Aleph Cataloguing/Authorities Conversion Work Group

Minutes of meeting February 11, 2000

Present: Pat Riva (Chair), John Black, Barbara Finlay, Joan Hobbins, Anneli Lukka, Christine Oliver, Lenore Rapkin.

Regrets: Judy Kolonics.

1)  Security profile for training modules 3 (2) and 4.

Pat has requested a security level covering the BIB, HOL and ADM records in the cataloguing module, which should be suitable for all three training modules.

2)  Record triggers

Triggers can be created on each record type that can be edited from the Cataloguing module. Each type of record creates its own list. Thus bibliographic, administrative, holdings and authority records can carry triggers. You have to connect to the appropriate library to retrieve them. Only the ADM triggers can be retrieved in other modules, and these are used automatically by serials control. Cataloguing will use BIB record triggers, leaving ADM record triggers for Serials and Acquisitions. We have to consider whether HOL record triggers have any potential application. Barbara will consider whether there is any application for AUT record triggers.

3)  Provisionals

We will need to add information to records to be able to locate books in the backlog. For orders, we currently use the fund, but if the order record has been closed for over 5 years, it will be purged, so the code will need to be added in the HOL record. If there is a code in the copy level notes, it will end up in the HOL.

Although we intend to try record overlay in Aleph (at least for OCLC one-by-one record transfer, batch loading of AG and LaserQuest records needs to be examined), there will be records migrating which have 2 records on NOTIS: both a provisional and good copy. At least for these we will need to have a “link+kill” procedure, possibly using the ADM record notes?

4)  Indexes

Refinements to bibliographic indexes:

-  need to add 655-2 to SUM (MeSH Subjects) because NLM is using it more

-  thus add 654 and 655 to SUB (Subjects all)

-  invert the menu names of the subject indexes to match call number indexes

-  create an index for NLC English headings to facilitate that cleanup

-  create a traditional author index for public use

This will allow Chris and John to make a proposal to the OPAC groups about which indexes should be used in the Web OPAC.

5)  Record locking

Behaves oddly, with locked records sometimes becoming unlocked, requires testing.

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