SPAM: Re: [OPEN-ILS-GENERAL] SPAM: Some questons about Evergreen

[Frances McNamara]

Thanks a lot for providing answers. I'll look at some of these issues 
with one of our catalogers.

Frances McNamara
University of Chicago

Hardy, Elaine wrote:

> I'm also a cataloger with PINES and will attempt to answer some of 
> your questions (my answers are integrated in your message below, but 
> in red). I do disagree with Jen on something, so you will get a 
> different perspective.
>
> ________________________________
>
> J. Elaine Hardy
>
> Library Services Manager - Collections & Reference
>
> Georgia Public Library Service,
>
> A Unit of the University System of Georgia
>
> 1800 Century Place, Suite 150
>
> Atlanta, Ga. 30345-4304
>
> 404.235-7128
>
> 404.235-7201, fax
>
> ehardy at georgialibraries.org
>
> www.georgialibraries.org
>
> -----Original Message-----
> From: open-ils-general-bounces at list.georgialibraries.org 
> [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf 
> Of Frances McNamara
> Sent: Friday, May 04, 2007 2:17 PM
> To: open-ils-general at list.georgialibraries.org
> Subject: [OPEN-ILS-GENERAL] SPAM: Some questons about Evergreen
>
> We have put up the Gentoo image on VMware and are using it single user,
>
> via VNC.
>
> I was able to go in and immediately Z39.50 to LC and OCLC (using our
>
> passwords) and to Import bib records. I figured out how to Create some
>
> bib records. I figured out how to create some items and check them in
>
> so they show up in the web catalog. I figured out how to Edit a MARC
>
> record after it was added. I added some books, sound recordings,
>
> scores, dvds and can see them in the pac.
>
> I mostly did this without documentation, only using the help button in
>
> MARC Edit and create, so I have some questions about what I am seeing.
>
> If there is user doc I should look at, let me know. I can see this
>
> works fine for some collections. I purposely looked into some of the
>
> things important to a large academic like us.
>
> There is a document, which is a work in progress and may not reflect 
> some of the latest updates at http://open-ils.org/dokuwiki/doku.php 
> This is, however, specific to PINES cataloging policies and procedures.
>
> 1. When I Import a MARC record there seems to be a capability to
>
> Overlay. Is there any doc that describes how that works? (actually a
>
> lot of our real work would require a loader for files of MARC records,
>
> but I would think that could be developed or the scripts to batchload
>
> initial loads could be adapted. We do use such utilities a lot and they
>
> allow for some data modification during import including deleting or
>
> moving data and automatic creation of items.)
>
> In order to overlay, you must first mark the record to be overlaid in 
> the local database using the actions for this record menu. After you 
> identify the correct record in z39.50, you select the “marc editor for 
> overlay” button. A MARC edit screen is displayed. After you make any 
> desired edits, click on the Overlay record button. You then see the 
> record from your database previously marked for overlay so that you 
> can review and make sure the correct record was marked. From here, you 
> can either overlay or cancel. If the wrong record is marked, you must 
> cancel, then close the marc edit for overlay screen, find the right 
> record in your local database and then proceed as above.
>
> You can also merge records in your local system as well as move 
> specific items attached to incorrect records to the correct records. 
> These are very easy utilities in Evergreen. If the above document is 
> clear on how to do this, or if it is for an earlier version, let me 
> know and I can walk you through the process.
>
> 2. When I Create a MARC record while typing in the 100 Author field it
>
> gave a message about how there was no authority record for that name.
>
> Are authority records used in this system? If so, how do they get in
>
> there? Can you Create MARC an Authority record as well as a bib
>
> record? We actually send out bibs and load authority records. Is that
>
> done in this system? Are the cross references and see also references
>
> used in any way? Seems like all the indexes are Keyword, so I'm not
>
> sure how references in authority records would be used.
>
> There are several issues with the authority file and authorizing 
> headings that the development team is working on. At present, our AF 
> is out of date. You can not yet search the local AF or create records 
> for it.
>
> 3. When I Create or Edit a MARC record, if I save it with empty
>
> variable fields they stay in the record. That was disconcerting as most
>
> systems get rid of them on save. Not a big deal, but you might want to
>
> fix. I had a lot of difficulty editing the Fixed Field. The 008
>
> displays as a labelled display at the top, and then as a plain field
>
> down in the variable fields. When I did Ctrl/F8 as per Help it wouldn't
>
> let me edit in the labelled part. It let me edit down in the 008 but I
>
> couldn't figure out how to edit it so it was correct. I was unable to
>
> add Date1 and place of publication code to the 008 when I created a new
>
> bib. Seemed like I should have been able to, so maybe I was doing it 
> wrong.
>
> This is where I disagree with Jennifer and agree with you. When the 
> record is saved, empty fields should be deleted to prevent them ending 
> up in the final record. I don’t find it difficult at all to add a new 
> field or subfield.
>
> There are still a few issues with the fixed field, but are mainly 
> display for some formats. The labeled display can be directly edited 
> without using CTRL/F8. That command was added so that we could edit 
> the field directly rather than the labeled display. I have become so 
> accustomed to OCLC editing, that I use the labeled display rather than 
> directly editing the LDR or 008. When in the labeled display, if you 
> click on the label, you can edit the content. You can also double 
> click on the content to edit.
>
> 4. When I create a MARC record, is there somewhere that data about when
>
> that bib was created, or changed or who did it is kept? Systems do this
>
> in various ways. In my current system there is also a "bib_status" and
>
> a "staff_only" flag. We use those because we add and display bibs that
>
> are on order or in process but then we don't send them to set holdings
>
> in OCLC until they reach a "full cataloging" type of status. We also
>
> export records for various reasons based on such a status. Is there
>
> anything like that in Evergreen?
>
> I believe the PINES cataloging Coordinator has mentioned to the Dev 
> team that we would like to see dates for when a record was brought in, 
> created and edited. You can see who did the work in the record summary.
>
> 5. After creating a MARC record I went to "Holdings maintenance" to add
>
> what I would call an item record. I could add item or items and save
>
> them. It seems like there is the idea of a "location" in the sense of a
>
> "Branch" that I had to choose before Creating the items. But there does
>
> not seem to be an idea of a "collection". So if in that branch they
>
> have a separate "Reference Collection" Where do you put that
>
> information so the user knows to go to a special place, not the regular
>
> stacks to get the piece?
>
> Most PINES libraries use location in coordination with call number 
> prefixes to indicate collections. As an example, STATELIB-L’s location 
> of OFFICE is for desk copies located in individual’s offices. These 
> items don’t circulate, cant have holds placed on them and are 
> invisible, or shadowed, in the OPAC.
>
> 6. When I create a single item it nicely grabs the Dewey and LC call
>
> numbers from the MARC bib and lets me choose one and "Apply" it so I
>
> don't have to retype it. It defaults to the Dewey number. Can I assume
>
> I could default to the LC number if I wanted to? Or not pick up the
>
> Dewey number?
>
> Yes – I’m fairly sure this is a configurable option, but one of the 
> developers could answer this more readily than I.
>
> 7. When I created an item, for a single piece it was OK except that we
>
> mark each book "c.1" on the spine even if we only ever get one copy.
>
> It's not clear where that should go. It is obviously much more
>
> important when you get to multiple volumes. I created a record for a 2
>
> volume set. There is nowhere to put the volume numbers except in the
>
> call number field after the call number. I input a more complicated
>
> example by putting in PC world, a magazine, and making numerous items.
>
> So they have call numbers like QA76.8.I26P3 c.1 v.22 (2004:
>
> Jan-Jun). I put all that in the call number fields for v. 20-23. When
>
> I looked at this in the pac the items did not sort in correct order even
>
> though I had put them in in order, which seems odd. Also when there are
>
> multiple volumes with the same call number you get a separate listing
>
> for every single volume or copy in the Browse call number list.
>
> Is anyone having problems with putting copy and volume information into
>
> the call number field? Are there any plans to have separate fields for
>
> that type of information? It might be needed.
>
> We have asked for the sorting problem to be resolved. I don’t use copy 
> numbers so I can’t speak specifically to that issue. Currently, the 
> only way to indicate volumes and other part or issue information is in 
> the call number field. That is how PINES libraries indicate parts, 
> vols, etc, so that is how Evergreen was designed. I’m sure that there 
> could be a change to that part of the software for those libraries 
> that would need a different method.
>
> I have no problem entering volume info in the call number field. There 
> is that pesky display/sort issue, however.
>
> Also, in a lot of systems between the bib record and the item records
>
> there is a layer of "copy" records. This becomes important with Serials
>
> where there might be one copy in the main library and another in the law
>
> library. The items get grouped together by the "copy". They also get
>
> summary holdings based on that copy because eventually listing all the
>
> items isn't useful and you want to say v.20-25 instead. We tend to have
>
> separate copies for the bound volumes which shelve in the stacks, as
>
> opposed to the unbound issues that shelve in the "Current periodicals"
>
> section. Is there any plan to put a copy record between the bibs and
>
> items? Or does such a copy record actually exist in the background
>
> somewhere?
>
> Some of this is handled by having vols/items attached to different 
> libraries. So you would have vols/items attached to the main library 
> and then to the law library. Evergreen treats libraries as separate 
> entities in holdings maintenance. This would be similar using separate 
> locations/collections such as Stacks and current periodicals as well. 
> Since there is no serials module as yet, this may change for serials.
>
> 8. When I create an item, the bib did not show up in the pac until I
>
> checked in that item. We don't do that. We have too much stuff going
>
> through, it just goes to the shelf, they cannot stop and check it in
>
> before doing that. Is there an option to not have to check it in?
>
> Actually we have some items where we have a flag "staff only" so it
>
> won't display in the pac and we have some bibs with that sort of "staff
>
> only" flag too. Is there anything besides the status of the item that
>
> controls that in Evergreen currently?
>
> I thought in process items did display in the PAC, but I may be wrong. 
> The State Library has such a specialized collection that I don’t use 
> all the features in any ILS, so someone else will have to speak to 
> that. PINES libraries use this function so that if a hold has been 
> placed on the tem, circ staff will be alerted and correctly route the 
> item to the holds shelf. It is likely to be a configurable feature, 
> though, so that your library could have the item marked directly as 
> available.
>
> 9. When creating items there is an option to print spine labels. I
>
> looked at that briefly. It seemed like it did not work well with LC
>
> call numbers. Is there somewhere that you set up a bit of code to break
>
> up LC call numbers? Also, can you edit directly into the little box
>
> that displays how the label will look? I wasn't sure if I could do that.
>
> Since the print function was designed for Dewey numbers, it probably 
> doesn’t format LC call numbers correctly. PINES libraries don’t use 
> LCC and it has been too long since I worked in a library that did for 
> me to advise the guys on how to format them. Again, something that 
> could be added.
>
> You can edit in the box that displays the call number. You can also 
> change the basic configuration of the label (number of lines, etc) as 
> well.
>
> Your last two questions are probably best answered by others. So I 
> will leave those. Please let me know if there are any other cataloging 
> questions I can answer for you, or if I have not fully or clearly 
> answered those above.
>
> 10. Is it true that there are only Keyword indexes. Do people think
>
> there is a need for the type of Browse indexes in current library
>
> catalogs? Usually that is where the cross references and see also
>
> references in authority records have been used.
>
> 11. One other thing. Of course we would assume we would need to
>
> contribute to development if we were thinking of trying to use this, but
>
> do you think this software could work for a database of 5.2 million bibs
>
> and 7 million items?
>
> I'm sure we'll have other questions but as I start to look at this, I
>
> just want to make sure I am not missing some documentation or
>
> misunderstanding any of the basic functions. Thanks.
>
> Frances McNamara
>
> University of Chicago Library
>