Cataloging 12.3 to 14.2 Seminar

Cataloging 2 -New check routines -Cataloging authorizations -Other innovations -Fix and expand routines -Floating keyboard -Quick cataloguing -New batch jobs Session Outline

Cataloging 3 Fixed Length Fields - Check Routines

Cataloging 4 New Development Table-Driven Checks - Multiple routines can be applied to a certain position in the fixed length field - “Application point” of the routine and valid values are specified in the tables

Cataloging 5 check_doc_field_006 ! !!-!!!-!-!!!-!!!-!- !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!> XX acdefgijkmoprst XX 000 a ^abcdefghijklmop| XX 000 a ^abcdefghijklmop| XX 000 a ^abcdefghijklmop| XX 000 a ^abcdefghijklmop| XX 000 a check_val_left_just 3 check_val_alpha_order XX 000 a ^abcdefgj| 2 uv XX 000 a ^abcdfrs| 2 ghiz ! !!-!!!-!-!!!-!!!-!- !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!> XX acdefgijkmoprst XX 000 a ^abcdefghijklmop| XX 000 a ^abcdefghijklmop| XX 000 a ^abcdefghijklmop| XX 000 a ^abcdefghijklmop| XX 000 a check_val_left_just 3 check_val_alpha_order XX 000 a ^abcdefgj| 2 uv XX 000 a ^abcdfrs| 2 ghiz Table-Driven Checks - Example

Cataloging 6 Table Structure The “check_doc_field” tables have three types of lines: (1) Lists all valid values for the position: XX acdefgijkmoprst

Cataloging 7 Table Structure XX acdefgijkmoprst Valid values for position 00 of the 006 MARC21 field are: acdefgijkmoprst

Cataloging 8 Table Structure (2) Lists all obsolete values for the position: XX 000 a ^abcdfrs| 2 ghiz

Cataloging 9 Table Structure (3) Name of external check: XX 000 a check_val_left_just

Cataloging 10 check_val_left_just The check_val_left_just program verifies that the values within the position range are left-justified.

Cataloging 11 Some More External Checks

Cataloging 12 Language and Country Codes Table-driven checking routines for language and country codes can now be used together with the fixed-length field validation checking procedures.

Cataloging 13 check_val_country The check_val_country program verifies that the position range forms a valid country code. Valid country codes are defined in the marc_country_codes table in the $alephe_root/tab directory.

Cataloging 14 check_val_language The check_val_language program verifies that the position range forms a valid language code. Valid language codes are defined in the marc_language_codes table in the $alephe_root/tab directory.

Cataloging 15 The Tables marc_country_codes marc_language_codes

Cataloging 16 check_doc_field_008 XX check_val_country XX check_val_language Validation procedures for the MARC field include, among other things: positions (place of publication) positions (item’s language)

Cataloging 17 New Tables in the Version check_doc_field_006 (USMARC) check_doc_field_007 (USMARC) check_doc_field_008 (USMARC) check_doc_field_ldr (USMARC) check_doc_field_ldr (UNIMARC) check_doc_field_100 (UNIMARC)

Cataloging 18 Other Check Routines

Cataloging 19 check_doc_delete The check_doc_delete table lists all the checking programs that are run when the user chooses the "Delete record from server" option from the Edit menu.

Cataloging 20 Check_doc_delete Available programs: The check_doc_delete_lkr program checks if there are any links from the record to another record. The check_doc_delete_item program checks if the record has any associated items. The check_doc_delete_order program checks if the record has any associated order.

Cataloging 21 Check_doc_delete Available programs - new in 14.x: The check_doc_delete_copies program checks if the record has any associated subscriptions. The check_doc_delete_aut_bib program checks if the authority record to be deleted has any bibliographic records associated with the heading of the record.

Cataloging 22 Check_doc_line_contents issn is a new verification program that can be included in the check_doc_line table. The program verifies that the ISSN entered in the field is a valid ISSN. 14.2

Cataloging 23 View Records Related to Checks Performed A new button,, has been added to the Messages window. If the error message refers to another record, clicking on this button will bring up that record Example: check_doc_direct_index The record with the duplicate entry will be displayed

Cataloging 24 Cataloging Authorizations

Cataloging 25 Cataloging Authorizations The permission.dat table in the library’s pc_tab/catalog directory defines allowed and denied tags for different catalogers.

Cataloging 26 permission.dat

Cataloging 27 permission.dat Column 1: User name Column 2: Tag code Column 3: Type of permission

Cataloging 28 permission.dat Values for column 3 are: Y = Allowed N = Denied P = Use proxy Column 4: Proxy user name

Cataloging 29 permission.dat A new switch in the library’s tab/tab10 table, MUST be set in all Libraries (01, 1X, 50, 60) using cataloging TAB10-CAT-PERM-BY-PROXY, defines whether or not the system will automatically create entries for all users that are linked by Z66-USER PROXY when packing the cataloging tables (UTIL/M/7).

Cataloging 30 permission.dat if TAB10-CAT-PERM-BY-PROXY = Y any specific lines for the user are ignored, and the values of the user's proxy (listed in col. 4) are taken instead.

Cataloging 31 permission.dat A user who does not have an entry in the permission.dat table will be denied permission to edit tags. If the library does not want to use the permission.dat mechanism, the table can be removed and all users will then be allowed to edit any tags.

Cataloging 32 OWN Field The OWN field is now used to control update access to all types of MARC records (BIB, HOL, ADM, AUT). The user is checked for access/update permission according to the contents of the record’s OWN field(s).

Cataloging 33 OWN Field Two new fields have been added to the User Password Information window: Cat. OWN ID and Cat. OWN Permission.

Cataloging 34 Cat. OWN Permission The system librarian can assign a group of allowed OWN values for a cataloger. This can be done by setting up the tab_cat_own table in the library's tab directory (UTIL M/16).

Cataloging 35 Cat. OWN ID The OWN field with the defined value will be inserted in the record by performing a new fix program: fix_doc_own_1.

Cataloging 36 Cat. OWN Permission tab_cat_own: Up to five different OWN values of cataloging records can be allowed for a single OWN value of a user. ! !!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!- !!!!!!!!!!-!!!!!!!!!! MOZART HAYDN HAYDNJ BACH BACHJ HAYDN HAYDNJ BACH BACHJ

Cataloging 37 Update Authorization The user will be allowed to update the record: If the value of the Cat. OWN Permission field is equal to any of the OWN fields of the record If the content of one of the OWN fields of the record is ‘PUBLIC’ If the value of the Cat. OWN Permission field is ‘GLOBAL’

Cataloging 38 Update Authorization Otherwise, the user will receive the following message when attempting to update the record:

Cataloging 39 Update Authorization When a user who is not allowed to update a record retrieves the record from the server, the following message is displayed:

Cataloging 40 Update Authorization Tab10: 47 TAB10-OWN-BY-PROXY - YN Y = if the user password(Z66) is a proxy to another user password, the values for "OWNER” (user-own-check and (user-own-create) are taken from the proxy

Cataloging 41 Other Innovations

Cataloging 42 Scan and Find The Scan and Find functions have been added to the Cataloging module. Scan (browse) enables you to scroll through an index. Find (keyword) word indexes Direct (standard number) searches have been added to Scan and Find indexes.

Cataloging 43 Search Headings When choosing from a list of headings: To add contents to a field of a bibliographic record, if the selected heading is a "See From" reference and UPD = ‘Y’, then the actual heading from the authority record will be inserted into the catalog draft.

Cataloging 44 Search Headings

Cataloging 45 Correct Headings It is now possible to correct bibliographic headings from the Browse List of the Search module. This can be done by clicking the button.

Cataloging 46 Fix Routines Derive New Record function The fix_doc_new_aut_1 program is a new fix routine which creates an authority record from the 1XX field of current bibliographic record

Cataloging 47 Fix Routines fix_doc_create_035 Moves fields to the 035 field in the following format: 035## $a(003)001. fix_doc_004_lkr Adds field 004 to the holdings record. 14.2

Cataloging Fix Routines fix_doc_fixed_fields Replaces hyphen (-) with carat (^) in fixed-length fields. fix_doc_merge_ It is now possible to define up to 99 different merge routines. For example, fix_doc_merge_08 calls up the 08 merging routine from tab_doc_merge.

Cataloging 49 Expand Routines expand_doc_bib_001 Builds a 001 field that contains the system number of the record. expand_doc_bib_hol Adds the holdings record to the bibliographic record without concatenating the 866 and 852 fields. 14.2

Cataloging 50 Editing Records The Find and Replace options have been added to the Edit menu of the module. 14.2

Cataloging 51 Sub-field Punctuation The tab_subfield_punctuation table is a new table used to add punctuation to headings from which punctuation has been stripped in order to normalize them.

Cataloging 52 Sub-field Punctuation 12.4

Cataloging 53 Editing Records Enter Unicode Values (F11) is a new option that enables you to enter Unicode values for characters not present on your keyboard. 14.2

Cataloging 54 The Floating Keyboard Is now part of the cataloging client

Cataloging 55 The Floating Keyboard Two files define the Floating Keyboard setup:  Keyboard.ini - defines configuration settings  Keyboard.txt - defines the characters that are displayed in each tab. Both files are located in the ALEPHCOM/TAB directory. 14.2

Cataloging 56 Scrollbars in Cataloging Forms It is possible to regulate the size of the cataloging forms. If the form is too high, you may add a scroll bar using the form definition in data_root/pc_tab/catalog. Example from 008_bk.eng: 24(14)x40 #C3 008 Fixed length data elements (BOOKS) #C1 Date entered in file(00-05) #C4$$$$$$ 24(14) indicates that form height is 24 lines, out of which 14 should be shown. 14.2

Cataloging 57 Quick Cataloging Quick Cataloging is now available in the Items and Acquisitions modules (formerly in Circulation only) The form is defined through the new tables: pc_tab_acq_fast_cat.eng pc_tab_items_fast_cat.eng (In BIB and ADM libraries)

Cataloging 58 Quick Cataloging In Items: Menu/Retrieve/Quick Catalog In Acquisitions: Menu/Orders/Catalog Order

Cataloging 59 Batch Procedures Print Bibliography (print-09) Prints catalog records organized in the manner of a bibliography. Print Index to Bibliography (print-10) This is a companion service to Print Bibliography. It generates indices for the bibliography. 14.2

Cataloging 60 Batch Procedures Batches for loading various vendor’s records: Load MARCIVE Records (file-99) Load BNA Records (file-98) Load RLIN Records (file-97) Load Yankee Book Peddler (file-96) 14.2