8 for All – 9 for “Mine” The use of 856 & 956 fields: 10-Step process for 856 to 956 conversion Examples of records for OhioLINK Institutions

Contents Part 1: Illustration of a 10-step process for conversion Graphic model to illustrate: Booleans to be gathered Actions to be performed on records within the Booleans Step-by-step procedures

Contents continued Part 2: Examples of records & displays as they will appear after the change from 856 to 956 is made OhioLINK Resource examples Serial, E-book, Database Millennium record, Local view, Central Catalog view Member Institution Resource examples Serial, E-book Millennium record, Local view, Central Catalog view Multiple Means of Access examples Serial, E-book Millennium record, Local view, Central Catalog view

Important note: No changes in procedures are needed for resources freely available to anyone and everyone using the Internet No changes in procedures are needed for resources freely available to anyone and everyone using the Internet (In other words, continue to use the 856 for urls for freely available Internet resources)

Part 1 Illustration of a 10-step process for conversion

Booleans described in a 10-step process for 856/956 conversion Step 2: OhioLINK resources (records coded bcode3=g) Step 3: Records that have an additional link to a locally purchased or leased resource [See text description for 2 additional Booleans—steps 4-5] Step 6 E-books purchased/ or leased by member institution Step 7: Non-OhioLINK collections, integrating resources, & serials Step 8: locally purchased or leased non-books Step 10: Resources that “come with” locally purchased or leased resources Records for monographs With links to free Resources Step 1: All records with 856 fields Step 9: Records that have a rave & a non-rave link

Example of Process – 10 steps Step-by-step: Step 1 Gather the BASE BOOLEAN: A set of all records that have links to Internet resources Caution: For large libraries, this could be a very large set of records. Libraries may wish to put more limits in the strategy. For example, one could eliminate government documents in order to reduce the size of the result set. Potential Boolean strategy: Bib records that have an 856 field Millennium create list: type (b); field (!) 856; condition (≠); value (blank) SAVE results MASTER BOOLEAN

Step-by-step: Step 2 Gather a subset of records from the results of the MASTER BOOLEAN for a set of records that have links to OhioLINK resources Potential Boolean strategy: Bibliographic records where BCODE3 = g Millennium create list: type (b); field (BCODE3); condition (=); value (g) SAVE results Records representing OhioLINK resources Change process (resubmit records to Central): Change bcode3=g to bcode3=z Change bcode3=z to bcode3=-

Step-by-step: Step 3 Potential Boolean strategy: Bibliographic records where at least one 856 field does not have “rave” Millennium create list: type (b); field (!) 856; condition (o); value (rave) SAVE results Gather a subset of records from the results of the Boolean gathered in Step 2 for a set of records that have links to OhioLINK resources and at least one other link to an individual member resource Links to member resource & OhioLINK resource

Step-by-step: Step 4 Gather a subset of records from the results of the Boolean gathered in Step 3 for a set of records that have links to OhioLINK resources and at least one other link, but that exclude records for NetLibrary books Potential Boolean strategy: Bibliographic records where at least one 856 field does not have “NetLibrary” Millennium create list: type (b); field (!) 856; condition (o); value (NetLibrary) SAVE results Links to One rave & one other, no NetLibrary

Step-by-step: Step 5 Gather a subset of records from the results of the Boolean gathered in Step 4 for a set of records that have links to OhioLINK resources and at least one other link, but that exclude records for NetLibrary and Federal documents Links to one rave & one other, no NetLib; no gpo Potential Boolean strategy: Bibliographic records where at least one 856 field does not have “gpo” Millennium create list: type (b); field (!) 856; condition (o); value (gpo) Change process: Review each record manually. Change 856 to 956 for locally purchases/leased resources

Step-by-step: Step 6 Potential Boolean strategy: Use local practice of coding fields to inform design of a search that breaks out paid resources. OSU example: type (b); field (location), condition (=), value (wwb) [to identify e-books] AND type (b); field (bib lvl), condition (≠), value (s) [to eliminate analytics] AND type (o); field (eprice), condition (>), value (0) [to identify OSU paid-for e-books] Gather a subset of records from the results of the MASTER BOOLEAN: For set of records for e-books that are not OhioLINK resources and For which the member institution purchases/leases/subscribes Non-OhioLINK “paid for” E-books Change process: Globally change all 856s to 956s

Step-by-step: Step 7 Non-OhioLINK collections, integrating resources, & serials Gather a subset of records from the results of the MASTER BOOLEAN: For set of records for integrating resources, and collections (that is, for all non-books that are not OhioLINK resources Potential Boolean strategy: type (b); field (bcode3), condition (≠), value (g) AND type (b); field (bib lvl), condition (=), value (i) OR type (b); field (bib lvl), condition (=), value (s) OR type (b); field (bib lvl), condition (=), value (c) SAVE Results

Step-by-step: Step 8 OSU purchased or leased non-books Gather a subset of records from the results of the Boolean gathered in Step 7 for as set of records for locally purchased/leased nonbook resources Potential Boolean strategy: Use local practice of coding fields to inform design of a search that breaks out paid resources. OSU example: type (o); field (eprice), condition (>), value (0) AND type (b); field (!) 856, condition (A), value (rave.ohio) AND type (b); field (!) 856, condition (A), value (gpo) Change process: Globally change all 856s to 956s Globally change all bcode3=- to bcode3=z Globally change all bcode3=z to bcode3=-

Step-by-step: Step 9 Records that have a rave & a non-rave link Potential Boolean strategy: Use local practice of coding fields to inform design of a search that breaks out paid resources. OSU example: type (o); field (eprice), condition (>), value (0) AND type (b); field (!) 856, condition (A), value (rave.ohio) AND type (b); field (!) 856, condition (A), value (gpo) Change process: Globally change all 856s to 956s Globally change all bcode3=- to bcode3=z Globally change all bcode3=z to bcode3=- Gather a subset of records from the results of the Boolean gathered in step 7 for a set of records for integrating resources, and collections (that is, for all non-books that are not OhioLINK resources

Step-by-step: Step 10 Gather a subset of records from the results of the Boolean gathered in step 7 for a set of records for non-books (print or online) that have links to resources that the member institution has paid for locally Note: these are “comes with” resources Resources that “come with” locally purchased or leased resources Potential Boolean strategy: Use local practice of coding fields to inform design of a search that breaks out paid resources. OSU example: type (b); field (bcode3), condition (≠); value (g) [to eliminate OL resources] AND type (o); field (eprice), condition (=); value (0) [for resources that “appear” to be free] AND type (o); field (acq type), condition (=); value (c) [to identify records for online journals that are free with print and print journals that are free with online subscription] Change process: Globally change all 856s to 956s Globally change all bcode3=- to bcode3=z Globally change all bcode3=z to bcode3=-

Part 2 Examples of records & displays as they will appear after the 856/956 change is made

Context Record examples Apply to records for electronic resources Apply to records for electronic resources Are designed to aid member institutions’ staff in using the 856 and/or the 956 fields in the bibliographic record Are designed to aid member institutions’ staff in using the 856 and/or the 956 fields in the bibliographic record Do not illustrate changes to bcode3. Do not illustrate changes to bcode3.

OhioLINK Resource Serial Serial in the EJC Serial in the EJC Bib record coding: BCODE3 = g Bib record coding: BCODE3 = g Member institution provides no additional online versions of the serial through this record Member institution provides no additional online versions of the serial through this record No change to 856 field needed No change to 856 field needed

BCODE3=g indicating OhioLINK resource Only access through EJC NO CHANGE to 856 NEEDED OhioLINK Resource – Serial

OhioLINK Resource – Serial Local View 856 Public note appears here

OhioLINK Resource – Serial Central Catalog View 856 Public note appears here

OhioLINK Resource E-book E-book is an OhioLINK acquisition E-book is an OhioLINK acquisition Bib record coding: BCODE3 = g Bib record coding: BCODE3 = g Member institution provides no additional online versions of the e-book through this record Member institution provides no additional online versions of the e-book through this record No change to 856 field needed No change to 856 field needed

OhioLINK Resource – E-book BCODE3=g indicating OhioLINK resource NO CHANGE to 856 NEEDED NetLibrary resource purchased by OhioLINK consortium

OhioLINK Resource – E-book Local View 856 Public note for OhioLINK NetLibrary book appears here

OhioLINK Resource – E-book Central Catalog View 856 Public note appears here

OhioLINK Resource Database Database is an OhioLINK acquisition Database is an OhioLINK acquisition Bib record coding: BCODE3 = g Bib record coding: BCODE3 = g No change to 856 field needed No change to 856 field needed

OhioLINK Resource – Database BCODE3=g indicating OhioLINK resource EBSCOhost database leased by OhioLINK consortium NO CHANGE to 856 NEEDED

OhioLINK Resource – Database Local View 856 Public note for OhioLINK database appears here

OhioLINK Resource – Database Central Catalog View 856 Public note appears here

Member Institution Resource Serial Serial not in the EJC Serial not in the EJC Only access is through local institution subscription/lease Only access is through local institution subscription/lease

Serial is not in the EJC Only access through institutional subscription/lease BCODE3 ≠ g Member Institution Resource – Serial

Member Institution Resource – Serial Local View 956 Public note appears here

Member Institution Resource – Serial OhioLINK Central View (Institutional Holdings) 956 Public note appears in member institution’s holdings

Member Institution Resource E-book E-book not provided through OhioLINK E-book not provided through OhioLINK Only access is through local institution subscription/lease Only access is through local institution subscription/lease

Member Institution Resource – E-book BCODE3 ≠ g Only access is through institution’s subscription/lease

Member Institution Resource – E-book Local View 956 Public note appears here

Member Institution Resource – E-book Central Catalog View 956 Public note appears in member institution’s holdings

Multiple Means of Access Serial Serial in the EJC Serial in the EJC Member institution provides additional access through purchase/lease Member institution provides additional access through purchase/lease OhioLINK Central Catalog view shown (with current practice of using BCode3=g) OhioLINK Central Catalog view shown (with current practice of using BCode3=g) Mock up of OhioLINK Central Catalog view (as it will appear when BCODE3=g no longer used) Mock up of OhioLINK Central Catalog view (as it will appear when BCODE3=g no longer used)

Multiple Means of Access Serial Serial in EJC BCODE3 = g Member institution provides additional access through purchase/lease

Multiple Means of Access – Serial Local View Access provided through EJC (856) Access provided through JSTOR (956)

Multiple Means of Access – Serial Central Catalog View – Current view* Member institutions provide Access through purchase/ Lease (url coded in 956 field) Access provided through EJC (url coded in 856 field) *BCODE3=g overrides benefits of using 956

Multiple Means of Access – Serial Mock Up of Future Central Catalog View* 856 public access note EJC 956 public access note *as it will look after Bcode3 = g no longer used

Thank you! Prepared by Tschera Harkness Connell, Ph.D. Associate Professor and Head, Scholarly Resources Integration Dept. The Ohio State University Libraries