[OPEN-ILS-GENERAL] electronic resource cataloguing discussion

Wed May 13 10:26:32 EDT 2015

Hi everyone,

Hope you are all having fun at the conference! I miss getting the chance to see everyone!

But for those who are minding the ranch…I have a question very much related to the e-resource cataloguing question. For those who import large scale ebook marc collections (like 140000 or so) and need to pull out marcs that represent items that are deleted from the collection (presumably by a publisher pulling titles or something like that), how do you manage this? I have heard from other ILS users in our college consortium that they simply import the marcs with a “d” in the leader, which then overrides the pre-existing marc and then that removes the record from the catalogue.

Is something so magical possible with Evergreen?

Thanks!
Gordana

Gordana Vitez, BA (Hons), MLIS
Library Services & Systems Coordinator
Library & Bookstore Services
Welland Campus
Niagara College
gvitez at niagaracollege.ca<mailto:gvitez at niagaracollege.ca>
905.735.2211 ext 7404
http://www.niagaracollege.ca/library

From: Open-ils-general [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of Elizabeth Thomsen
Sent: Tuesday, May 12, 2015 1:25 PM
To: Evergreen Discussion Group
Subject: Re: [OPEN-ILS-GENERAL] Open-ils-general Digest, Vol 107, Issue 9

I just wanted to add that if you want to be able to get statistics by bibliographic call number range, you need to make sure these fields are included in your MARC records.  We load records for electronic resources from many different vendors, and while most include the classification numbers, some don't or don't do so consistently.  We think this kind of reporting is important so we recently made the inclusion of the classification numbers a requirement for vendor-supplied MARC records being loaded into our system.

On Tue, May 12, 2015 at 12:24 PM, Rogan Hamby <rogan.hamby at yclibrary.net<mailto:rogan.hamby at yclibrary.net>> wrote:
That sounds about right to me and what I'd recommend from my experience.  We've done it the way you are now and since early on Evergreen didn't support copy less searching the way we wanted but that's changed a lot in the last one to two years.  If others have different experiences if love to hear them though.  Everything we learn helps.

On Tuesday, May 12, 2015, Donald Butterworth <don.butterworth at asburyseminary.edu<mailto:don.butterworth at asburyseminary.edu>> wrote:
Thanks for you insights Rogan! Talking with an expert is a very helpful refining process.

Nixing the copy/item record entirely from a bib record is certainly a departure from common cataloging practices, and takes some getting use to. But I think I'm tracking you and it sounds reasonable. Let me reflect what I hear you recommending as electronic resources best practices:
1. Always use an "electronic resources" bib record for each e-resource in your collection. Evergreen needs that kind of record to allow for filtering. Simply adding hot links to the print bib record will only allow your patrons to find the e-resource through serendipity.
2. Do not use a copy/item record for any e-resource. e.g. e-periodical, e-book, streaming sound recording, streaming video recording, etc.
3. Use a SQL script the employs UNION statements to gather statistics, for every kind of e-resource.
4. For new titles being imported into the database, and onto a purchase order, only include in field 962 the "holding subfields"  for, price, fund code, and owning library. This will supply what is needed for the PO but will not generate a copy/item record.
Am I missing anything?
Anybody else want to weigh in?
Don

On Mon, May 11, 2015 at 8:24 PM, Rogan Hamby <rogan.hamby at yclibrary.net<mailto:rogan.hamby at yclibrary.net>> wrote:

Disclaimer:  This is all just my opinion based on my own experiences with electronic resource records and SQL.  You can politely tell me to shove it.  :)

One statement: I think you've already discovered some things that are leading in the right direction from what I'm reading.

So, question: Do you really need to attach copies to the electronic resource records?
I would say that you don't.  You need to identify items by call number range, got that. And if you were using the built in reporter I would drop it there and say "gotcha."  True, it is doable even in the reporter but it's more of a pain.  But, you're using SQL.  By using UNION statements you can do this on records without copies and join it to other queries to give you the counts you need and still have a fire and forget script.

Something that may help that is using different bib sources for different electronic resource vendors.  It's very helpful and very convenient when doing reports.

On Mon, May 11, 2015 at 4:57 PM, Donald Butterworth <don.butterworth at asburyseminary.edu<mailto:don.butterworth at asburyseminary.edu>> wrote:
Hi Rogan,
We are still trying to get straight what best practices are when it comes to e-books.

The decision has been made to add separate bibliographic records for all e-books, including those that are freely available and that match our print holdings. We started out just adding the 856 link to the print bib record, but that is not sufficient information for Evergreen to filter by. If a patron wants to search for just digital books, an "electronic resources" bib record is needed.

We continue to wrestle with what call number to use in the copy/item record. Recently our library has been required to annually report the total number of titles owned by call number range and total copy/items owned by call number range. In the past we have used "Online" as a call number for e-books, because it is easy for patrons to understand. But by doing that we thwarted our ability to track what subject areas are being collected. But retrospectively replacing "Online" with a genuine LC call number is a BIG project. In any event a copy/item record is necessary to run the SQL query that pulls the call number report.

We are still wrestling with ebook workflow for purchased e-books. That is, the ones we buy and own. Not those that are part of a block subscription that can changed such as Ebsco's Academic Premier collection. Ideally we would want the acquisitions process to be identical to print purchases, but there are dissimilarities.  For example the need to add Asbury's proxy code to the 856 URL. Plus the problem with the perpetual In Process status, because there are no physical copies to check in.
We do receive spreadsheets of the e-books we purchase from Ebsco, that include the e-book ISBN. So my hope is we will be able to do a batch search, and then do a batch status change.
Don

On Mon, May 11, 2015 at 1:36 PM, Rogan Hamby <rogan.hamby at yclibrary.net<mailto:rogan.hamby at yclibrary.net>> wrote:
So, you're doing it to keep the electronic and physical on the same bib rather than break them out?

On Monday, May 11, 2015, Teri Arp <teri.arp at asburyseminary.edu<mailto:teri.arp at asburyseminary.edu>> wrote:
Rogan and Kathy,
Yes, we do need copy records for eBooks, and yes, we are linking to them in the 856 field. We use the copy records both for statistical purposes, as well as to allow our patrons to differentiate between physical and electronic copies of the books in the search results (we do sometimes have both versions for the same title).

Thanks!
Teri

On Mon, May 11, 2015 at 12:00 PM, <open-ils-general-request at list.georgialibraries.org<mailto:open-ils-general-request at list.georgialibraries.org>> wrote:
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Today's Topics:

   1. Reports Interest Group Google Hangout (Jessica Venturo)
   2. eBook circulation status (Teri Arp)
   3. Re: eBook circulation status (Rogan Hamby)
   4. Re: eBook circulation status (Kathy Lussier)

----------------------------------------------------------------------

Message: 1
Date: Mon, 11 May 2015 11:02:13 -0400
From: Jessica Venturo <jventuro at biblio.org<mailto:jventuro at biblio.org>>
To: Evergreen Community Reports Email List
        <evergreen-reports at list.evergreen-ils.org<mailto:evergreen-reports at list.evergreen-ils.org>>,
        open-ils-general at list.georgialibraries.org<mailto:open-ils-general at list.georgialibraries.org>
Subject: [OPEN-ILS-GENERAL] Reports Interest Group Google Hangout
Message-ID:
        <CAPK8=rJJX7+-7utDLyNPM21WoEuRkbAP+XCm8qtGMZFF7sFNoQ at mail.gmail.com<mailto:CAPK8=rJJX7+-7utDLyNPM21WoEuRkbAP+XCm8qtGMZFF7sFNoQ at mail.gmail.com>>
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The Reports Interest Group will be offering a Google Hangout for anyone who
cannot attend the conference, but would still like to participate in our
meeting. The meeting will be held on Thursday, May 14th from 4:45 PM to
5:30 PM Pacific Time (that's 7:45 PM to 8:30 PM for my fellow East
Coasters). You will need a Google account to participate. If interest, send
an email to jventuro at bibilio.org<mailto:jventuro at bibilio.org>. Be sure to include your Google username!

See you at the conference - virtually or otherwise!

--
Jessica Venturo
Applications Support Specialist
Bibliomation, Inc.
24 Wooster Ave.
Waterbury, CT 06708
203-577-4070 x105<tel:203-577-4070%20x105>
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Message: 2
Date: Mon, 11 May 2015 11:13:30 -0400
From: Teri Arp <teri.arp at asburyseminary.edu<mailto:teri.arp at asburyseminary.edu>>
To: open-ils-general at list.georgialibraries.org<mailto:open-ils-general at list.georgialibraries.org>
Subject: [OPEN-ILS-GENERAL] eBook circulation status
Message-ID:
        <CADneUoZM+AOBsyWRYQ-Ve9+nu74bSuzn0=HXANsj_g_50v0zjA at mail.gmail.com<mailto:CADneUoZM+AOBsyWRYQ-Ve9+nu74bSuzn0=HXANsj_g_50v0zjA at mail.gmail.com>>
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When e-books are purchased from Ebsco, we follow the same workflow as our
print books. That is, a bib record is downloaded with an attached 962 field
that generates a copy/item record on import and populates the Purchase
Order. After the titles have been received, the circulation status appears
as "In Process".

What is the best way to batch change e-books from "In Process" to
"Available"?

Better still, is there a way for new e-books to default to the "Available"
status?

Thank you!
--
Teri Arp
Acquisitions Specialist
B. L. Fisher Library
Asbury Theological Seminary
204 N. Lexington Ave
Wilmore KY  40390
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Message: 3
Date: Mon, 11 May 2015 11:47:37 -0400
From: Rogan Hamby <rogan.hamby at yclibrary.net<mailto:rogan.hamby at yclibrary.net>>
To: Evergreen Discussion Group
        <open-ils-general at list.georgialibraries.org<mailto:open-ils-general at list.georgialibraries.org>>
Subject: Re: [OPEN-ILS-GENERAL] eBook circulation status
Message-ID:
        <CAFpcaPxrwz4BS4P9-4pUQx8gNbm1+mZyf3JYqji73YDtOOnCYQ at mail.gmail.com<mailto:CAFpcaPxrwz4BS4P9-4pUQx8gNbm1+mZyf3JYqji73YDtOOnCYQ at mail.gmail.com>>
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My question is do you need copy records associated with them?  Are you
linking out to the use link in an 856?

On Monday, May 11, 2015, Teri Arp <teri.arp at asburyseminary.edu<mailto:teri.arp at asburyseminary.edu>> wrote:

> When e-books are purchased from Ebsco, we follow the same workflow as our
> print books. That is, a bib record is downloaded with an attached 962 field
> that generates a copy/item record on import and populates the Purchase
> Order. After the titles have been received, the circulation status appears
> as "In Process".
>
> What is the best way to batch change e-books from "In Process" to
> "Available"?
>
> Better still, is there a way for new e-books to default to the "Available"
> status?
>
> Thank you!
> --
> Teri Arp
> Acquisitions Specialist
> B. L. Fisher Library
> Asbury Theological Seminary
> 204 N. Lexington Ave
> Wilmore KY  40390
>

--

Rogan Hamby, MLS, CCNP, MIA
Managers Headquarters Library and Reference Services,
York County Library System

“You can never get a cup of tea large enough or a book long enough to suit
me.”
― C.S. Lewis <http://www.goodreads.com/author/show/1069006.C_S_Lewis>
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Message: 4
Date: Mon, 11 May 2015 11:51:45 -0400
From: Kathy Lussier <klussier at masslnc.org<mailto:klussier at masslnc.org>>
To: open-ils-general at list.georgialibraries.org<mailto:open-ils-general at list.georgialibraries.org>
Subject: Re: [OPEN-ILS-GENERAL] eBook circulation status
Message-ID: <5550D011.3050501 at masslnc.org<mailto:5550D011.3050501 at masslnc.org>>
Content-Type: text/plain; charset="utf-8"; Format="flowed"

To follow up on what Rogan said, if you don't need a copy record
associated with them, I would recommend using Located URIs -
http://docs.evergreen-ils.org/2.8/_cataloging_electronic_resources_8201_8212_8201_finding_them_in_catalog_searches.html

Kathy

On 05/11/2015 11:47 AM, Rogan Hamby wrote:
> My question is do you need copy records associated with them?  Are you
> linking out to the use link in an 856?
>
> On Monday, May 11, 2015, Teri Arp <teri.arp at asburyseminary.edu
<mailto:teri.arp at asburyseminary.edu%0b>> <mailto:teri.arp at asburyseminary.edu>> wrote:
>
>     When e-books are purchased from Ebsco, we follow the same workflow
>     as our print books. That is, a bib record is downloaded with an
>     attached 962 field that generates a copy/item record on import and
>     populates the Purchase Order. After the titles have been received,
>     the circulation status appears as "In Process".
>
>     What is the best way to batch change e-books from "In Process" to
>     "Available"?
>
>     Better still, is there a way for new e-books to default to the
>     "Available" status?
>
>     Thank you!
>     --
>     Teri Arp
>     Acquisitions Specialist
>     B. L. Fisher Library
>     Asbury Theological Seminary
>     204 N. Lexington Ave
>     Wilmore KY  40390
>
>
>
> --
>
> Rogan Hamby, MLS, CCNP, MIA
> Managers Headquarters Library and Reference Services,
> York County Library System
>
> “You can never get a cup of tea large enough or a book long enough to
> suit me.”
> ― C.S. Lewis <http://www.goodreads.com/author/show/1069006.C_S_Lewis>
>

--
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128<tel:%28508%29%20343-0128>
klussier at masslnc.org<mailto:klussier at masslnc.org>
Twitter: http://www.twitter.com/kmlussier

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End of Open-ils-general Digest, Vol 107, Issue 9
************************************************

--
Teri Arp
Acquisitions Specialist
B. L. Fisher Library
Asbury Theological Seminary
204 N. Lexington Ave
Wilmore KY  40390

--

Rogan Hamby, MLS, CCNP, MIA
Managers Headquarters Library and Reference Services,
York County Library System

“You can never get a cup of tea large enough or a book long enough to suit me.”
― C.S. Lewis<http://www.goodreads.com/author/show/1069006.C_S_Lewis>

--
Don Butterworth
Faculty Associate / Librarian III
B.L. Fisher Library
Asbury Theological Seminary
don.butterworth at asburyseminary.edu<mailto:don.butterworth at asburyseminary.edu>
(859) 858-2227<tel:%28859%29%20858-2227>

--

Rogan Hamby, MLS, CCNP, MIA
Managers Headquarters Library and Reference Services,
York County Library System

“You can never get a cup of tea large enough or a book long enough to suit me.”
― C.S. Lewis<http://www.goodreads.com/author/show/1069006.C_S_Lewis>

--
Don Butterworth
Faculty Associate / Librarian III
B.L. Fisher Library
Asbury Theological Seminary
don.butterworth at asburyseminary.edu<mailto:don.butterworth at asburyseminary.edu>
(859) 858-2227<tel:%28859%29%20858-2227>

--

Rogan Hamby, MLS, CCNP, MIA
Managers Headquarters Library and Reference Services,
York County Library System

“You can never get a cup of tea large enough or a book long enough to suit me.”
― C.S. Lewis<http://www.goodreads.com/author/show/1069006.C_S_Lewis>

--
Elizabeth B. Thomsen
Member Services Manager
NOBLE: North of Boston Library Exchange
Danvers, Mass.
www.noblenet.org<http://www.noblenet.org>
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