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  1. Items 14.2 Seminar 5 March 2001

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

  3. 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. Item Record Change Items

  4. 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 Item Record Change Items

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

  8. Call Number Filing • tab_filing_call_no - structure 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 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 • ----------------------------------------------------------- • 0 $$kX0$$h1235$$i.36$$mBottom shelf • Z30_CALL_NO_KEY • ----------------------------------- • 0 x0 1235 36 bottom shelf 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). 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) Items

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

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

  19. Relationship Between Holdings Record and Item Record • More details in the ALEPH document: 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. 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 Items

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

  23. SORTING ITEM LISTS Items

  24. 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 Process Status Automatic Update • col.1 - module • col.2 - sub-library • col.3 - action • col.4 - process status 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. Item Process Status Items

  26. 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.). Item Material Type 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 Items

  28. 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. Z30-PRICE 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 Items

  30. 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. Statistics Field Handling Items

  31. 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. Item History Items

  32. Item LabelPrinting 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. Items

  33. Item LabelParsing 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. Items

  34. Item LabelParsing Routines • Examples of parsing routines: Items

  35. Item LabelParsing Routines • More details in the ALEPH Document: Items