1. E-EndUser 2003, Helsinki September 5, 2003 Bibliographic Record Linking in music databases Ulla Ikäheimo Helsinki University Library, Finland

2. Acknowledgements Liisa Sten Helsinki University Library Esa Kurki Sibelius Academy Library

3. Contents What BibLinking is History How BibLinking works –in cataloging –in WebVoyàge –configurations Conclusions

4. According to ”Voyager 2001.1 Bibliographic Record Linking and MARC Derivation of Records User’s Guide” April 2002, BibLinking enables: –Defining relationships between bibliographic records using profiles made in SysAdmin module –Displaying relationships in WebVoyage (and in Cataloging module) –Maintaining relationships with templates (and with derivation fields) in Cataloging module What Bibliographic Linking is

5. Relationships can be: –vertical, eg. between ”parent” (=host) and ”children” (=component parts) –sibling, eg. between parts of a multivolume set –chronological, eg. predecessors and successors –horizontal, eg. different versions of the same bibliographic item What BibLinking is (cont.)

6. Vertical relationship: Music host record with its contents Contents

7. A record of one track with information of a sound recording as a host Publication

8. What BibLinking is (cont.) Links are made to both directions –from host to component part and vice versa One record can have multiple relationships –a record can simultaneously have different kind of relationships –a component part can have its own component parts –a component part can have multiple hosts

9. History of BibLinking in Finland A related records feature was used in four DBs in the former library system (two music, two article databases) Since June 1999 we have worked with EISI with the BibLinking product –2001 the first Voyager DB with BibLinking (Arsca) opened –Helsinki University Databases VIOLA and ARTO January 2002

10. History (cont.) Essential features of BibLinking for us: - the main basis of the links between hosts and component parts should be the Bib/001 of the host and the 773|w of the component part record - the system must be able to handle hundreds, even thousands of component parts

11. Music databases with BibLinking VIOLA http://viola.linneanet.fi the Finnish national discography and union catalogue of music Arsca http://arsca.linneanet.fi (free access) the database of 8 art libraries, 4 of them music libraries 3 databases of polytechnic libraries (2003-)

12. BibLinking in Cat module Related records are maintained in the Cataloging module Cataloging, copying, editing and deleting of the related records are similar to the cataloging of ”ordinary” bibliographic records Templates with derivation fields can be used Related records can be searched and displayed in Cataloging module (and in WebVoyàge) Related records can be relinked easily

13. A host record in the VIOLA client Related records

14. Component part records in VIOLA linked to Karita live! recording

15. Template with derivation fields for printed music, component part 773 ‡7 nncm ‡ ‡ ‡ ‡ ‡

16. Derivation fields for a component record of a musical score 773 ‡7 nncm (= constant in tag 773) ‡ (= 001/Bib of the source record) ‡ 773 ‡7nnas ‡w ‡t … (= tag/subfields of target record) VRID, 245a … (= tags/subfields in source record) ‡ = delimiter symbol < = opening angle bracket (”‡<” begins configuration) > = closing angle bracket (ends tag/subfield configuration)

17. A component part in VIOLA 773 ‡7 nncm ‡w 101598 ‡t The best Broadway songs ever ‡d c1975

18. A summary example of the derivation rule Source: Bib/001 101598 245 ‡a The best Broadway songs ever 260 ‡c c1975 no 020 or 024 fields Template: 773 ‡7 nncm ‡ ‡ ‡ ‡ ‡ New record: 773 ‡7 nncm ‡w 101598 ‡t The best Broadway songs ever ‡d c1975

19. Template with derivation fields for a CD track

20. Derivation fields in the CD track template 041 ‡ 511 ‡ 700 ‡ ‡ 710 ‡ ‡ 773 ‡ 7 nnjm ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ : ‡, ‡ ‡ ‡ ‡ ‡ v raita

21. A compact disc host in VIOLA

22. A new component part

23. BibLinking Configurations in general In SysAdmin module (System -> Search config. -> BibLinking): the configurations for –links between related records for cataloging and WebVoyàge –displays of related records in cataloging and partly in WebVoyàge In displayN.cfg: the configurations for –the links to be displayed in general in WebVoyàge In opac.ini: the configurations for –separate displays in WebVoyàge

24. SysAdmin -> System -> Search configuration -> BibLinking –profiles for VIOLA DB

25. COMP HOST BibLinking profiles for VIOLA DB

26. BibLinking profiles for VIOLA COMP profileHOST profile Comp. / HostHost / Comp. 773W/ 001BBID/773w 790A/03590359/790a 773W/035a035A/773w

27. BibLinking configurations for WebVoyàge In displayN.cfg ( a new code): Publication: 3500 HOST (the same profile code name as in SysAdmin BibLinking) Contents: 3500 COMP (the same profile code name as in SysAdmin BibLinking)

28. Configurations: WebVoyàge (cont.) In opac.ini: [View_Record_Page] (old stanza; new variables added for BibLinking) MaxRelatedRecords=30 MaxRelatedRecordsMessage=Click here to get the contents MaxRelatedRecordsMainTableData=#DCDEDE MaxRelatedRecordsBorder=0 HostRecLinkText=Click here to return to the original record

29. A sound recording with less than 30 component parts Contents

30. Configurations: WebVoyàge (cont.) In opac.ini: [Max_Related_Records_Page] (new stanza for BibLinking), eg. Records_per_page=10 HotLink_#=Y HotLink_1=Y HotLink_2=N HotLink_3=N

31. Configurations: WebVoyàge (cont.) [Max_Related_Records_Page] (cont.) MaxRelatedRecordsMainTableData=#DCDEDE MaxRelatedRecordsBorder=1 HostRecLinkTextTop=Click here to return to the original record HostRecLinkTextBottom= Click here to return to the original record [Title_Bar] (old stanza; added for BibLinking) Max_Related_Records_Page=Contents

32. A sheet music collection with 40 individual songs Contents: Click here to get the contents

33. Contents of the collection Click here to return to the original record Contents

34. Conclusions +- Navigation between hosts and contents is practical. The message ”Click here to get the original record” may be confusing +- Catalogers must be very careful when copying records, eg. not to create uncorrect links +- Catalogers have to understand the basis of the linking for not to create incorrect relationships in the DB

35. Conclusions (cont.) - Links are not retained when copying or loading host with its component parts from DB to DB (if links can not be based on standard numbers) and copying is possible only one record at a time - Templates (derivation fields) complicated to modify - Fixed fields cannot be derived from the host record

36. Conclusions (cont.) + BibLinking is flexible (eg. templates with derivation fields for several purposes, relink) + Links in WebVoyàge working fine in music DBs -> BibLinking is an essential tool in music cataloguing