1. 1 Grrr to Ahh: Evaluating, Maintaining and Documenting Local Use of Fixed and Variable Fields Wanda Jazayeri and Colby Riggs University of California Irvine Libraries October 14, 2016

2. About the UC Irvine Libraries One of the ten campuses in the University of California System UCI Libraries’ facilities include 350,000 square feet in four locations The Libraries employ 171 full-time equivalent staff 50 librarians and professionals 96 staff 25 full-time equivalent positions filled by over 163 student employees Annual Expenditures – $22 million The UCI Libraries’ electronic and print collection includes approximately: 3.6 million volumes o 154,000 journals and serials o 114,000 government documents o 134,000 audio/visual materials, multimedia, maps, photographs, and other graphic materials o 640 archival collections that include over 1 million original documents and photographs

3. About ANTPAC 1991: Installed INNOPAC ILS populating system with records from: Circulation CLSI (Computer Library Services Inc.) on-line circulation system INNOVAC (Innovative Interfaces) monographic acquisitions ORION (UCLA) serials subsystem Auto-Graphics authority files Bibliographic base load mostly from ORION & OCLC 2001: Millennium 2010: ERM implementation 2012: Encore (Law School only)

4. ILS Coordinators Group Manages all issues related to the use, maintenance, and enhancement of the ANTPAC System Coordinates the system across all public and staff modules Develops policies and procedures for the ILS including: system settings codes and options quality assurance evaluation of new III products full and efficient use of all available system capabilities documentation and training

5. ILS Coordinators Membership – Module Coordinators ILS Coordinator (Chair) Reports to the Associate University Librarian for Research Resources Server Administrator Acquisitions Cataloging Circulation Electronic Resources Management WebOPAC Collection Development Liaison Law Library Representative At-Large-Member (as needed)

6. Fixed and Variable Fields Project Goals Inventory, document and evaluate fixed and variable field usage and displays for all record types in the system Focus on those fields with locally determined values Identify fields and/or values that may deleted or re-purposed Facilitate current day-to-day work and future system migrations Create process for easy ongoing maintenance of documentation

7. Pre-Project Updating Practice Relied only on internal ANTPAC tables for years Removed codes as they were intentionally decommissioned and no longer present in legacy records, e.g., IMESSAGE “I” in item records for pocket inserts Created external documentation to explain use of selected fields as needed, e.g., ITEM TYPE Maintained external documentation as codes or fields were deleted

8. Why now? Long overdue. A comprehensive review of the fields had not been undertaken since our 1991 implementation No immediate driving forces Unanimous recognition of value of the project Timeframe was self-imposed and flexible Two-phases: fixed, then variable

9. Scope: 12 Record Types to be Inventoried Authority Bibliographic Contact Course Reserve Holdings Invoice Item License Order Patron Resource Vendor

10. Planning: Documentation What to document, how to document Do not duplicate III manual unless needed for clarity Use Excel tables for code and field value tables How and where to track project progress Wiki page for project tracking Workticket system Where to store working copies of documents and tables Master/back-up Excel tables in shared drive Working copy attached to wiki page and linked to project tracking page Where final documentation would reside: Wiki page with backup Excel tables in shared folder

11. Overview: Fixed Field Project, Feb.-Oct. 2014 Responsibility for drafting tables for each of the 12 record types distributed between the 4 subgroup members Created record templates based on elements identified by ILS CG Identified sources to be consulted in table creation Established due dates for workbook drafts As drafts were finished, the creator notified other group members that workbooks were ready for individual member review Scheduled bi-weekly meetings for group review of commented drafts Final decisions reached by consensus during discussion Monthly updates and approval sessions with entire ILS CG

12. Tools: Information Resources Consulted Internal system tables for fixed fields (line mode) III manual entries for fixed fields Load tables Output tables MARC21

13. Tools: Fixed Field Overview Template

14. Fixed Field Example— Item record Overview

15. Fixed Field Example: Itype 1 Values

16. Tools: ILS CG Wiki Tracking Table

17. Documentation: ILS CG Wiki Fixed Field Page

18. Documentation: Local Fixed Field Definition Table

19. Documentation: ANTPAC BibLvl link to MARC21 at LC

20. Guidelines for Fixed Field Changes Consider deletion of any code that is not in use. Exception: codes or values based on MARC21 or have potential future use Display changes: Group to consider expansion of code values only if displays to public Consider suppression of selected hardcoded values in client & OPAC if their display is confusing. E.g., unused item STATUS value “e” NETLIBRARY

21. Results: Summary of Fixed Field Changes 15 displays changed (mostly item status expansions) 19 deletions recommended 3 III code values suppressed 5 Delete decision pending due to procedural changes 2 values identified for potential implementation

22. Overview: Variable Fields, March 2015-April 2016 Tracking simplified--used only project table in Wiki Only two members drafted templates for ILS CG approval Added a separate column for Law Library practice Added column for III variable tag Include separate sheets for local MARC fields as needed Coordinators consulted their respective units to fill out spreadsheets prior to submitting No subgroup meetings Lead reviewed and contacted each coordinator with follow-up questions and edited sheets accordingly Plan one final meeting to discuss each sheet with entire ILS CG

23. Tools: Information Resources Consulted Internal system tables for tags of variable fields (line mode) III manual entries for variable fields MARC21 at LC (bibliographic, holdings, authority) OCLC MARC (bibliographic, holdings, authority) Load tables Output tables

24. Tools: Variable Field Templates Variable fieldsubfieldCurrent UCI UsageNotes/Questions (Field Name & tag) Field Label/NameIII Field Group TagSource of ValuesCurrent UCI Libraries UsageCurrent Law Library UsageNotes/Questions

25. Item Variable Field Example

26. Tools: Variable Fields Wiki Project Tracking Page

27. Documentation: ILS CG Wiki Variable Field Page

28. Observations: MARC21 Content Fixed Fields: mostly non-MARC with the exception of some MARC21 bibliographic codes mapping (e.g., country codes, language codes) Variable Fields: Authorities & Bibliographic have the most MARC fields Holdings have limited MARC21 (call no., 853/863, 866 & 868 fields; 007, leader) Item has MARC21 call numbers Other record types have mostly non-MARC variables

29. Change Guidelines for Variable Fields Similar to Fixed Field guidelines Recommend changes if: MARC21 fields—if not using a locally defined field, consider deleting Local/vendor fields: if not using consider deleting

30. Variable Fields – Project Closure Reviewed 213 variable fields for local usage Potential changes: 2 variables in Holdings; 1 variable in Bibliographic Resolve some outstanding questions for a few record types Take a closer look at fields used in Reserve & ILL bibs Review load and output tables for orders and holdings records Final review and standardize format Final discussion with entire ILS CG

31. Lessons Learned: Be flexible with deadlines and don’t fret about it (unless you are preparing for a system migration in the near future) Consult long term staff (institutional memory) before they leave! Be prepared for surprises: hardcoded fields that we had forgotten were hardcoded (Bcode3 value “c”; 850 in bib record) discovery many more local uses of bibliographic variables than we thought (instead of 10-15 had 44) hidden system fields (e.g., REC INFO, tag !) codes not in III manual, but in our local system

32. What would we do differently? Perhaps for “Source of values” columns use terms from III manual instead of our own: UCI “library defined” vs. III “organization” UCI “system defined” vs. III “system”

33. Summary of Results: Documentation that: Works in conjunction with the Millennium Manual Is easily updated and accessed on the ILS CG wiki Secured by back-up copies of Excel tables in the Team drive Common understanding of the codes and how they interact with each other

34. Thank you! 34 Colby Riggs cmriggs@uci.edu UC Irvine Libraries Wanda Jayayeri wpjaz@uci.edu