Items 14.2 Seminar 5 March 2001

14.2 Seminar Items 2 Session Agenda Item record - structural changes Call No. Filing Item sorting routines Item Form BIB Record Update Pull-down Menus Circulation Summary

14.2 Seminar Items 3 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.

14.2 Seminar Items 4 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

14.2 Seminar Items 5 Item Record Change The system does not allow gaps between enumeration and chronology levels.

14.2 Seminar Items 6 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.

14.2 Seminar Items 7 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).

14.2 Seminar Items 8 Call Number Filing tab_filing_call_no - structure

14.2 Seminar Items 9 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

14.2 Seminar Items 10 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 $$kX0$$h1235$$i.36$$mBottom shelf Z30_CALL_NO_KEY x bottom shelf

14.2 Seminar Items 11 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).

14.2 Seminar Items 12 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)

14.2 Seminar Items 13 Filing Call Numbers - Usage Items call number interfaces 4/5 will use Z30_CALL_NUMBER_KEY for BROWSE.

14.2 Seminar Items 14 Relationship Between Holdings Record and Item Record There is a new (optional) functionality which allows you to link items to a holdings record. The link enables the system to update automatically the location of items from the holdings record (which is the “master” record). An item can be flagged as having a temporary location (e.g., for course reserves), which will not be overridden by the holdings record. The link also enables the system to automatically create summary holdings for individual items.

14.2 Seminar Items 15 Relationship Between Holdings Record and Item Record The holdings record number is a secondary key in the item record. This means that items are linked to both the Administrative record and the Holdings record.

14.2 Seminar Items 16 Relationship Between Holdings Record and Item Record For serials there is an additional record: the Subscription Record. The subscription record is also linked to a holdings record. When items are created as part of serials control, the holdings record to which the item record is linked defaults to the holdings record to which the subscription is linked.

14.2 Seminar Items 17 Relationship Between Holdings Record and Item Record HOL record number is contained in the following fields: Z30-HOL-DOC-NUMBER Z16-HOL-DOC-NUMBER If the library chooses not to use the HOL - items link functionality, the fields will remain blank.

14.2 Seminar Items 18 Relationship Between Holdings Record and Item Record Temporary location switch is stored in the field Z30-TEMP-LOCATION.

14.2 Seminar Items 19 Relationship Between Holdings Record and Item Record More details in the ALEPH document:

14.2 Seminar Items 20 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.

14.2 Seminar Items 21 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

14.2 Seminar Items 22 SORTING ITEM LISTS The following table includes the modules/functions which are dealt with by this table and their codes:

14.2 Seminar Items 23 SORTING ITEM LISTS

14.2 Seminar Items 24 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

14.2 Seminar Items 25 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.

14.2 Seminar Items 26 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.).

14.2 Seminar Items 27 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

14.2 Seminar Items 28 Z30-PRICE Previously, the item price (Z30-PRICE) was created when automatic item creation was executed for a new order of type "M". The Z30-PRICE was the order's estimated local price divided by the number of units ordered (Z68-E-LOCAL- PRICE/Z68-NO-UNITS). A new step has been added. Now, when the order is closed (CLS), the Z30-PRICE for items which match in their Z30-ORDER-NUMBER is calculated again by: All invoices assigned to this order are divided by the number of items relevant by Z30-ORDER-NUMBER.

14.2 Seminar Items 29 Item Pull-down Menus - Sub-library Sensitivity The following entries were moved from pc_tab_exp_field.eng 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

14.2 Seminar Items 30 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.

14.2 Seminar Items 31 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.

14.2 Seminar Items 32 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.

14.2 Seminar Items 33 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.

14.2 Seminar Items 34 Item Label Parsing Routines Examples of parsing routines:

14.2 Seminar Items 35 Item Label Parsing Routines More details in the ALEPH Document: