[OPEN-ILS-GENERAL] Holding Subfields

Fri Jan 30 16:11:20 EST 2015

It's Friday afternoon and I just can't face doing any more original
cataloging of French books from Africa. So let me take the opportunity of
this thread to mention one of my pet peeves about acquisitions system in
general. First a bit of background.

Our acq workflow is very different than most folks. It begins by compiling
electronic title records that are candidates for purchase using the
freeware called JTacq <http://www.jtdata.com/jtacq.html>. The sources for
these titles come from all over. First Search, spreadsheets,
"request-a-title", and searches against the Amazon database are the primary
sources. JTacq is then used to do an electronic search of our Evergreen
database to identify duplicate titles. Duplicates are then batch deleted.
JTacq is next used to search vendors such as Amazon, Amazon Used, ABEBooks,
B&T, YBP, and others, to compile a list of offers. We can then chose the
cheapest offers to make our purchases. Order data and copy/item data is
then applied to the title records through the use of budget "profiles".
Title records are then used to pull the permanent OCLC bib record via a
Z39.50 connection. The MARC records are then edited as necessary and a 962
tag is applied, in a batch process, to each MARC record. The 962 tag
supplies the Holdings Subfields that are used to populate the POs and
generate copy/item records once the bib records are exported into
Evergreen.

This workflow may sound strange at first glance, but we have found it to be
very, very efficient. There are some occasions though when there is trouble
because of ISBNs. For example we have two campuses; the main campus with a
big budget and a branch campus with a small budget. We would like to be
able to purchase the same title for both campuses; the $100 hardcopy for
the main campus and the $19.95 paperback for the branch. There is no easy
way to do this because the PO pulls the ISBN from the bib record. However,
if there were an ISBN field in the copy/item record, and if the PO data
could be pulled from that source, the problem would be solved.

A second example is when there are multiple volumes. When there is an ISBN
for a set, there is no problem. But if you need to purchase volumes 2, 5,
and 7. There is no easy way to do it. Again, this problem would be solved
by using ISBNs from copy/item records.

If an ISBN field was included in the copy/item record it would also help
when charging fines for lost volumes, since it would make it possible to
know whether to charge the patron for a hardcopy or a paperback.  Alas,
none of the 4 systems we have used has seen fit to include this field in
their copy/item records.

One other thing to mention regarding holding subfields in the provider
records. It seems to me that because Evergreen uses a single 9xx tag to
supply data for both the PO and the copy/item record that it should include
subfields for *all* of the data categories in the copy/item record. For
example there is no way to import "Floating?" values when using the 9xx
tag.

Enough. Time to go home. Have a great weekend everyone!

Don

On Tue, Jan 27, 2015 at 3:31 PM, St. John, Leslie <
lstjohn at georgialibraries.org> wrote:

>
> *Kathy & Bill,*
>
> *Thanks so much for your speedy responses.  I'll try not to rely too much
> on my sorry memory in the future - Kathy's pointer to the documentation
> should be the answer to what I was looking for.  Some days I just need a
> shove in the right direction - thanks for taking the time and for being
> willing to provide it. *
>
> *Leslie*
>
>
>
> *From:* Open-ils-general [mailto:
> open-ils-general-bounces at list.georgialibraries.org] *On Behalf Of *Kathy
> Lussier
>
> *Sent:* Tuesday, January 27, 2015 2:47 PM
> *To:* open-ils-general at list.georgialibraries.org
> *Subject:* Re: [OPEN-ILS-GENERAL] Holding Subfields
>
>
>
> Hi Leslie,
>
>
> Although Acquisitions related questions tend to not get answered, I'm
> putting this out here anyway in hope of hooking someone.....
>
>
> While this was indeed the case a few years ago when acquisitions was new
> and few sites were using it, I can't say that this a problem anymore. There
> are many Evergreen sites using acquisitions now, and I think we've gotten
> much better as a community at answering these questions.
>
> In addition to what Bill noted in his email, I'll add that we had
> libraries that had requested that the PO Name be included in EDI messages.
> If this is something your libraries need, it's done through the Attribute
> Definitions tab. There are some instructions for doing so at
> http://docs.evergreen-ils.org/2.7/_ordering.html - you'll need to look at
> step 4 of preparing for record order loading.
>
> In addition to following those steps, your PO JEDI template needs to be
> configured to send the PO Name. I believe it's configured by default to
> send it to Ingram.
>
> Kathy
>
> On 01/27/2015 02:00 PM, Bill Erickson wrote:
>
> Hi Leslie,
>
>
>
> Purchase order IDs and lineitem IDs are included in EDI messages by
> default.  That's the primary mechanism for synchronizing data between
> Evergreen and the vendor.  Item (copy) IDs are not included by default, but
> can be with a change to the EDI template.
>
>
>
> What problem are you trying to solve, exactly?
>
>
>
> -b
>
>
>
>
>
>
>
> On Tue, Jan 27, 2015 at 12:30 PM, St. John, Leslie <
> lstjohn at georgialibraries.org> wrote:
>
> Although Acquisitions related questions tend to not get answered, I'm
> putting this out here anyway in hope of hooking someone.....
>
>
>
> On the advice of several Acquisitions users to include line item id's
> and/or purchase order id's in EDI communications with vendors we created a
> consortial standard for our Holdings Subfields and now need to add a couple
> more fields to the holdings subfields list of name values that is used to
> set up this information in the Provider record.  It seems as if this is
> turning into an project that shouldn't be so complicated. If you are using
> Acquisitions, how are you transmitting the line item id or PO id back and
> forth between the library and vendor?  and if you had to add this to the
> holdings subfields mapping how did you do it?  Please and thanks to anyone
> willing to take the time to answer.
>
>
>
> Leslie
>
>
>
> --
>
> Leslie St. John
> PINES <http://gapines.org> Consultant
>
> Georgia Public Library Service <http://www.georgialibraries.org/>
> A Unit of the University System of Georgia
> 1800 Century Place, Suite 150
> Atlanta, GA 30345-4304
> lstjohn at georgialibraries.org
>
>
>
>
>
>
>
>
>
>
>
> --
>
> Kathy Lussier
>
> Project Coordinator
>
> Massachusetts Library Network Cooperative
>
> (508) 343-0128
>
> klussier at masslnc.org
>
> Twitter: http://www.twitter.com/kmlussier
>
>
>
>
>
> --
>
> Leslie St. John
> PINES <http://gapines.org> Consultant
> <http://www.georgialibraries.org/public/pines.php>
> Georgia Public Library Service <http://www.georgialibraries.org/>
> A Unit of the University System of Georgia
> 1800 Century Place, Suite 150
> Atlanta, GA 30345-4304
> lstjohn at georgialibraries.org
>
>
>
>

-- 
Don Butterworth
Faculty Associate / Librarian III
B.L. Fisher Library
Asbury Theological Seminary
don.butterworth at asburyseminary.edu
(859) 858-2227
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