1. Serials 12.3 - 14.2 Upgrade

2. Serials Upgrade 12.3 – 14.2 -2--2- 1. General overview, then 2. Changes to the Publication Schedule fields 3. Multiple 853 4. Import/Export Publication Schedule data 5. SICI code 6. Subscription Renewal 7. ABLE Bindery Interface 8. Item changes 9. Future developments (15.x) Session Outline

3. General Features 12.3 – 14.2 Upgrade

4. Serials Upgrade 12.3 – 14.2 -4--4- Data (bibliographic + administrative) is stored in UTF-8 GUI client is UNICODE compatible No need for character conversion for input and display ALPHA loses most of its meaning UNICODE ALEPH

5. Serials Upgrade 12.3 – 14.2 -5--5- All Modules - New Features New Window design

6. Serials Upgrade 12.3 – 14.2 -6--6- All Modules - New Features Transaction log

7. Serials Upgrade 12.3 – 14.2 -7--7- Navigation Window The OPAC navigation window is now multi BIB. A user can add a new BIB to the window by clicking the “Add to Nav Map” button in the Full window. Two extra buttons were added to the Nav Map window: Remove BIB Delete BIB

8. Serials Upgrade 12.3 – 14.2 -8--8- Navigation Window The new architecture of the navigation window provides tools for catalog deduplication. You can now “drag & drop” items, orders or subscriptions from one ADM record to another. For example, you might do this when you need to move orders from duplicate BIB records.

9. Serials Upgrade 12.3 – 14.2 -9--9- Navigation Window

10. Serials Upgrade 12.3 – 14.2 -10- Navigation Window Associated records are also moved. For example, when moving an order, items linked to this order are moved as well. Loans, hold requests and photocopy requests are moved together with the items.

11. Serials Upgrade 12.3 – 14.2 -11- Navigation Window Delete bib allows you to remove bibliographic records after deduplication. This function passes all cataloging checks and password controls.

12. Serials Upgrade 12.3 – 14.2 -12- Retrieval - New Features Get function has disappeared Direct index (z11) still exists Possible ways of retrieval are: Find by direct and Browse by direct

13. Serials Upgrade 12.3 – 14.2 -13- When in doubt... Right click!

14. Serials Upgrade 12.3 – 14.2 -14-

15. Serials Developments 12.3 - 14.2 Upgrade

16. Serials Upgrade 12.3 – 14.2 -16- The ALEPH 863 field is now called the 853X field. The ALEPH 863 field differed significantly from its USMARC namesake; therefore it was given a new name to avoid confusion. 863 Becomes 853X

17. Serials Upgrade 12.3 – 14.2 -17- Increasing Number of Levels of Enumeration/Chronology Primary levels of enumeration have been increased from 4 to 6; secondary (alternative) levels of enumeration have been increased from 1 to 2; levels of chronology have been increased from 3 to 4. The structure of z30/z17/z103 was changed accordingly. ALEPH now supports all MARC21 levels of enumeration and chronology.

18. Serials Upgrade 12.3 – 14.2 -18- All levels of enumeration and chronology are copied from the z17 (issue) to the z30 (item) when the z30 (item) is created (during serials check-in, for example). Increasing Number of Levels of Enumeration/Chronology

19. Serials Upgrade 12.3 – 14.2 -19- Multiple 853 Fields Change #3: It is now possible to have multiple 853 fields in the ALEPH ADM record to record multiple publication patterns. Sub-field 8 in the 853 field tells the system when to begin the new publication pattern.

20. Serials Upgrade 12.3 – 14.2 -20- Let's look at an example of a monthly publication that begins with Vol. 1, no. 1 (1999:Jan.) and becomes a quarterly beginning with Vol. 2, issue 1 (2000:Jan.). Multiple 853 Fields

21. Serials Upgrade 12.3 – 14.2 -21- The 853 and 853X fields for the first publication pattern (monthly) will be: 853 $a Vol. $b no. $u 12 $v r $i ((year): $j (month)) $w m 853X $a 1 $b 1 $i 1999 $j 1 $3 19990101 Multiple 853 Fields

22. Serials Upgrade 12.3 – 14.2 -22- After the first cycle has been opened, the system will increment $a, $i, and $3 in the 853X field as follows: 853 $a Vol. $b no. $u 12 $v r $i ((year): $j (month)) $w m 853X $a 2 $b 1 $i 2000 $j 1 $3 20000101 Multiple 853 Fields

23. Serials Upgrade 12.3 – 14.2 -23- A second 853 field can now be added to the ADM record for the second publication pattern (quarterly): 853 $a Vol. $b no. $u 12 $v r $i ((year): $j (month)) $w m 853X $a 2 $b 1 $i 2000 $j 1 $3 20000101 853 $a Vol. $b issue $u 4 $v r $i ((year): $j (month)) $w q $8 2 Multiple 853 Fields

24. Serials Upgrade 12.3 – 14.2 -24- Note the $8 in the second 853 field, which tells the system that the second pattern begins with Vol. 2. 853 $a Vol. $b no. $u 12 $v r $i ((year): $j (month)) $w m 853X $a 2 $b 1 $i 2000 $j 1 $3 20000101 853 $a Vol. $b issue $u 4 $v r $i ((year): $j (month)) $w q $8 2 Multiple 853 Fields

25. Serials Upgrade 12.3 – 14.2 -25- Also note that certain changes in the publication pattern will require modifications to the 853X field: 853 $a Vol. $b no. $u 12 $v r $i ((year): $j (month)) $w m 853X $a 2 $b 1 $i 2000 $j 24 $3 20000101 853 $a Vol. $b issue $u 4 $v r $i ((year): $j (season)) $w q $8 2 Multiple 853 Fields

26. Serials Upgrade 12.3 – 14.2 -26- SICI Check-in I It is possible to use the issue’s SICI barcode during ‘Fast Check-in’. SICI replaces the SIID code. SICI is available as one of the Search keywords to be scanned in when you try to find the correct issue to check in. 14.2

27. Serials Upgrade 12.3 – 14.2 -27- SICI Check-in II The system will try to match the scanned SICI barcode with data in the Issue records (Z17): ISSN Chronology Enumeration 14.2

28. Serials Upgrade 12.3 – 14.2 -28- SICI Check-in III If there is a match, check-in will be performed. When there is more than one subscription, a window will open listing all items expected for this issue. 14.2

29. Serials Upgrade 12.3 – 14.2 -29- Fast Check-in Item Select When more than one item is expected, a new window will allow selection of specific items for check- in. 14.2

30. Serials Upgrade 12.3 – 14.2 -30- New Counters in Z17 (Issue) Z17-NO-OPENED-ITEMS Z17-NO-ARRIVED-ITEMS These are affected by the following actions: Open All (incl. batch opening) Arrive UnArrive 14.2

31. Serials Upgrade 12.3 – 14.2 -31- Arrived Issues – New Batch The new batch, b-serial-16, records the number of issues arrived for each serial title, within a specified time frame: Journal of Happiness 4 Review of Melancholia 8 Spirituality Now 2 … Total number of issues14 14.2

32. Serials Upgrade 12.3 – 14.2 -32- Serial pattern changes Rep_change #001441 (patch 2) Description: serial - allow alphanumeric values in enum-b and c in prediction patterns This fix allows single alpha values in enum b and c. The number of issues in each level cannot exceed 26 (a-z). 14.2

33. Serials Upgrade 12.3 – 14.2 -33- Module changes Item list: temporary location is indicated with a  in the display Publication Schedule: the list is now unlimited (not just 110 entries) File menu: new choices for delete item defaults and delete copy (subscription) defaults Serial checkin: the highlight is always on the next expected issue 14.2

34. Serials Upgrade 12.3 – 14.2 -34- Permissions changes Get, update, and delete subscriptions is now sub-library sensitive “Fast checkin” of issues now has the same permissions as Item List checkin “Retrieve list of HOL records” is now a user privilege 14.2

35. Serials Upgrade 12.3 – 14.2 -35- Templates and Forms “Location” has been replaced by “Call Number” 14.2

36. Serials Upgrade 12.3 – 14.2 -36- ABLE Bindery Interface 1.Allow Z39.50 access of data from ALEPH to ABLE. The retrieval of data needs to be on the basis of the item barcode and should include embedded holding information. 2.Allow signaling of transfer of items to and from the bindery. This will be on the basis of an ALEPH service. 3.Automatic invoicing. Received shipments from bindery also include electronic invoice information. 14.2

37. Items

38. Serials Upgrade 12.3 – 14.2 -38- Item Record Change In order to comply with the MARC holdings standard, the item record (z30) has been expanded to include six levels of enumeration and 4 levels of chronology.

39. Serials Upgrade 12.3 – 14.2 -39- Item Record Change Records changed accordingly: Z30/Z37/Z38/Z17/Z103. Z37/Z38/Z103 have only: ENUMERATION-A/B/C CHRONOLOGICAL-I/J For ITM link the following sub-fields are used: "y" --> CHRONOLOGICAL-I "v" --> ENUMERATION-A "p" --> ENUMERATION-C "i" --> ENUMERATION-B

40. Serials Upgrade 12.3 – 14.2 -40- Item Record Change The system does not allow gaps between enumeration and chronology levels.

41. Serials Upgrade 12.3 – 14.2 -41- Call Number Filing Two new fields in z30 (Item record): Z30-CALL-NO-KEY Z30-CALL-NO-2-KEY These fields contain the sort key for the call number. The new fields are used by the system for batch retrieval and for sort by call number.

42. Serials Upgrade 12.3 – 14.2 -42- Call Number Filing A new table, tab_filing_call_no, is used for defining filing procedures for item call numbers. The table is used when building the filing key for item records (Z30-CALL- NO-KEY and Z30-CALL-NO-2-KEY).

43. Serials Upgrade 12.3 – 14.2 -43- Call Number Filing tab_filing_call_no - structure

44. Serials Upgrade 12.3 – 14.2 -44- Call Number Filing tab_filing_call_no - filing procedures - All filing procedures which are used for creating headings also apply to filing call numbers - add_call_no_type. This procedure is relevant for call numbers filing only. Add the value in the call number type field as the first position of Z30-CALL-NO-KEY

45. Serials Upgrade 12.3 – 14.2 -45- Call Number Filing - Example Tab_filing_call_number: 0 L add_call_no_type 0 L del_subfield 0 L to_blank &()-[]<>?,./ 0 L lc_call_no Z30_CALL_NO_TYPE Z30_CALL_NO ----------------------------------------------------------- 0 $$kX0$$h1235$$i.36$$mBottom shelf Z30_CALL_NO_KEY ----------------------------------- 0 x0 1235 36 bottom shelf

46. Serials Upgrade 12.3 – 14.2 -46- New Batch Procedures Rebuilding call number index (b-item-06) Rebuild the call number keys in the Item records (Z30-CALL-NO-KEY and Z30- CALL-NO-2-KEY). Run the batch after changing the definition of filing routines for items (using table tab_filing_call_no).

47. Serials Upgrade 12.3 – 14.2 -47- Filing Call Numbers - Usage Shelf Reading Report (b-item-04) Inventory check - Based on a shelf range of items, compares an input file of barcode numbers to the same range of items in the system and generates a report of all items which are missing, misshelved or loaned. Shelf List (b-item-05) Shelf list - Based on a shelf range of items, checks the library's holdings and circulation files and creates a report of all items which should be in the shelf range. Both services update the new field Z30-LAST-SHELF-REPORT-DATE (the batch run date)

48. Serials Upgrade 12.3 – 14.2 -48- Filing Call Numbers - Usage Items call number interfaces 4/5 will use Z30_CALL_NUMBER_KEY for BROWSE.

49. Serials Upgrade 12.3 – 14.2 -49- SORTING ITEM LISTS The sorting order of items throughout most modules of the system is determined in a single table, tab_z30_sort in the Administrative library. This table includes sort options for both issue and non-issue type items for each module/function which includes lists of items.

50. Serials Upgrade 12.3 – 14.2 -50- SORTING ITEM LISTS tab_z30_sort Table structure: col. 1 - Function (ex. WWW-A - WEB OPAC, SERIAL - Serials client) col. 2 - Sorting order for issues (Ascending/Descending) col. 3 - Issue sort routine col. 4 - Sorting order for non-issues (Ascending/Descending) col. 5 - Non-issue sort routine

51. Serials Upgrade 12.3 – 14.2 -51- SORTING ITEM LISTS The following table includes the modules/functions which are dealt with by this table and their codes:

52. Serials Upgrade 12.3 – 14.2 -52- SORTING ITEM LISTS

53. Serials Upgrade 12.3 – 14.2 -53- Process Status Automatic Update Automatic update of processing status is triggered not only by changes in acquisitions, but in serials and items as well tab42 (controls automatic update of the processing status) structure has been changed col.1 - module col.2 - sub-library col.3 - action col.4 - process status

54. Serials Upgrade 12.3 – 14.2 -54- Item Process Status There is a new utility: "Item Process Status". This utility opens a window called "Update Item's Process Status", where the process status and barcode are entered. The new feature here is the ability to change the item process status for a group of items by scanning in their barcodes.

55. Serials Upgrade 12.3 – 14.2 -55- Item Material Type There is a new material type for bound issues: ISSBD. The material-type is changed from ISSUE to ISSBD after the binding process. The bound issue will be treated as a normal issue in all the usual functions (SORT, DISPLAY etc.).

56. Serials Upgrade 12.3 – 14.2 -56- Item Form Several changes have been made to the Item Form - General Information Tab: The Order Number field gets the Order Index. New field: Invoice Key. Contains: Vendor Code/Invoice No./Invoice Line Item sequence. New field: Invoice Note

57. Serials Upgrade 12.3 – 14.2 -57- Item Pull-down Menus - Sub-library Sensitivity The following entries were moved from pc_tab_exp_field to pc_tab_exp_field_ extended.eng to allow for sensitivity to sub-library: INVENTORY-NUMBER ITEM-LOCATION ITEM-LOCATION-2 LOCATION-GR LOCATION-USIG LOCATION-PREFIX LOCATION-SUFFIX LOCATION-SOURCE INVENTORY-NUMBER UARCV L Primary ?inventory-number INVENTORY-NUMBER UARCV L Secondary ?inventory-number-2 INVENTORY-NUMBER UELEC L Primary ?inventory-number INVENTORY-NUMBER UELEC L Secondary ?inventory-number-2

58. Serials Upgrade 12.3 – 14.2 -58- Statistics Field Handling Three types of editing modes available for statistics can be defined in alephcom.ini in the ExpandField section: ItemStatisticField=3 SerialItemStatisticField=3 ItemStatisticDelimiter=/ This section defines the window that opens when the arrow next to the Statistic field that appears on the second tab of the Item Form in the Acquisition, Items and Serials modules is clicked. 1 - No arrow on field. 2 - Opens pc_tab_expand_field menu. 3 - Opens special 4-part form, each part of which can have a pc_tab_expand_field menu. The parts are separated by the delimiter defined in ItemStatisticDelimiter.

59. Serials Upgrade 12.3 – 14.2 -59- Item History A new switch has been added to tab10 to define whether or not the system will create Z30H item history records to keep track of changes made to the Z30 Item record.

60. Serials Upgrade 12.3 – 14.2 -60- Item Label Printing Print Item Labels (b-item-03) This function takes an input file of document numbers and creates various kinds of labels, according to the user's specifications.

61. Serials Upgrade 12.3 – 14.2 -61- Item Label Parsing Routines It is now possible to parse (split apart) the call number and item description when generating item labels. There is a new table in ADM library, tab_label_parse, which specifies the appropriate routines.

62. Serials Upgrade 12.3 – 14.2 -62- Item Label Parsing Routines Examples of parsing routines:

63. Serials Upgrade 12.3 – 14.2 -63- Item Label Parsing Routines More details in the ALEPH Document: