1. Cataloging: Version 18 Upgrade Training

2. 2 All of the information in this document is the property of Ex Libris Ltd. It may NOT, under any circumstances, be distributed, transmitted, copied, or displayed without the written permission of Ex Libris Ltd. The information contained in this document has been prepared for the sole purpose of providing information for training. The material herein contained has been prepared in good faith; however, Ex Libris disclaims any obligation or warranty as to its accuracy and/or suitability for any usage or purpose other than that for which it is intended. © Ex Libris Ltd., 2006

3. Cataloging: Version 18 Upgrade Training 3 Goal To demonstrate changes between versions 17 and 18 of the ALEPH Cataloging application.

4. Cataloging: Version 18 Upgrade Training 4 Tools ALEPH Cataloging Client, version 18 Demo databases: USM01 (bibliographic), USM50 (administrative), USM60 (holdings) Handout: Version 18 Overview of Changes: Cataloging and Items

5. Cataloging: Version 18 Upgrade Training 5 Additional Documentation Ex Libris Documentation Center, www.exlibrisgroup.com/docportal where the following documentation is found: www.exlibrisgroup.com/docportal ALEPH Version 18 Release Notes ALEPH Version 18 User Guide ALEPH Version 18 System Librarian Guide ALEPH Version 18 Configuration Guide Documentation on ALEPH Oracle Tables is available on request.

6. Cataloging: Version 18 Upgrade Training 6 Agenda 1.General 2.Cataloging Template 3.Record Editor 4.Union Catalog 5.Authorities 6.Services

7. 1. General

8. Cataloging: Version 18 Upgrade Training 8 1. General Two new language codes supported in alephe/tab/marc_language_codes : Ain: Ainu Alt: Southern Altai Table increased from 500 to 2000 lines

9. Cataloging: Version 18 Upgrade Training 9 1. General: Z39.50 Requests for XML The z39.50 server can now return Dublin Core XML records according to the Bath Profile definition. http://www.loc.gov/marc/marc2dc.html http://www.loc.gov/marc/marc2dc.html In previous versions the translation from MARC21 to Dublin Core XML was “hardcoded”. Now the translation from ALEPH internal format to XML is governed by xxx01/tab/tab12.

10. 2. Cataloging Template

11. Cataloging: Version 18 Upgrade Training 11 2. Cataloging Template: Adding New Field When adding a tag with F6 or Edit>New Field (User-Defined), a subfield "a" is automatically added.

12. Cataloging: Version 18 Upgrade Training 12 2. Cataloging Template: 13 Digit ISBN ALEPH now supports the 13-digit ISBN in addition to the 10 digit ISBN. The 13-digit ISBN always begins with "978“. The ISBN validity check routine is capable of validating both types. A new expand routine that can add a field to the bibliographic record with the 13-digit ISBN when it finds a 10-digit ISBN. xxx01/tab/tab_expand (expand_doc_isbn_13).

13. Cataloging: Version 18 Upgrade Training 13 2. Cataloging Template: CJK A and B CJK Extension A and Extension B characters can be displayed in Brief and Full record view in Search results (Show node) and also in Browse results (Find node). To see SuperCJK Extension A and Extension B characters, install the appropriate fonts to C:\Windows\Fonts (e.g (zyksun). Then add the following lines to C:\AL500\ALEPHCOM\TAB\FONT.INI : EditorField 20000 30000 zyksun Y N N 16 DEFAULT_CHARSET ListBox## 20000 30000 zyksun Y N N 16 DEFAULT_CHARSET UnicodeEdit 20000 30000 zyksun N N N 16 DEFAULT_CHARSET

14. Cataloging: Version 18 Upgrade Training 14 2. Cataloging Template: CJK A and B CJK Extension A and Extension B characters can be displayed in the Search tab and entered into cataloging records using Unicode mode (F11): For Extension B: enter '+' and then enter the 5-character Unicode value (for example, +20000). For Extension A: act as usual. Enter the 4-character Unicode value (for example, 004C). Note that ALEPH Keyboard works with Extension A values only.

15. Cataloging: Version 18 Upgrade Training 15 2. Cataloging Template: More Changes May search headings with Edit>Search by logical and z39.50 bases and not just library. Definition is still done in c:\al500\alephcom\searbase.dat. May define subfields (up to 20) that can't be overwritten when a new heading is chosen, xxx01/pc_tab/catalog/scancode.dat. MARBI updates for 2005 have been implemented in this version, see http://www.loc.gov/marc/marbi/list-p.html for more information.http://www.loc.gov/marc/marbi/list-p.html

16. 3. Navigating Records

17. Cataloging: Version 18 Upgrade Training 17 3. Navigating Records Can now move a HOL record, its items, and digital objects to a different BIB record, and an item from one HOL record to another using the menu option Cataloging>Overview Tree The maximum number of branches allowed in the Overview Tree and the Record Manager is 750 as defined in alephe/pc_server_defaults: pc_tree_view_max_branch pc_filter_tree_view_max_branch All branches of the Overview Tree can be expanded by right clicking on item and selecting “Expand all Nodes”

18. Cataloging: Version 18 Upgrade Training 18 3. Navigating Records New Records Navigation menu option from Cataloging>Records Navigation. Bibliographic info can be displayed on node in Records tab instead of just the filename (e.g. NEW085.mrc) if SHOW- DETAILED INFO=Y in C:/Catalog/Catolog.ini. Split Editor will now automatically populate the empty pane with the next opened record. Z35 (events table) records are no longer deleted when Total Delete is invoked. Instead the record key is set to zeroes.

19. 4. Union Catalog

20. Cataloging: Version 18 Upgrade Training 20 4. Union Catalog - Review A Union Catalog is a library catalog that contains the holdings of more than one library. The Union Catalog often serves as a utility for resource discovery, allowing users to search the catalogs of multiple institutions. A Union Catalog contains the holdings of multiple libraries and thus contains multiple records for titles that are held by multiple institutions. A Union Catalog does not contain item records. A Union Catalog has embedded holdings instead of linked holdings records. Finally, Union Catalogs are characterized by frequent loads of records from contributing libraries

21. Cataloging: Version 18 Upgrade Training 21 4. Union Catalog - Changes Multiple SID2 (source display) lines can be added in the full view New sort type is available using subfield 8 of the 856 (Electronic locations) field which allows 856 fields to appear right after their related 852 field. New service, Delete Library from Union Catalog (union_20) is available. New service, Word maintenance-cleanup of temporary tables (union- 26) which transfers Z980 entries to the Z98 table. Z98=word-document relations (a bitmap of word occurrences in documents). Z980=a cache of bitmap updates. Union Catalog Web Interface available at: http://yourserver:yourport#/C/

22. 5. Authorities

23. Cataloging: Version 18 Upgrade Training 23 5. Authorities: Developments in V.18 Solution for the “Conflicting Headings” Problem Correction of Field Tag and Indicators Sorting of Ambiguous Headings New Fix for 1XX/240 or 1XX/243 New Service for COR field deletion

24. Cataloging: Version 18 Upgrade Training 24 5. Authorities: What is the “Conflicting Headings” Problem? Lets start with an example (taken from a presentation given by one of our customers – Sandy Card/Binghamton University).

25. Cataloging: Version 18 Upgrade Training 25 This is a haddock – it’s a fish 5. Authorities: What is the “Conflicting Headings” Problem?

26. Cataloging: Version 18 Upgrade Training 26 This is a spy – Jules Salvador Moch was a spy (we think) and had a code name of Haddock – but he is not a fish! 5. Authorities: What is the “Conflicting Headings” Problem?

27. Cataloging: Version 18 Upgrade Training 27 Until version 18, Aleph did not know the difference between them. If we had loaded records, and then started ue_08 in previous versions: 5. Authorities: What is the “Conflicting Headings” Problem?

28. Cataloging: Version 18 Upgrade Training 28 5. Authorities: What is the “Conflicting Headings” Problem?

29. Cataloging: Version 18 Upgrade Training 29 Instead of what we expected to get: 5. Authorities: What is the “Conflicting Headings” Problem?

30. Cataloging: Version 18 Upgrade Training 30 This happened because of the “ conflicting headings problem ” 5. Authorities: What is the “ Conflicting Headings ” Problem?

31. Cataloging: Version 18 Upgrade Training 31 Haddock is used as a regular Topical Heading, in this case it is the 150 field: 5. Authorities: What is the “Conflicting Headings” Problem?

32. Cataloging: Version 18 Upgrade Training 32 Or, It can be used as a non-preferred Personal Name, as it is in this case: 5. Authorities: What is the “Conflicting Headings” Problem?

33. Cataloging: Version 18 Upgrade Training 33 Why did the problem occur? In the BIB and AUT libraries a new heading is created when the text of the field is unique – the nature of the field is not taken into account. When BIB and AUT headings are matched, using the “gen” headings file, the match is on the content of the field – the nature of the field is not taken into account. 5. Authorities: What is the “Conflicting Headings” Problem?

34. Cataloging: Version 18 Upgrade Training 34 Haddock 100 $a Moch, Jules Salvador 400 $A Haddock 150 $a Haddock BIBBIB BIB Library AUT Library 650 $aHaddock $xHabitat 650 $aMoch, Jules Salvador $xHabitat 5. Authorities : What is the “Conflicting Headings” Problem?

35. Cataloging: Version 18 Upgrade Training 35 Why did the problem occur? Haddock from 150 and Haddock from 400 created a single heading in the AUT library linked to both the Personal name authority record for “Moch, Jules Salvador” and the Topical subject record for Haddock the fish. The subject “Haddock” from the BIB matched the headings “Haddock” in the AUT “gen” headings file. The BIB record was updated from the first of the linked AUT records - the record in which “Moch, Jules Salvador” is the preferred heading of Haddock…. 5. Authorities: What is the “Conflicting Headings” Problem?

36. Cataloging: Version 18 Upgrade Training 36 The “Categories Mechanism” Version 18 introduces the “categories mechanism” to solve the problem of conflicting headings. The categories mechanism takes the category of the heading into account. It does this by using the last two numbers of the tag. 5. Authorities: What is the “Conflicting Headings” Problem?

37. Cataloging: Version 18 Upgrade Training 37 How does the tag relate to the category? 100 field = authorized personal name heading 150 field = authorized topical subject heading 400 field = “see from” personal name (meaning don’t use this form, use the 100 form) 450 field = “see from” topical subject heading (again meaning don’t use this form, use the 150 form) 5. Authorities: What is the “Conflicting Headings” Problem?

38. Cataloging: Version 18 Upgrade Training 38 How does the tag relate to the category? 1st digit tells you whether the term you have is currently used or not. 1XX represents the authorized (currently used) version of a heading 4 XX represents an unused version of the heading While the other 2 digits represent the type of heading you are dealing with: X 00 = a personal name X 50 = a topical subject heading 5. Authorities: What is the “Conflicting Headings” Problem?

39. Cataloging: Version 18 Upgrade Training 39 Bibliographic Record Tags In most cases (but not all – more on this later) the last two digits of the tag in the bibliographic record matches the last two digits of the tag in the authority record: 00 = personal name 10 = corporate author 11 = meeting 50 = topical term 5. Authorities: What is the “Conflicting Headings” Problem?

40. Cataloging: Version 18 Upgrade Training 40 The Categories Mechanism The “Category Mechanism” is not mandatory, but it is recommended, especially if your records adhere to MARC21 cataloging standards. A new field – Z01-CATEGORY has been added to the headings record (Z01). 5. Authorities: What is the “Conflicting Headings” Problem?

41. Cataloging: Version 18 Upgrade Training 41 The Categories Mechanism The field can have three characters. The first two characters the last two numbers of the tag. The third position is not in use – it may be used in future to enable an additional level of categorization (e.g. subject headings for children’s literature) If the categories mechanism is not used – the content of the field is ZZZ. 5. Authorities: What is the “Conflicting Headings” Problem?

42. Cataloging: Version 18 Upgrade Training 42 The Categories Mechanism: COR field When a heading field in the authority library is updated, the system generates a “COR” field. This field contains the original term. The COR field needs to contain the category of the original field. This is now added in $0. For example: COR $a Trees INC. $0 01 If the categories mechanism is not used the $0 will contain ZZZ. 5. Authorities: What is the “Conflicting Headings” Problem?

43. Cataloging: Version 18 Upgrade Training 43 Haddock - 50 Haddock - 00 100 $a Moch, Jules Salvador 400 $A Haddock 150 $a Haddock BIBBIB BIB Library AUT Library 650 $aHaddock $xHabitat Haddock - 50 How does this work? 5. Authorities: What is the “Conflicting Headings” Problem?

44. Cataloging: Version 18 Upgrade Training 44 Categories Mechanism Setup? A new table – tab_acc_category – has been added to the BIB and AUT tab directory. The table has two columns: Tag Is mechanism used: 0 – not used 1 – used 2 – for future use 5. Authorities: What is the “Conflicting Headings” Problem?

45. Cataloging: Version 18 Upgrade Training 45 Recommended Setup: AUT library: 100## 1 110## 1 111## 1 148## 1 130## 0 150## 1 151## 1 155## 1 400## 1 410## 1 411## 1 430## 1 450## 1 451## 1 455## 1 BIB library: 100## 1 110## 1 111## 1 130## 0 240## 0 245## 1 246## 1 247## 1 440## 0 600## 1 610## 1 611## 1 630## 1 648## 1 650## 1 651## 1 655## 1 700## 1 710## 1 711## 1 730## 0 740## 1 800## 1 810## 1 811## 1 830## 0

46. Cataloging: Version 18 Upgrade Training 46 Explanation of the Setup As noted, in MARC the bibliographic and authority tags do not always match. The categories mechanism will prevent mismatches but will not always enable a match. This problem has been immunized in the setup. Title tags do not match – 130 in the AUT and 130, 240, 440, 730 and 830 in the BIB. The solution was to avoid adding the category for these fields – since other fields will have the category, mismatches should not occur while a 240 in the BIB can match a 130 in the AUT. 5. Authorities: What is the “Conflicting Headings” Problem?

47. Cataloging: Version 18 Upgrade Training 47 Explanation of the Setup Note that uncontrolled titles – 245, 246, 247 and 740 have been defined to include the category. This was defined in order to prevent a match with identical titles – and possible authority control of these titles - from the authority database. These uncontrolled titles should not be updated from the authority records. 5. Authorities: What is the “Conflicting Headings” Problem?

48. Cataloging: Version 18 Upgrade Training 48 Explanation of the Setup While the setup above enables matches between varying title tags, it does not provide a solution for possible geographic names, where a 151 authority field can match the bibliographic 110 and 710 fields (“51” will not match “10”). 5. Authorities: What is the “Conflicting Headings” Problem?

49. Cataloging: Version 18 Upgrade Training 49 Implementation of the Categories Mechanism Implementation will require re-building of the headings in the AUT and BIB libraries and then re-creating the links between the AUT and BIB libraries. Run: P_manage_02 in all AUT libraries P_manage_102 in BIB for all AUT libraries (first time with delete=Y) P_manage_02 in BIB 5. Authorities: What is the “Conflicting Headings” Problem?

50. Cataloging: Version 18 Upgrade Training 50 Authority control has been enhanced in version 18 so that when a bibliographic record field is updated, in addition to updating the content of the field, the system will also correct the field tag and indicators if they are different than those of the authority record. 5. Authorities: Correction of Tags and Indicators

51. Cataloging: Version 18 Upgrade Training 51 For example: Authority record : Original bibliographic record: Corrected bibliographic record : 5. Authorities: Correction of Tags and Indicators

52. Cataloging: Version 18 Upgrade Training 52 When and How is this done? There are specific rules that are followed. They are based on NACO rules and were developed in conjunction with the NAAUG authorities group. http://www.loc.gov/catdir/pcc/naco/normrule.html. 5. Authorities: Correction of Tags and Indicators

53. Cataloging: Version 18 Upgrade Training 53 So what are “Ambiguous Headings”? Ambiguous headings are similar to conflicting headings. In both cases a single heading is linked to more than one Authority record. Ambiguous headings are headings created from identical non-preferred terms within the same category or family of headings. For example: A.L.A is a non-preferred term of the following corporate authors: American Library Association American Lung Association Association of Legal Administrators 5. Authorities: Ambiguous Headings

54. Cataloging: Version 18 Upgrade Training 54 What is the difference between “Conflicting Headings” and “Ambiguous Headings”? Conflicting headings are created by identical headings from different heading categories. While ambiguous headings are legitimate because they are created by the authority records themselves, conflicting headings are not because in principle headings from different categories should never match. 5. Authorities: Ambiguous Headings

55. Cataloging: Version 18 Upgrade Training 55 ALEPH solves the problem of ambiguous headings by adding the preferred term to the non-preferred term. For example: A.L.A (American Library Association) A.L.A (American Lung Association) A.L.A (Association of Legal Administrators) In this manner ambiguous headings become unique (until v.18 there was a problem filing such headings…more on this later). 5. Authorities: Ambiguous Headings

56. Cataloging: Version 18 Upgrade Training 56 5. Authorities: Sorting of Ambiguous Headings Ambiguous headings are non-unique or undifferentiated 4XX headings (same 4XX for different 1XX). ALEPH solves ambiguous headings by adding the preferred term (1XX) to the non-preferred term (4XX). This can be done automatically using the fix_doc_aut_duplicate program. For example: 410 2 $$aALA $$7African Literature Association Such headings were not sorted correcting in the headings list.

57. Cataloging: Version 18 Upgrade Training 57 For example: 410 2 $$aALA $$7African Literature Association 410 2 $$aALA $$7American Library Association 110 2 $$aALA Auto & Travel Club. 410 2 $$aALA $$7Stiftelsen Anpassning till liv och arbete 5. Authorities: Sorting of Ambiguous Headings

58. Cataloging: Version 18 Upgrade Training 58 5. Authorities: Sorting of Ambiguous Headings The Fix: add_prefix_hash This new routine adds a hash (#) sign to the subfield specified in the parameters column of the tab_filing table. The hash (#) sign is added immediately after the subfield code. For example: $$a [original heading]$$7#[text added by fix_doc_aut_duplicate].

59. Cataloging: Version 18 Upgrade Training 59 Correct sorting: For example: 410 2 $$aALA $$7#African Literature Association 410 2 $$aALA $$7#American Library Association 410 2 $$aALA $$7#Stiftelsen Anpassning till liv och arbete 110 2 $$aALA Auto & Travel Club. Note that the addition of the hash sign is only for filing purposes, both the record and the display of the heading are not altered 5. Authorities: Sorting of Ambiguous Headings

60. Cataloging: Version 18 Upgrade Training 60 Implementation Add filing routine to tab_filing: ! 1 2 3 4 !!-!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! 01 N add_prefix_hash 7 Re-sort headings – run p_manage_16 and p_manage_17 5. Authorities: Sorting of Ambiguous Headings

61. Cataloging: Version 18 Upgrade Training 61 5. Authorities: New Fix for 1XX/240 or 1XX/243 New fix programs create 1XX/240 or 1XX/243 combinations from an authority heading composed of $$a and $$t subfields. If the selected 1XX field has a subfield $$t: A 240/243 field is opened The data from the subfield $$t of the 1XX field is copied from subfield $$t up to the end of the field, including all subsequent subfields. The copied data is pasted into the new 240/243 field, changing subfield $$t to subfield $$a. All other subfields remain as they are. All subfields from subfield $$t up to the end of the field are removed from the 1XX field.

62. Cataloging: Version 18 Upgrade Training 62 5. Authorities: New Service for COR Deletion New service, Deletion of COR fields (manage-93) is available. The COR is the previous form of an established heading after it has been changed.

63. 6. Loaders

64. Cataloging: Version 18 Upgrade Training 64 6. Loaders Up to 500 lines can now be defined in the table tab_merge_adv_overlay. This table defines which fields are retained from which record when merging two records. Generic Vendor Records Loader (file-96), can now be configured to automatically populate order dates with the current date or a table specified date using tab_96_def. Load OCLC Records (file-93) which enables the batch upload of OCLC records without using the OCLC server has replaced “Send MARC records to OCLC server (file-94).” A new service, Produce Report for Loader Logger (file- 94) now uses the file-94 procedure code.

65. Cataloging: Version 18 Upgrade Training 65 6. Loaders ALEPH supports OCLC Connexion client’s new option of exporting BIB and AUT records in MARC-8 or in UTF-8. Logging and reporting on OCLC (p-file-93) and MARCIVE (p- file-99) load actions is now possible. Definition of mapping values when creating records with p- manage-500 can now deal with more than 2 source fields. DEF may be used as a default holdings code when setting default values for item records created automatically through bibliographic record loaders.

66. 7. Other Services

67. Cataloging: Version 18 Upgrade Training 67 7. Other Services Output files for bibliographic services directed to the administrative library by checking the Print to ADM checkbox. Download Machine-Readable Records (print-03) has a new format, MARCXML. Alphabetize Long Headings (manage-17) no longer has the “alphabetize entire index” option available and the “Procedure to Run” column has been deleted Ret-01 allows the use of NOT operator between fields, and conditions list has been enlarged to include 3 fields and 2 subfields URL Check (print-11) now produces a new file containing redirected URLs.

68. The End THANK YOU!