Serials Data-Checking for Conversion 16
Aleph 500, version 16
Serials Data-Checking
For Conversion
Table of Contents
1. Introduction 3
1.1. Relevant Oracle Tables for Converted Serials Data 3
1.2. Primary Modules Used in Viewing Serials Data 3
1.2.1. What to View in the Cataloging Module 4
1.2.2. What to View in the Acquisitions and Serials Module 4
2. How to Find and View Data in the Acquisitions and Serials Module 5
[F] Find Node 5
Basic Query Tab (Upper Pane) 5
[B] Browse Node 6
[B] Browse Node (Upper Pane) 6
[B] Browse Node (Lower Pane) 7
[S] Show Node 8
Brief List Tab (Upper Pane) 8
Brief Records Tab (Upper Pane) 8
Brief Records Tab (Lower Pane) 9
2.2. How to View Serials Subscription Information 11
2.2.1. Subscription List Window (Upper Pane) 11
Subscription Information Form 11
2. Subscription Info (1) Tab (Lower Pane) 11
3. Subscription Info (2) Tab (Lower Pane) 12
4. HOL Links (Lower Pane) 13
2.3. How to View Items in the Serials Module 14
3. How to View Serials Bibliographic Records 16
4. How to find and View Serial and Standing Order Data in the Acquisitions and Serials Module 17
5.1. The Order List window for a Serial Order 18
5.2. Order List window for a Standing Order 20
1. Introduction
· To outline how to view converted data within the functional module
· To point out specific fields of possible concern
· To identify the related Oracle tables (Z###)
· To report errors; do NOT make changes or update the information
This document/session is not intended to provide full training for using the functional modules. Use the “Getting Around the ALEPH Desktop” document for help in opening, closing and moving around in the ALEPH modules.
1.1. Relevant Oracle Tables for Converted Serials Data
· Z14 – Members of Routing Lists
· Z16 – Subscription Information
· Z17 – Issue of publication schedule Z18 – Routing List
· Z20 – Serials Claim
· Z22 – Routing Trace
· Z30 – Items
· Z30H – Items - History
· Z68 - Order
· Z70 – Vendor
· Z71 – Order and subscription log
· Z72 – Vendor address
· Z75 – Invoice payment (Line item)
· Z76 – Budget
· Z77 – Invoice header (General invoice)
· Z78 – Arrival information
· Z79 – Order Index
· Z82 – Currency
· Z83 – Currency information
· Z501 – Acquisition claims
· Z601 – Transactions – Budget
· Z602 – Sub-library / Ordering unit (for Budgets, Vendors, and Users)
· Z603 – EDI – Message
1.2. Primary Modules Used in Viewing Serials Data
· Cataloging Module
· Acquisitions and Serials Module
1.2.1. What to View in the Cataloging Module
· Bibliographic records
· Holdings records
· Administrative records (if used)
1.2.2. What to View in the Acquisitions and Serials Module
· Subscription (Serials Control) records
· Publication schedules (if used)
· Items Records
· Routing Lists
· Orders for Standing Orders and Serials
· Arrivals for Standing Orders
· Invoices for Standing Orders and Serials
· Vendor records
· Currency table
· Budgets
2. How to Find and View Data in the Acquisitions and Serials Module
In the Acquisitions and Serials Module connect to the xxx50 Library. To locate a Serial record click on the Find (Keyword) search icon in the Serials Main Menu Toolbar:
The Search Navigation Tree Tab is available in all modules and provides simple and sophisticated searching for records. For information about how to effective utilize this feature, please refer to the “Staff Searching” document.
There are two methods for searching in the Search Navigation Tree Tab: the (find) by keys or keywords method, or scan (browse) an index method. The Search Navigation Tree Tab consists of the following nodes: [F] Find, [B] Browse, and [S] Show and enables you to search the bibliographic database and display matching records, view holdings information for individual copies of titles, view circulation information, place hold requests on items, as well as to ‘Push’ records to other clients. The following describes the content of these nodes.
[F] Find Node
The Find node (equivalent to the Search function in the Web OPAC) allows the user to search the database for keywords, such as words in the title or subject.
Basic Query Tab (Upper Pane)
Perform a Basic Query to retrieve a set of records from a base that match specific criteria. You can retrieve through one of three types of indexes: word indexes, phrase indexes (headings) and identifier indexes.
[B] Browse Node
The Browse node allows the user to browse an alphabetical list of headings, such as titles, authors and subjects in order to find relevant records.
[B] Browse Node (Upper Pane)
You can access bibliographic records by browsing alphabetically sequenced indexes. There are three types of indexes: headings (e.g., authors, titles, subjects, etc.), keywords (e.g., individual words from titles, subjects, etc.), or index entries (e.g., call number, ISBN). The display of the list depends on the type of index being browsed.
Base: select a base from the drop-down list.
Include Expanded AUT Data: click inside this checkbox to display additional authority information together with the heading. The Include Expanded AUT Data field determines whether or not to display the 260 (Complex See Reference - Subject), 664 (Complex See Reference - Name), 666 (General Explanatory Reference - Name), and 680 (Public General Note) fields from the authority record in the headings list together with the linked bibliographic heading.
Headings List: select a heading from the drop-down list to choose the field in which you want the search to be performed.
Enter Starting Text: jump to a particular point in the list by typing a string in the field and clicking Go.
The Browse List displays a list of headings, index terms, or words (in alphabetical order). The number at the side of each heading indicates the number of document records related to the heading.
For headings lists, a + sign in the Ref column indicates that the heading is a "see reference" to another heading. If the heading is linked to an authority record, details from the authority record appear in the Auth.info column
[B] Browse Node (Lower Pane)
[S] Show Node
Brief List Tab (Upper Pane)
The drop-down list at the top of the 1. Brief List tab contains a log of all of the search queries performed during the current session. Select a search query from the list or browse through the search queries using the previous and next arrows:
Brief Records Tab (Upper Pane)
The 3. Brief Records tab displays the pre-sorted well-arranged list of records that are related to a Browse heading, used by some libraries for prolific authors, added author-title and added series entries. The arrangement of the list is sensitive to the type of heading to which it relates (author, series). The list can include cross-references.
The top section of the pane displays the heading and selected fields from its related authority record.
The lower section of the pane displays a list of the Brief Records, showing the record and the system number of the document record to which it relates. If the Brief Record is a cross reference, a dashed line displays in place of the system number. The Brief Records list supports multi-selection:
Brief Records Tab (Lower Pane)
The Full View display shows complete information about the record highlighted in the upper pane, in one of five full formats. The formats are 1. Full + Link, 2. MARC Tags, 3. MARC Public View, 4. Catalog Card, and 5. Citation.
Full + Link Tab
Full View record with navigation functionality (Items, Browse, Find):
Click “Link” to display another record that the cataloger has linked in an up, down, or parallel relationship.
Click on “Items” to display one of two windows (depending on which line is highlighted in the list):
- If the highlighted line is the Holdings entry, the Global Items List of Record window will display
- If the highlighted line is an Item entry, the Items list of Record in Sublibrary window will display
Click on “Item List” to open the Global Items List of Record window that will display all items linked to bibliographic record.
Click on “Acq” to push the current record into the Order List node of the Order Navigation Tree Tab in the Acquisitions and Serials Module.
Click on “Serial” to push the current record into the Check In node of the Serials Navigation Tree Tab in the Acquisitions and Serials Module.
Click on “Circulation” to push the current record into the Items List node of the Items Navigation Tree Tab in the Circulation Module.
Click on the “Catalog” button to push the current record into the Edit Records node of the Cataloging Navigation Tree Tab in the Cataloging module.
2.2. How to View Serials Subscription Information
To locate a subscription, click on the Subscription List node in the Navigation Pane to view the current subscriptions in the upper pane that are associated with a particular serial title:
2.2.1. Subscription List Window (Upper Pane)
The Subscription List window lists all of the current subscriptions for a particular serial title (in the upper pane) including From (beginning) and To (ending) dates for check-in as defined in the Subscription record and enables access to various subscription functions in the lower pane. The Subscription dates with the Vendor are stored in the Order Form in the Acquisitions Navigation Tree Tab. If no subscriptions have been added for this title, the upper pane will contain no data.
Subscription Information Form
The Subscription Information form displays in the lower pane whenever you highlight a subscription in the upper pane.
2. Subscription Info (1) Tab (Lower Pane)
The 2. Subscription Info (1) tab of the Subscription Information form contains the following fields:
Sublibrary
From Date
To Date
Item Status
Collection
Call Number Type
Temp Location
Call Number
Vendor Code:
Order Number
Vendor Order No.
Delivery Type
HOL Link
For conversion, verify that the Item Status, Sub-library, Collection, Call number, Temporary Status, Vendor Order Number and Holdings Link fields are correct:
3. Subscription Info (2) Tab (Lower Pane)
The 3. Subscription Info (2) tab of the Subscription Information form contains the following fields:
Send Claims
First Claim
Second Claim
Third Claim
Subsequent Claims
Note Internal
Check-in Note
Copy ID
Depending on what claiming and notes data you have converted; you may wish to check these fields for accuracy too:
4. HOL Links (Lower Pane)
The 4. HOL Links tab is used to link (or unlink) the subscription to a holdings record. From the 4. HOL Links tab of the Subscription Information window you will want to verify that this subscription record has a HOLdings record linked to it, as well as assure the vailidity of the HOLdings record.
When a subscription is linked to a Holdings record, all issue items belonging to that subscription will be linked to that HOL record. The holdings records that are linked to the highlighted subscription will appear in the 4. HOL Links tab with a check mark in the Linked column:
If you wish to see a HOLdings record in its native (MARC21) format, you can click on the “Edit” button on the lower pane (after highlighting the appropriate holdings record) and the system will move this record into the Cataloging Module:
2.3. How to View Items in the Serials Module
To view Items in the Acquisitions and Serials Module, click on either the [I] Items sub-node of the Subscription node or the [M] Item List node:
The example above contains Items created through conversion. These individual items did not have bar codes in the previous system. ALEPH, which requires a bar code, has supplied bar codes based on the ALEPH Administrative System number followed by a suffix. Duplicate Barcodes are not allowed in ALEPH.
To see an individual Item Record, highlight it in the upper pane and view its details in the lower pane:
Verify the Barcode and Barcode Format, Sub-Library, Collection, Call Number, Copy number, Description, Material Type, Item Status, and Holdings Link in the 2. General Information (1) tab of the Item Form in the lower pane.
Verity that the Notes and Accession Numbers (if any) have converted correctly in the 3. General Information (2) tab of the Item Form:
Verify the Description and receipts dates that you had converted in the 4. Serial Information (3) tab of the Item Form are correct.
The 5. Serial Levels (4) tab of the Item Form contains the enumeration and chronology fields. Make your data has been correctly placed for Item sorting.
The 6. HOL Links tab of the Item Form contains information about what HOLdings record this item is linked to, and therefore managed by. Check to verify that this item (or serial issue) record is linked to the appropriate HOLdings record (e.g. correct location, collection, etc.).The HOLdings records that are linked to the highlighted item will appear in the 6. HOL Links tab with a checkmark in the Linked column. The Hol. Link field for the relevant item will have the HOL No. of the holdings record to which the item is linked. The Linked field will contain a red checkmark.
3. How to View Serials Bibliographic Records
From the Search Navigation Tree in the Acquisitions and Serials Module you can perform a number of different kinds of keyword searches in order to retrieve a serial title.