1. How to transfer 85x prediction patterns from ADM library to HOL library Presenter: Yoel Kortick

2. Transferring 85X from ADM to HOL 2 Copyright Statement All of the information and material inclusive of text, images, logos, product names is either the property of, or used with permission by Ex Libris Ltd. The information may not be distributed, modified, displayed, reproduced – in whole or in part – without the prior written permission of Ex Libris Ltd. TRADEMARKS Ex Libris, the Ex Libris logo, ALEPH 500, SFX, SFXIT, MetaLib, DigiTool, Verde, Primo, MetaSearch, MetaIndex and other Ex Libris products and services referenced herein are trademarks of Ex Libris, and may be registered in certain jurisdictions. All other product names, company names, marks and logos referenced may be trademarks of their respective owners. DISCLAIMER The information contained in this document is compiled from various sources and provided on an "AS IS" basis for general information purposes only without any representations, conditions or warranties whether express or implied, including any implied warranties of satisfactory quality, completeness, accuracy or fitness for a particular purpose. Ex Libris, its subsidiaries and related corporations (the "Ex Libris Group") disclaim any and all liability for all use of this information, including losses, damages, claims or expenses any person may incur as a result of the use of this information, even if advised of the possibility of such loss or damage. © Ex Libris Ltd., 2007

3. Transferring 85X from ADM to HOL 3 This presentation In this presentation we will transfer (copy) the 85x fields from the ADM library to the HOL library. This is often needed when a library was accustomed to cataloging the 85x fields in the ADM record and has decided to begin cataloging the 85x fields in the HOL record. A common reason for wanting the 85x fields in the HOL record is so that the “summary holdings” functionality may be used. The “summary holdings” functionality may only be used when the 85x fields are in the HOL record.

4. Transferring 85X from ADM to HOL 4 This presentation In this presentation any time we state “85x fields” we mean the following serial prediction field pairs: 853/853X 854/854X 855/855X

5. Transferring 85X from ADM to HOL 5 Workflow The 85x fields will be retrieved (exported) from the ADM library via the service “Export 85x records (serial-51)” The exported 85x fields will be imported to the HOL records via the service “Import 85x records (serial-52)” The records will be imported to the HOL library in accordance with the parameters in the table $data_tab/tab_85x_import

6. Transferring 85X from ADM to HOL 6 For which serials? The service “Import 85x records (serial-52)” imports the 85x fields to HOL records of serials 1.For which a HOL record already exists 2.For which a subscription record (z16) is linked to the HOL record Serial-52 will not create a new HOL record, it will merely update an existing record

7. Transferring 85X from ADM to HOL 7 For which serials? In our demonstration here we will use bibliographic system number 000050315 and 000050316 Both system numbers have: 1.85x prediction pattern fields in the ADM record 2.A HOL record containing an 852 field with the sub library and call number 3.A subscription attached to the HOL record First we will show the current state of these system numbers and then begin the transfer of 85x fields.

8. Transferring 85X from ADM to HOL 8 System number 50315 Here is bibliographic system number 50315 Journal of the Society for Existential Analysis Frequency Annual

9. Transferring 85X from ADM to HOL 9 System number 50315 Bibliographic system number 50315 is connected to HOL record 50113 HOL record 50113 does NOT have 85X fields with prediction patterns HOL record 50113 has only 852 field with call number and sub library code STEAK

10. Transferring 85X from ADM to HOL 10 System number 50315 Bibliographic system number 50315 is connected to ADM record 50315 ADM record 50315 does have 85X fields with prediction patterns

11. Transferring 85X from ADM to HOL 11 System number 50315 Bibliographic system number 50315 is connected to subscription (Z16) which is connected to the related HOL record

12. Transferring 85X from ADM to HOL 12 System number 50316 Here is bibliographic system number 50316 The journal of analytical psychology. Frequency Quarterly

13. Transferring 85X from ADM to HOL 13 System number 50316 Bibliographic system number 50316 is connected to HOL record 50114 HOL record 50114 does NOT have 85X fields with prediction patterns HOL record 50114 has only 852 field with call number and sub library code STEAK

14. Transferring 85X from ADM to HOL 14 System number 50316 Bibliographic system number 50316 is connected to ADM record 50316 ADM record 50316 does have 85X fields with prediction patterns

15. Transferring 85X from ADM to HOL 15 System number 50316 Bibliographic system number 50316 is connected to subscription (Z16) which is connected to the related HOL record

16. Transferring 85X from ADM to HOL 16 The transfer of 85X fields When we now run the services serial-51 and serial-52 the HOL record will become populated with the 85X prediction pattern fields which are currently only in the ADM record.

17. Transferring 85X from ADM to HOL 17 Serial-51

18. Transferring 85X from ADM to HOL 18 Serial-51 As previously mentioned this service is used to export serial prediction field pairs (853/853X, 854/854X and 855/855X) from one library to identical titles in “another” library. For each ADM or HOL record that has one or more of those 85x pairs for publication schedule prediction, this service will write these fields, as well as MARC 21 fields 001, 022, 035 and 245, into a file called export_85x.dat in the data_scratch directory. This file can then be sent to “another” library for matching against its own database, and for downloading the prediction field pairs when a match is found. The other library will have to run the service Import 85x Records (serial-52). In our case we will run serial-51 and serial-52 for the same institution, export from ADM and import to HOL

19. Transferring 85X from ADM to HOL 19 Serial-51 The system automatically puts in the exported file the bibliographic fields 001, 022, 035 and 245. If (for whatever reason) you wish to export additional tags, they be entered in the “ Filter Tag ” fields. If you export additional tags then the default 001, 022, 035 and 245 will not be exported.

20. Transferring 85X from ADM to HOL 20 Serial-51 il-aleph02-18(1) USM50-YOELK>>cd $data_scratch il-aleph02-18(1) USM50-YOELK>>ls -lrt export_85x.dat -rw-rw-r-- 1 aleph exlibris 3154 Feb 19 11:19 export_85x.dat The output file is found in the $data_scratch directory of the ADM library.

21. Transferring 85X from ADM to HOL 21 Serial-51 0029 00000003001 L000050315 0032 00000007022 L$$a0958-0476 0071 0000000924500L$$aJournal of the Society for Existential Analysis. 0012%data% 0038 00000008853 L$$av.$$i(year)$$wa 0046 00000009853X L$$a1$$i2003$$320030101$$91 0011%end% 0029 00000003001 L000050316 0032 00000007022 L$$a0021-8774 0060 0000000924514L$$aThe journal of analytical psychology. 0012%data% 0063 00000007853 L$$av.$$bno.$$u4$$vr$$i(year)$$j(season)$$wq 0055 00000008853X L$$a1$$b1$$i2002$$j24$$320020101$$91 0011%end% Here are how our two example records appear Bibliographic and prediction pattern fields

22. Transferring 85X from ADM to HOL 22 Serial-52 We will now import this file to the database via serial-52

23. Transferring 85X from ADM to HOL 23 Serial-52 When the file is uploaded to the database the system looks for a matching field in the file (export_85x.dat) and the actual records in the database. This field which is used to look for a match may be, for example, the 001 field, the 022 (ISSN) field, or the 245 field. A combination of fields may also be used. It is possible to specify other fields (and their relevant indexes) to match against in a table. In that way, any MARC standard can be used for the matching process Considering that these are serials, and considering that the ISSN is a unique number, we will use the ISSN field only. The table which determines which field or fields are used to look for a match is $data_tab/tab_85x_import

24. Transferring 85X from ADM to HOL 24 Serial-52 ! COL 1. 5; ALPHA-NUM, UPPER; #; ! Tag; ! Field tag; ! COL 2. 20; ALPHA-NUM; ; ! Subfield; ! Subfields in the imported data; ! COL 3. 20; ALPHA-NUM; ; ! Subfield; ! Subfields in the database data; ! COL 4. 1; ALPHA {I,W}, UPPER; ; ! Index type; ! Index type (Word or Index); ! COL 5. 5; ALPHA-NUM; ; ! Code; ! Database index for search; ! 1 2 3 4 5 !!!!!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!!!!! !* 001 I 001 !* 010## a a I 010 !* 020## I 020 022## a a I ISSN * 022## a z I ISSN * 022## a y I ISSN * 035## I 035 Here is our $data_tab/tab_85x_import We have commented out all other options and thus a match will be made only according to 022 sub field a and the ISSN index

25. Transferring 85X from ADM to HOL 25 Serial-52 It is possible to enter here additional fields which are not in tab_85x_import It is possible to first run the service without updating the database. The log file may first be checked to see for which record a match has been found If 85x fields already exist user may or may not override them. This is irrelevant for us, we have no 86x fields in the HOL records. Name of log file which will show the matched records It is possible to upload the file to the ADM or HOL records. We want to upload to the HOL records.

26. Transferring 85X from ADM to HOL 26 Serial-52 successful results HOL record 50113 (connected to BIB record 50315) now has 85x fields from ADM record. Previously it had no 85x fields These 853 and 853X fields were added from input file via serial-52

27. Transferring 85X from ADM to HOL 27 Serial-52 successful results HOL record 50114 (connected to BIB record 50316) now has 85x fields from ADM record. Previously it had no 85x fields These 853 and 853X fields were added from input file via serial-52

28. Transferring 85X from ADM to HOL 28 Serial-52 results We know which records were updated by examining the log file which we specified when running the service The log file is in the $data_scratch directory of the ADM library. If we had chosen “update database” with “No” then we could first examine the log file and then decide to run the service with “update” 000050315 Note: Match found - Code 022 Data 0958-0476 000050113 Note: Document updated 000050316 Note: Match found - Code 022 Data 0021-8774 000050114 Note: Document updated

29. Transferring 85X from ADM to HOL 29 Summary We had serials with 853 and 853X fields in the ADM record We downloaded a file of the 853, 853X (and other) fields via serial-51 We uploaded the output of serial-51 to the HOL records via serial-52. The system knew which 853 fields to add to which records because a match was made on 022 and ISSN index via the tab_85x_import table. These services are often used to share 853 field between institutions, here we did it in the same institution between ADM and HOL.