Serials 12.3 - 14.2 Upgrade. Serials Upgrade 12.3 – 14.2 -2--2- 1. General overview, then 2....

Serials 12.3 - 14.2 Upgrade

Serials Upgrade 12.3 – 14.2

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1. General overview, then2. Changes to the Publication Schedule fields3. Multiple 8534. Import/Export Publication Schedule data5. SICI code6. Subscription Renewal7. ABLE Bindery Interface8. Item changes9. Future developments (15.x)

Session Outline

General Features12.3 – 14.2 Upgrade


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• Data (bibliographic + administrative) is stored in UTF-8

• GUI client is UNICODE compatible• No need for character conversion for

input and display • ALPHA loses most of its meaning

UNICODE ALEPH


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All Modules - New Features

• New Window design


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All Modules - New Features

• Transaction log


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Navigation WindowThe OPAC navigation window is now multi BIB. A user can add a new BIB to the window by clicking the “Add to Nav Map” button in the Full window.

Two extra buttons were added to the Nav Map window:• Remove BIB• Delete BIB


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Navigation WindowThe new architecture of the navigation

window provides tools for catalog deduplication.

You can now “drag & drop” items, orders or subscriptions from one ADM record to another.

For example, you might do this when you need to move orders from duplicate BIB records.


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Navigation Window


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Navigation WindowAssociated records are also moved. For

example, when moving an order, items linked to this order are moved as well.

Loans, hold requests and photocopy requests are moved together with the items.


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Navigation WindowDelete bib allows you to remove

bibliographic records after deduplication.

This function passes all cataloging checks and password controls.


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Retrieval - New Features

• Get function has disappeared

• Direct index (z11) still exists

• Possible ways of retrieval are:

Find by direct

and

Browse by direct


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When in doubt.. .

Right click!


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Serials Developments 12.3 - 14.2 Upgrade


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The ALEPH 863 field is now called the853X field.

The ALEPH 863 field differed significantlyfrom its USMARC namesake;therefore it was given a new name toavoid confusion.

863 Becomes 853X


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Increasing Number of Levels of Enumeration/Chronology

• Primary levels of enumeration have been increased from 4 to 6; secondary (alternative) levels of enumeration have been increased from 1 to 2; levels of chronology have been increased from 3 to 4.

• The structure of z30/z17/z103 was changed accordingly.

• ALEPH now supports all MARC21 levels of enumeration and chronology.


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All levels of enumeration andchronology are copied from the z17(issue) to the z30 (item) when thez30 (item) is created (during serialscheck-in, for example).

Increasing Number of Levels of Enumeration/Chronology


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Multiple 853 Fields

Change #3: It is now possible to havemultiple 853 fields in the ALEPH ADMrecord to record multiple publicationpatterns.

Sub-field 8 in the 853 field tells thesystem when to begin the new publicationpattern.


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Let's look at an example of amonthly publication that beginswith Vol. 1, no. 1 (1999:Jan.) andbecomes a quarterly beginningwith Vol. 2, issue 1 (2000:Jan.).

Multiple 853 Fields


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The 853 and 853X fields for the firstpublication pattern (monthly) will be:

853 $a Vol. $b no. $u 12 $v r $i ((year): $j (month)) $w m

853X $a 1 $b 1 $i 1999 $j 1 $3 19990101

Multiple 853 Fields


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After the first cycle has been opened, thesystem will increment $a, $i, and $3 inthe 853X field as follows:


853X $a 2 $b 1 $i 2000 $j 1 $3 20000101

Multiple 853 Fields


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A second 853 field can now be added tothe ADM record for the second publicationpattern (quarterly):


853X $a 2 $b 1 $i 2000 $j 1 $3 20000101853 $a Vol. $b issue $u 4 $v r $i ((year): $j

(month)) $w q $8 2

Multiple 853 Fields


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Note the $8 in the second 853 field, whichtells the system that the second patternbegins with Vol. 2.



(month)) $w q $8 2

Multiple 853 Fields


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Also note that certain changes in thepublication pattern will requiremodifications to the 853X field:



(season)) $w q $8 2

Multiple 853 Fields


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SICI Check-in I

It is possible to use the issue’s SICI barcode during ‘Fast Check-in’.

SICI replaces the SIID code.SICI is available as one of the Search

keywords to be scanned in when you try to find the correct issue to check in.

14.2


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SICI Check-in II

The system will try to match the scanned SICI barcode with data in the Issue records (Z17):

ISSN Chronology Enumeration

14.2


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SICI Check-in IIIIf there is a match, check-in will beperformed.

When there is more than onesubscription, a window will openlisting all items expected for thisissue.

14.2


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Fast Check-in Item Select

When more than one item isexpected, a new window will allowselection of specific items for check-in.

14.2


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New Counters in Z17 (Issue)

Z17-NO-OPENED-ITEMS Z17-NO-ARRIVED-ITEMS

These are affected by the following actions:

• Open All (incl. batch opening)• Arrive• UnArrive

14.2


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Arrived Issues – New Batch

The new batch, b-serial-16, records the number of issues arrived for each serial title, within a specified time frame:

Journal of Happiness 4Review of Melancholia 8Spirituality Now 2…Total number of issues 14

14.2


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Serial pattern changes

Rep_change #001441 (patch 2)

Description: serial - allow alphanumeric values in enum-b and c in prediction patterns

This fix allows single alpha values in enum b and c. The number of issues in each level cannot exceed 26 (a-z).

14.2


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Module changes

• Item list: temporary location is indicated with a in the display

• Publication Schedule: the list is now unlimited (not just 110 entries)

• File menu: new choices for delete item defaults and delete copy (subscription) defaults

• Serial checkin: the highlight is always on the next expected issue

14.2


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Permissions changes

• Get, update, and delete subscriptions is now sub-library sensitive

• “Fast checkin” of issues now has the same permissions as Item List checkin

• “Retrieve list of HOL records” is now a user privilege

14.2


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Templates and Forms

“Location” has been replaced by “Call Number”

14.2


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ABLE Bindery Interface

1. Allow Z39.50 access of data from ALEPH to ABLE. The retrieval of data needs to be on the basis of the item barcode and should include embedded holding information.

2. Allow signaling of transfer of items to and from the bindery. This will be on the basis of an ALEPH service.

3. Automatic invoicing. Received shipments from bindery also include electronic invoice information.

14.2


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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.


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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


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Item Record Change• The system does not allow gaps between enumeration and chronology levels.


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Call Number FilingTwo 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.


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Call Number FilingA 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).


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Call Number Filingtab_filing_call_no - structure


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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


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Call Number Filing - Example

Tab_filing_call_number:0 L add_call_no_type0 L del_subfield0 L to_blank &()-[]<>?,./0 L lc_call_no

Z30_CALL_NO_TYPE Z30_CALL_NO -----------------------------------------------------------

0 $$kX0$$h1235$$i.36$$mBottom shelf

Z30_CALL_NO_KEY-----------------------------------

0 x0 1235 36 bottom shelf


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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).


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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)


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Filing Call Numbers - Usage

Items call number interfaces 4/5 will use Z30_CALL_NUMBER_KEY for BROWSE.


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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.


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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


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SORTING ITEM LISTS

The following table includes the modules/functions which are dealt with by this table and their codes:


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SORTING ITEM LISTS


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Process Status Automatic Update

• Automatic update of processing status is triggered not only by changes in acquisitions, but in serials and items as welltab42 (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


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Item Process Status• 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.


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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.).


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Item FormSeveral 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


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Item Pull-down Menus - Sub-library Sensitivity

The following entries were moved from pc_tab_exp_field 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


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Statistics Field Handling• Three types of editing modes available for statistics can be defined in alephcom.ini in the ExpandField section: ItemStatisticField=3SerialItemStatisticField=3ItemStatisticDelimiter=/

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.


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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.


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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.


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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.


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Item Label Parsing Routines Examples of parsing routines:


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Item Label Parsing Routines More details in the ALEPH Document:

Serials 12.3 - 14.2 Upgrade. Serials Upgrade 12.3 – 14.2 -2--2- 1. General overview, then 2....

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