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The Challenges of Copy-Specific Information in Aleph and Primo

This article discusses the challenges of managing copy-specific information in the Aleph and Primo library systems, including metadata about physical characteristics, ownership history, and administrative details. It explores different options for displaying and searching copy-specific notes in the Primo interface.

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The Challenges of Copy-Specific Information in Aleph and Primo

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  1. The Challenges of Copy-Specific Information in Aleph and Primo Nathalie Schulz IGeLU 2013

  2. What is Copy-specific information? • Metadata about a particular physical copy, including: • Physical characteristics, e.g., binding, handwritten notes, imperfections • Ownership history, e.g., provenance, bookplates • Administrative information, e.g., previous shelfmarks

  3. Storage in Aleph • Stored in the MARC21 Holdings record (Aleph item notes are too small) • Field for each type of note, e.g.,

  4. Storage in Aleph BKP - Bookplates BTY - Binding GEN – General Antiquarian Note PNA - Provenance name PNO - Provenance note PRE – Previous shelfmark PUB - General public note PRI - General private note

  5. Storage in Aleph • Notes are either public or private. Only public copy-specific notes are published to Primo • When there are multiple volumes attached to a Holdings record, subfield $$3 is used to distinguish them

  6. Storage in Aleph • A Holdings record may have multiple notes of the same type • A bibliographic record may have multiple linked Holdings records with copy-specific notes

  7. Statistics • In Oxford's HOL60 library there are 11.9 million holdings records for 120 sub-libraries • 3.3 million holdings records have copy-specific notes (2.1 million with public notes)

  8. Copy-specific notes in Primo • In July 2011 Oxford changed LMS from Geac Advance to Aleph (v.20). • Primo had already been in use at Oxford, and copy-specific notes from Advance were included in the Details display. • Copy-specific notes from Aleph were not included in Primo (v.3) until Nov. 2011.

  9. Requirements for Primo • Searchable • Location Information – Need to be associated with the Location and Shelfmark of the Holdings record (Display) • Labels - Need labels specifying the type of note (Display)

  10. Example – The Hobbit 1937 3 Linked Holdings records: Bodleian Library - Arch. AA e.143 Copy-specific notes: GEN Bodleian Library - Arch. H e.182 Copy-specific notes: GEN, PNA x 2, PNO, PUB Merton College Library, Bookstack - 111.B.13 Copy-specific notes: BTY, GEN, PNA x 2, PNO x 2, PRE

  11. Option 1 - use OvP functionality • In the Primo Back Office you can define MARC fields to display from the Aleph holdings record • But only up to 5 different fields can be defined to display and Oxford has 16 different types of public copy-specific note fields • Does not work with “Alpha” fields

  12. Option 1 – Example (Alpha fields changed to 5XX)

  13. Option 1 and Primo • Searchable – No • Location information - by sub-library only - no distinction between different copies • Labels - No

  14. Option 2 - expand_doc_bib_hol • As part of the publishing expands in Aleph (tab_expand) include Holdings fields with the Bibliographic record, e.g., FULLP expand_doc_bib_hol -FMT,LDR,LKR, OWN,001,004,005,008,035##,PRI## (will include in the bibliographic record all holdings fields except those listed)

  15. Option 2 - Example 8528 L $$aUkOxU$$bBODBL$$hArch. AA e.143 GEN L $$aThe illustrations in this copy are in black and white only (no colour plates). 8528 L $$aUkOxU$$bBODBL$$hArch. H e.182 GEN L $$aThis copy contains colour plates and black and white illustrations. PNA L $$aTolkien, J. R. R. (John Ronald Reuel), 1892-1973. PNA L $$aTolkien, J. F. R. PNO L $$aInscribed: J.F.R. Tolkien from J.R.R.T. PUB L $$a2nd impr. 1937. Etc.

  16. Option 2 and Primo • Searchable - Yes (can be included in locally defined fields in the search part of the PNX record) • Location - No - not associated with the correct shelfmark • Labels - No

  17. Option 3 - expand_doc_hol_bib plus … • Include a local fix routine to add labels, e.g., FULLP expand_doc_bib_hol -FMT,LDR,LKR, OWN,001,004,005,008,035##,PRI## FULLP fix_doc_do_file_08 csn_fix

  18. Option 3 - expand_doc_hol_bib plus … • Tried both CONCATENATE-FIELDS and expand_doc_join_simple tocombine location information and copy-specific information • But they did not work with multiple holdings records because notes could not be joined with the correct location

  19. Option 3 - Example 8528 L $$aUkOxU$$bBODBL$$hArch. AA e.143 GEN L $$aNote:^The illustrations in this copy are in black and white only (no colour plates). 8528 L $$aUkOxU$$bBODBL$$hArch. H e.182 GEN L $$aNote:^This copy contains colour plates and black and white illustrations. PNA L $$aProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973. Etc.

  20. Option 3 and Primo • Searchable – Yes • Location – No • Labels - Yes

  21. Option 4 - expand_doc_extract_holding • A Holdings fix routine can be specified as part of expand_doc_extract_holding, e.g., FULLP expand_doc_extract_holding CSN • This means copy-specific information can be included with an 852 field.

  22. Option 4 - Example 85299 L $$aHOL$$4Bodleian Library$$1004086719 $$hArch. AA e.143$$zNote:^The illustrations in this copy are in black and white only (no colour plates). 85299 L $$aHOL$$4Bodleian Library$$1004086720 $$hArch. H e.182$$zNote:^This copy contains colour plates and black and white illustrations.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr. 1937.

  23. Option 4 – In Primo

  24. Option 4 and Primo • Searchable –Yes • Location – Yes • Labels - Yes

  25. Option 4 - But ... • Some notes are so long or combined are so long that they exceed the Aleph field size of 2000 bytes

  26. Option 4 - But ... • Solutions: • Include the Holdings record system number so that a link can be made in Primo to the Aleph Holdings record • Also publish with expand_doc_bib_hol for use in the search section of the PNX

  27. Example of truncated note

  28. Option 4 - More detail The CSN fix in Holdings Library tab_fix has four steps: CSN expand_doc_hol_852_disp CSN fix_doc_do_file_08 csn1_fix CSN expand_doc_join_simple CSN fix_doc_do_file_08 csn2_fix

  29. CSN Fix – Step 1 expand_doc_hol_852_disp • Adds full Sub-library and Collection names to the 852 field Result: 8528 L $$aUkOxU$$bBODBL$$hArch. H e.182 $$4Bodleian Library

  30. CSN Fix – Step 2 fix_doc_do_file_08 csn1_fix • Adds labels to the front of each note, e.g., 1 PNA## REPLACE-STRING $$a,$$aProvenance name:^ Result: PNA L $$aProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973. PNA L $$aProvenance name:^Tolkien, J. F. R.

  31. CSN Fix – Step 2 • Removes subfield $$3, e.g., 2 PNA## REPLACE-STRING $$3,$$3|^ 3 PNA## DELETE-SUBFIELD-DELIMITER 3

  32. CSN Fix – Step 2 • Copies the 852 field to a 966 field and adds a subfield containing the system number 4 852## COPY-FIELD 996 5 001 COPY-SYSTEM-NUMBER 333 ,L,1 6 996 CONCATENATE-FIELDS 333 ,1 Result: 996 L $$aUkOxU$$bBODBL$$hArch. H e.182 $$4Bodleian Library$$1004086720

  33. CSN Fix – Step 3 expand_doc_join_simple • Joins 852 and 966 fields so that there is a new ZZA field with location information ZZA 996## AA 451 4 852## AA khimt k Result: ZZA L $$4Bodleian Library$$1004086720$$hArch. H e.182

  34. CSN Fix – Step 3 • Creates a WK# field for each type of note, e.g., WK989 PNA## AA a z Result: WK989 L $$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R.

  35. CSN Fix – Step 4 fix_doc_do_file_08 csn2_fix • Concatenates ZZA and WK# fields, e.g., 1 ZZA## CONCATENATE-FIELDS WK989,z

  36. CSN Fix – Step 4 • Creates a new 852 field (the new field is not created if there are no $$z) 2 ZZA## DELETE-FIELD-COND N,$$z 3 852## DELETE-FIELD 4 ZZA## COPY-FIELD 85299

  37. CSN Fix – Step 4 Result: 85299 L $$aHOL$$4Bodleian Library$$1004086720 $$hArch. H e.182$$zNote:^This copy contains colour plates and black and white illustrations.$$zProvenance name:^Tolkien, J. R. R. (John Ronald Reuel), 1892-1973.$$zProvenance name:^Tolkien, J. F. R. $$zProvenance note:^Inscribed: J.F.R. Tolkien from J.R.R.T.$$zPublic note:^2nd impr. 1937.

  38. Ongoing challenges • Staff members often request reports containing both item information and copy-specific information. An in-house Perl script to enhance ret-adm-01 is used to create these. (It is not possible to use ARC.) • The local scripts needed to be adjusted for Aleph 21

  39. For more information: Nathalie.Schulz@bodleian.ox.ac.uk Thank-you!

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