/tab_expand in the bibliographic library: The expand procedure in tab_expand Expand routine YOELK exists so that we can see the expand procedure via UTIL F 4 doc_expand Expand routine WORD exists so that the new virtual field can be used to create word indexes Expand routine RET exists so that the new virtual field can be retrieved via the service Retrieve Catalog Records (ret-01) Expand routine ACC exists so that the new virtual field can be used to create access indexes ! 1 2 3 !!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!> YOELK fix_doc_add_order_info WORD fix_doc_add_order_info RET fix_doc_add_order_info ACC fix_doc_add_order_info

6. 6 Here we have system number 251688 in USM01: Sample system number It is connected to order number 51714 in USM50

7. 7 The following slides will show the fields in the order which go to the new expanded 541 and 590 fields. They are (as previously explained): Order related fields which are expanded 541##$$a - Z70-VENDOR-NAME 541##$$d - Z68-OPEN-DATE 541##$$e - Z68-ORDER-NUMBER 590##$$a - Z68-OPEN-DATE 590##$$b - Z68-APPROVER-ID 590##$$e - Z68-ORDER-NUMBER

8. 8 Order related fields which are expanded

9. 9

10. 10 Now we will look at our sample record, system number 251688, in USM01 via UTIL F 4 doc_expand YOELK This will show us exactly what the expand procedure fix_doc_add_order_info does, because expand routine YOELK uses only fix_doc_add_order_info. Viewing the expanded fields

11. 11 Viewing the expanded fields enter file name (or q to exit) doc_expand Enter expand_menu [No Expand]: YOELK ENTER DOC NUMBER : 000251688 FMT L BK LDR L 00000nam^a22^^^^^^u^4500 001 L 000251688 005 L 20080203100551.0 008 L 080203s2007^^^^cau^^^^^r^^^^^000^0^eng^d 1001 L $$aFlinstone, Fred$$d1971- 24510 L $$aLibraries and information science :$$bwhat doies it mean for the town of Bedrock? 260 L $$aKatmandu :$$bInformation Press,$$c2007. 650 0 L $$aInformation science 650 0 L $$aLibrary science OWN L $$aPUBLIC CAT L $$aMASTER$$b99$$c20080203$$lUSM01$$h1005 541 L $$aYoel International Books and Digital materials $$d20070119$$e51714 590 L $$a20070119$$b19487 $$e51714 ENTER DOC NUMBER : VendorOrder Open Date Order Number Order Open Date Approver ID

12. 12 Creating indexes from expanded fields ! 1 2 3 4 5 6 7 8 9 10 11 12 !!!!!-!!!!!-!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!!-!-!-!!!!!!!!!!!!!!!!!! 541 a 03 WVEND 541 d 03 WOOD 541 e 03 WORNU ! 2 3 4 5 6 7 8 9 10 11 !-!!!!!-!!!!!-!-!!-!!-!-!---!!-!!!!!-!!!!!!!!!!!!!!!!!!!! H WVEND W-029 00 00 W-Order Vendor H WOOD W-030 00 00 W-Order Open Date H WORNU W-031 00 00 W-Order Number In tab00.eng we will define the following word indexes In tab11_word we will send 541 to these indexes

13. 13 Creating indexes from expanded fields ! 1 2 3 4 5 6 7 8 !!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-! 541 VEND a 541 ORDDA d 541 ORNUM e ! 2 3 4 5 6 7 8 9 10 11 !-!!!!!-!!!!!-!-!!-!!-!-!---!!-!!!!!-!!!!!!!!!!!!!!!!!!!! H VEND ACC 11 00 00 Vendor H ORDDA ACC 11 00 00 Order Date H ORNUM ACC 11 00 00 Order Number In tab00.eng we will define the following access indexes In tab11_acc we will send 541 to these indexes

14. 14 Now we should be able to run ret_01 to retrieve bibliographic records which have orders via 541 field Retrieving via the expanded fields Field 541 sub field e is “order number” Text “0” to “ZZZZ” means all order numbers

15. 15 All records which have orders are retrieved. Retrieving via the expanded fields il-aleph02-18(1) USM01-YOELK>>cd $alephe_scratch/ il-aleph02-18(1) USM01-YOELK>>ls -lrt all_orders -rw-rw-r-- 1 aleph exlibris 5625 Feb 3 11:40 all_orders il-aleph02-18(1) USM01-YOELK>>wc -l all_orders 375 all_orders These are the records for which 541 sub field e (order number) is between “0” and “ZZZZ” (exists). This therefore includes all orders

16. 16 To build the new order related word indexes we may run the service Update Word Index (manage-01) To build the new order related access indexes we may run the service Update Headings Index (manage-02) All new records with an order will have order related indexes built automatically (like all other indexes) via the ue_01 daemon Building the new indexes

17. 17 It is also possible to use the output file of ret-01 above and rebuild indexes only for these records via manage-40 (update indexes for selected records) Building the new indexes File previously retrieved via p-ret-01

18. 18 Now we will add the new fields to the drop down menus for word search and access browse in GUI and / or web Most likely this will be a search done primarily by librarians and thus perhaps it will only be in GUI, in file $data_tab/pc_tab_sear.eng Adding indexes to search and browse ! 2 3 4 5 !!--!!!!!!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!! FI USM01 L Word from order vendor WVEND FI USM01 L Word from order Open Date WOOD FI USM01 L Word from order Number WORNU SC USM01 L Vendor VEND SC USM01 L Order Date ORDDA SC USM01 L Order Number ORNUM

19. 19 Browsing for vendor Selecting this heading will give us all bibliographic records which have an order from this vendor

20. 20 Browsing for order date Selecting this heading will give us all bibliographic records which have an order with order date 20020116

21. 21 Searching for order date Selecting this heading will give us all bibliographic records which have an order with order date in 2008 Here we search for order open date and we can use wild cards (here for a particular year)

22. 22 Searching for order date Selecting this heading will give us all bibliographic records which have an order with order date in October 2007 Here we search for order open date and we can use wild cards (here for a particular year and month)

23. 23 Searching for order date Selecting this heading will give us all bibliographic records which have an order with order date in October 2007 and at least one item in MED sub library Here we search for order open date and we can use wild cards (here for a particular year and month) And now we have added that the record must have at least one item in sub library MED

24. 24 Because we have the new indexes for order information, we can build a logical base using the CCL syntax with the new word indexes. Here is a CCL expression for “word from order open date” in 2007 Building a base with the new indexes

25. 25 And here is the CCL expression in $alephe_tab/tab_base.eng Building a base with the new indexes ! 1 2 3 4 5 6 7 8 9 !!!!!!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!-!!!!!!!!!> ORDERS_2007 Orders from 2007 O2007 USM01 Y WOOD=2007*

26. 26 This search will give us results of all records with the word “chicken” and an order with open date 2007. Building a base with the new indexes

27. 27 For example it gave us record number 60493 Building a base with the new indexes

28. 28 And sure enough record number 60493 has an order with open date in 2007 Building a base with the new indexes

29. Thank You! Yoel.Kortick@exlibrisgroup.com