SIRSI, GPO, and Marcive Southeastern Louisiana University and UVA Lori Smith Barbie Selby June 24, 2004

Outline of UVA procedures Load monographic SLS records. Put the TMP number in the 001 field, create “calls” (barcodes) based on 074 and profile Monthly – load ALL GPO records (as a regional) including changed & serial records. Match incoming record to title control numbers (either the TMP number or an OCLC number) in existing records by examining the 001, 035 (OCLC number) LCCN, ISBN numbers in order. When a match is found the new record overlays the existing record. Do NOT create any additional “calls” if overlaying. Therefore we don’t usually have call numbers for electronic versions of multiformat titles which are cataloged on one bib record because the SLS record wouldn’t have had any information about the electronic version on it. Clean up – Run SIRSI report which prints out every “new to the system” record (didn’t overlay an existing record – either SLS or full) Examine each (about 100 per month) to see if they really should have overlaid an existing record. We don’t include electronic only records in this printout because they are always “new to the system” since there are no SLS records for electronic only titles.

Outline of Southeastern Louisana’s procedures Load monographic SLS records. Put the TMP number in the 001 field. Create volume/copy records based on 074 and our profile. The 001 is used as the title control number. Each record includes a load specific note in the 940 field such as "Marcive - SL - LOU March 2004.“ Monthly load monographic GPO records with the TMP in the 001 field. Matching is done by comparing the 001 field to title control numbers in existing records. Records that match will overlay without creating a new vol/copy record. Records that don't match get loaded as new and a vol/copy record is created based on the 074 and our profile. After matching is done on the 001 field, the OCLC number from the 035 field is used as the title control number. Each record includes a load specific note in the 940 field such as "Marcive - LOU042 - February 2004.“ Monthly load changed GPO records, including serial records, with the OCLC number in the 001 field. Matching is done by comparing the 001 field to title control numbers in existing records. Records that match will overlay without creating a new vol/copy record. Records that don't match will get loaded as new and a vol/copy record is created based on the 074 and our profile. Each record includes a load specific note in the 940 field such as "Marcive - CH - SELA042 - Febrary 2004.“ Since we do NOT create any additional vol/copy records if overlaying, we manually add vol/copy records for electronic versions of multiformat titles which are cataloged on one bib record. Clean up Run SIRSI report which prints out every “new to the system” record (didn’t overlay an existing record either SLS or full) examine each to see if they really should have overlaid an existing record. For changed records, ensure that we still own any older titles loaded as new.

UVA’s SLS load report Note: This is the SIRSI “bibload” report. g=001 field (TMP number) h=035 (OCLC number) Title control matching rule = b Copy processing = v949 Create a new “call” only when creating a record Default Holdings code = paper document in stacks SLS records are set to NEVER as date cataloged

Title Control Number Matching Rules RULE 1 (c) –Incoming records will be compared with records already in the system. –When a record is new to the system, it will be created. –When an incoming record matches a record in the system it will not load. It will be reported as an error. RULE 2 (B) –Incoming records will be compared with records already in the system. –When a record is new to the system, it will be created. –When an incoming record matches a record existing in the system with a "date cataloged" of NEVER, the existing record will be updated according to other settings in this report. –When an incoming record matches a record with a date in the "date cataloged" field, it will not load. It will be reported as an error. RULE 3 (U) –Incoming records will be compared with records already in the system. –When an incoming record matches a record existing in the system with a "date cataloged" of NEVER, the existing record will be updated according to other settings in this report. –When an incoming record is new to the system or when an incoming record matches an existing record with a date in the "date cataloged" field, it will not be loaded. It will be reported as an error. RULE 4 (b) –Incoming records will be compared with records already in the system. –Records that are new to the system will be created, and records that match existing records will be updated according to other settings in this report. RULE 5 (u) –Incoming records will be compared with records already in the system. –When an incoming record matches a record already in the system, the existing record will be update according to other settings in this report. –Records that are new to the system will not be loaded. They will be reported as errors.

Copy Processing oCreate no copies (n) oCreate but do not update copies using holdings statement (c) oIgnore holdings statement & create ONE copy only when creating a title (o) oCreate and update copies using holdings statement (s) Create copies using holdings statement only when creating a title (v) Both UVA and Southeastern use the last option. This prevents extra “calls” from being created, but doesn’t allow for an internet call to be created when a GPO record with a URL overlays an SLS record for the paper or fiche version of the title. Southeastern Louisiana adds these call to all records which have a URL. At this point UVA isn’t automatically adding these calls on any systematic basis.

SIRSI HOLDING CODES SOME SOUTHEASTERN HOLDING CODES FOR MARCIVE LOADS NOTE: For each institution the Library is the same for each code, Except the INTERNET & LAW Library Locations for UVA. Libraries use ItemCat1 and ItemCat2 in very different ways. Holding CodeItem TypeLocationItem Cat. 1Item Cat. 2CIP SEPRDOC-NCDOCSDOCDOC-FEDNNY SEMFDOC-NCDOCS-FICHEMICROFICHEDOC-FEDNN SECDDOCDOCS-DATACD-ROMDOC-FEDYNY SEMPDOCDOCS-MAPSMAPDOC-FEDYNY SEONDOC-NCONLINEE-RESOURCEDOC-FEDNNY SEAVDOCDOCS-VIDEOVIDEOCASSDOC-FEDYNY DOCS-FILMMICROFORM DOCS-FILMMICROFILMPURCHASEYNY DOC-OFFICEREF-BOOK DOC-OFFICEBOOKPURCHASEYNY SOME UVA HOLDING CODES FOR MARCIVE LOADS Holding CodeItem TypeLocationItem Cat. 1Item Cat. 2CIP AL-D-UDOCUMENT DOC-USMARCIVE YNY AL-DR-MF MICROFICHE DOC-READRMMARCIVE NNY AL-DR-CD CD-ROM DOC-READRM MARCIVE YNY LIBRARYWEB (UVA-LIB )INTERNETINTERNET MARCIVE NNY AL-GEO-M MAP GEOSTAT MARCIVE YNY LA-DO-DOCM (LAW) DOCUMENT LAW2-DOCS MARCIVE Y N Y LA-FI-MEDM (LAW) MICROFICHE LAW2-MEDIA MARCIVE Y N Y

Southeastern SLS record 000: : |aam7a0n 001: : |atmp : : |aMvI 008: : |a040308s2004 xxu f000 0 eng d 035: : |atmp : : |atmp-sl P 040: : |aMvI|cMvI 074: : |a : 0 : |aY 4.AP 6/1:D 36/5/2001/PT.2 099: : |aY 4.AP 6/1:D 36/5/2001/PT.2 245: 00 : |a106-2 Hearings: Department of Defense Appropriations For 2001, Part 2, March 23, 2000, * 260: : |a[S.l. :|bs.n.,|c2004?] 500: : |aShipping List #: P 500: : |aShipping List Date: 03/04/ : 1 : |aUnited States.|bCongress.|bHouse.|bCommittee on Appropriations. 940: : |aMarcive - SL - LOU March : : |hSEMF|i : : |a1 UVA SLS record 001 tmp MvI|cMvI C Y 4.AR 5/2 A: /1 099 Y 4.AR 5/2 A: / COMMITTEE ORGANIZATION: [H.A.S.C. NO ], COMMITTEE ON ARMED SERVICES, FEBRUARY 5, 2003, * 260 [S.l. :|bs.n.,|c2003?] 500 Shipping List #: P 500 Shipping List Date: 05/02/ United States.|bCongress.|bHouse.|bCommittee on Armed Services. 900 tmp |hAL-D-U|iX |hLA-DO-DOCM|i ALDERMAN UVA asks Marcive to put SLS record titles in ALL CAPS for easy identification in a “hit list” Southeastern Louisiana inserts a 940 field in each shipment of SLS and full records for easy identification and for report writing tmp number in 001 field 086 copied into an 099 field 949 – holdings codes and barcodes for two libraries – Alderman & Law Holdings codes = Library/Location/Item type

SLS Bibliographic Record Record supplier can force values in many fields for you

UVA’s full record load report. Note the “Date Cataloged is set to the final day of the month. Note: This is the SIRSI “bibload” report.

Full GPO record which overlaid an SLS record. Note the TMP number in the 001 and title control # fields.

UVA’s “New Records to VIRGO” report Note that the “Date Created” is the date of the full GPO record load. That indicates that this record did not overlay any SLS or earlier GPO record. UVA forces the “Date Cataloged” for full GPO records to be the final day of the month. Note: Only the pertinent fields are included here. This is not the entire SIRSI “entrylist” report.

Report Log for New records Report entrylist scheduled as New Marcive/GPO May 2004 Selects new -to-VIRGO records in monthly Marcive loads Only the bibliographic MARC record will be processed. Catalog and MARC records will NOT be updated. Selected catalog keys will be written to standard output. UNICORN edit MARC finished on Wednesday, May 19, 2004, 6:09 AM UNICORN item selection v2003 started on Wednesday, May 19, 2004, 4:15 AM Items will be selected if the date created is 5/16/2004. Items will be selected if item category 2 is MARCIVE. Items will be selected if library is ALDERMAN or LAW. The callnum key will be read from standard input. The callnum primary key will be written to standard output. Callnums will be selected if the number of copies is more than 0. Call numbers will be selected if classification is SUDOC or SUDOC-SER. Call numbers will be selected if library is ALDERMAN or LAW. 371 callnum record(s) considered. 371 callnum record(s) selected. UNICORN call number selection finished on Wednesday, May 19, 2004, 6:09 AM UNICORN catalog selection v2003 started on Wednesday, May 19, 2004, 4:15 AM Catalog records will be selected if format is MARC, SERIAL, or MRDF. Catalog records will be selected if the date created is 5/16/2004. Catalog records will be selected if the date cataloged is 5/31/ catalog record(s) considered. 354 catalog record(s) selected. UNICORN catalog selection finished on Wednesday, May 19, 2004, 6:09 AM UNICORN item printing v2003 started on Wednesday, May 19, 2004, 4:15 AM The output will be a catalog level shelflist. Entry IDs:001,035,099,245,246,260,300,530,856,949. The call number only will be written to standard output. 335 catalog record(s) printed. 0 catacnt record(s) printed. 474 call number record(s) printed. 0 item record(s) printed. 0 itemacnt record(s) printed. New records Produced Wednesday, May 19, 2004 at 4:15 AM FMC 1.1: : ocm : (OCoLC) : FMC 1.1: 245: Annual report of the Federal Maritime Commission. 246: Reports for some years - have title: Annual report 246: Reports for have title: Annual report for fiscal year 260: Washington, D.C. : The Commission : For sale by the Supt. of Docs., U.S. G.P.O., [ : v. ; 24 cm. 530: Distributed to depository libraries in microfiche, 24th-40th ( ). 530: Available also online. 949: FMC 1.1: First record in “New to VIRGO” report UVA’s “New to VIRGO” report Note: This report header has been edited.

Southeastern Louisiana uses the SIRSI “List bibliography” report for their “new to the system” list of records. They look for records in which the “Data Cataloged” is the same as the “Date Created”

An excerpt from the report for the 3/15/2004 load of changed bib. records. Report 'govdocsbibload' scheduled as 'Load Changed Govdocs Records' Load bibliographic records into catalog. rm: Cannot remove directory /home/sirsi/LASL/Unicorn/Marcimport/. UNICORN call number selection v2003 started on Monday, March 15, 2004, 10:51 AM The callnum file will be read sequentially by primary key. The catalog key will be written to standard output. Records will be interpreted according to the following format: MARC. The item number will be updated. The MARC record will be updated. The year of publication will be updated. The OCLC number (001) will be used as the flexible key. The local number (001) will be used as is for the flexible key. Records not matched will be loaded, and records which match will be updated. The date cataloged will be set to 3/15/2004. Bibliographic records will be matched by flexible key. MARC records will be read from standard input. SEPR will be used as the default holding code. Only when a title is being created, items will be created based on SIRSI holdings entry 949. Government documents number will come from the first tag 949. The call number will include only subfields a. Government documents number will come from the first tag 099. The call number will include only subfields a. Government documents number will come from the last tag SLU-SIMS SEPR item(s) created. 3 SLU-SIMS SEMF item(s) created. 8 SLU-SIMS SEMP item(s) created. 6 SLU-SIMS SEON item(s) created. 238 full bib record(s) replaced. Catalog bibliographic information will be written to standard output. Entry IDs:ALL. Entry IDs will precede catalog data. Subfield codes will appear in output. The report title option will be used. 265 catalog record(s) printed. 0 catacnt record(s) printed. 0 call number record(s) printed. 0 item record(s) printed. 0 itemacnt record(s) printed. The catalog key will be read from standard input. The OCLC number (001) will be used as the flexible key. The OCLC number (035) will be used as the flexible key. 0 catalog record(s) printed. UNICORN redo flexible key finished on Monday, March 15, 2004, 10:53 AM LOADED BIB RECORDS Produced Monday, March 15, 2004 at 10:51 AM 000: : |aas a0c 001: : |aocm : : |aOCoLC 005: : |a : : |a750228c dcuar1 f0 0eng 010: : |a : 0 : |a : : |bSupt. of Docs., U.S. Govt. Print. Off., Mail Stop: SSOP, Washington, DC : : |a(OCoLC) : : |a(GPO) : : |aDLC|cUDI|dCOO|dDLC|dNSD|dGPO|dMvI 042: : |alc|ansdp 043: : |an-us : : |aSEPR 070: 0 : |a149|bEc7 072: 0 : |aE : 0 : |aX : : |a : : |a0848-F 074: : |a0848 (online) 074: : |a0848-F (online) 082: : |a : 0 : |aPR 40.9: 086: 0 : |aPR 41.9: 086: 0 : |aPR 42.9:|zPR 43.9: : 0 : |aPR 43.9: 099: : |aPR 43.9: 110: 1 : |aUnited States.|bPresident. 210: 0 : |aEcon. rep. Pres. transm. Congr. 222: 0 : |aEconomic report of the President transmitted to the Congress 240: 10 : |aEconomic report of the President transmitted to the Congress (Dept. ed.) 245: 10 : |aEconomic report of the President transmitted to the Congress. Southeastern’s “Changed Record” Load Note the “c” at the end of the 000 field