Coding for record contribution and display

 

What happens to the local code in Summit? Mapping tables Holdings and Record display
with suppression codes 		Local PAC field Agency model

Individual records in local catalogs may be coded to take advantage of special functions available in INN-Reach union catalog software.

Contribution: whether to send the record to the union catalog. If the record should not be included in Summit, a code signals the system not to contribute.

Display: whether to display the record to the public, or suppress it from public view (the record will be indexed, searchable and displayed in Staff view).

Another special function is designed for electronic resources. INN-Reach software allows for records cataloged at individual sites to be contributed and represent consortium holdings, and will suppress the individual holdings. This was developed for system-owned electronic resources.  Summit does not have system-owned resources at the present time, with one exception: Data for Local Communities project records are coded as system resources.

Consortium policy provides strict guidance for coding records. In summary, if the library owns the title, the record is contributed to Summit; and if the library displays the record in the local catalog, the record is displayed in Summit.

The options. INN-Reach coding will determine how the union catalog handles records from local sites. The code indicates one of the following actions:

Those functions can be applied to the bibliographic record and to the attached records: items, orders, and checkins.

For an illustration of record suppression and display at work, see Powerpoint illustration comparing WebOPAC record browse display-2 records, to Staff searching-3 records.

The code from the local bibliographic, item, order, or checkin record is used in the corresponding Summit bibliographic or institution record fixed field. The local code may be copied exactly as it is, or translated to the appropriate Summit code based on a mapping table.

Fixed fields containing codes for contribution and display.
These are the typical fixed fields used for INN-Reach activity. Other fixed fields may be used instead; consult with Alliance staff.

bib. records BCode3 (Table of local BCode3 codes)
item records ICode2

checkin records

SCode2

order records

 Code4

 

INN-Reach action
Alliance policy* for Summit
local code
default code**
Summit code displays as:
notes
Contribute to Summit.
Display in local catalog and Summit.
used for most materials
-
N
  
Contribute to Summit.
Display in local catalog, but suppress in Summit.
Do not use!
l
Y
 Consortium policy prohibits use of this code; all records displayed in local OPAC are displayed in Summit.
Contribute to Summit.
Suppress in local OPAC, and suppress in Summit.
 If the record is suppressed in the local catalog, OK to suppress in Summit.
n
Y
 Some members suppress records for orders and/or withdrawn materials in the local catalog.
Do not contribute to Summit.
Suppress in local catalog.
okay for certain situations
s
n.a.
 Examples: ILL items borrowed from other libraries; room keys & equipment.
Do not contribute to Summit.
Display in local catalog.
yes
z
n.a.
 Examples: materials owned by other library(ies) that share the local INNOPAC.
Contribute to Summit. Display in local catalog and Summit. Suppress local holdings for all institutions and display in the status box this message: Summit Resource.
Do not use. Reserved.
g
g
 Alliance does not own system resources at the present time.
Beginning 2002: Used for Data for Local Communities project.
Contribute to Summit; Suppress in local catalog, but display in Summit. Suppress local holdings for all institutions and display in the status box this message: Summit Resource.
Do not use. Reserved but not currently used.
o
g
 Alliance does not own system resources at the present time.

* Alliance policy full version. In brief, if the library owns the title, the record is contributed to Summit; and if the library displays the record in the local OPAC, the record is displayed in Summit.

** Local site may use other codes to achieve the same action; contact Alliance staff about a mapping table

Summary of INN-Reach actions, by code

local code
display in local catalog?
send record
to Summit?
Summit code
display in
Summit?
holdings
-
yes
yes
N
yes
normal
[g]
yes
yes
g
yes
system-supplied text "Summit resource" displaces local holdings
[l]
yes
yes
Y
no
normal (warning: not used by Alliance members)
n
no
yes
Y
no
normal
[o]
no
yes
g
yes
system-supplied text "Summit resource" displaces local holdings
s
no
no
n.a.
 
n.a.
z
yes
no
n.a.
 
n.a.

What happens to the local code in Summit?

1. The local fixed field will be processed through a mapping table, or if there is no mapping table it will go to Summit "as is.".

2. Thinking of changing your local fixed field table?

Adding a code:

Changing how a code is used:

notify Alliance staff who will update documentation and/or help choose another code

Changing the code's action to display or suppress in the local catalog:

3. Looking at the code in the local vs. Summit catalog

You can see the code in the union catalog by viewing the record in Staff bibliographic record display. Summit retains the BCode value, but displays only a signal about whether the record is suppressed: N for No suppression, Y for Yes-suppressed. Because the chance of confusion is great, please remember that lower case "n" and upper case "N" have opposite meanings. For an illustration comparing the local and Summit records, see the Storing and mapping BCodes in Summit.

fixed field code in local database,
without a special mapping table
fixed field code in local database,
with a special mapping table
Summit code
displayed in Staff mode
-
any codes mapped to display
N
n
any codes mapped for suppression
Y
other codes that do not map to a special code,
including invalid codes from local site
N

 

Mapping tables

Local sites may work with Alliance to set up a table to map, or translate, local codes to the appropriate action in the Summit catalog.

With a mapping table: the local code is re-mapped, or "translated" to the appropriate Summit code for the desired result (contribution and display).

Without a mapping table: the code is sent "as is." If it exists in Summit, the result will be according to the Summit definition, not the local definition. If the code does not exist in Summit the default action is Contribute and Display. If a local site is using one of these codes and does NOT have a mapping table in place, the record will be handled according to the action shown on this chart, regardless of the local intent! See more on No mapping table.

With a mapping table for the local site

Example of a mapping table:

Local Code and action
re-map for Summit
INN-Reach action for Summit
code meaning & use code meaning action BCode3
-   -   display N
d record to be deleted; suppress n suppress suppress Y
m Marcive project -   display N
r needs recon -   display N
p special Project tapeload -   display N
n suppress n suppress suppress Y
f faculty material z do not contribute [record not in Summit  
s temp record-ILL book
[suppressed in local OPAC] 		s do not contribute [record not in Summit  

For an illustration comparing the local and Summit records, where mapping table translated BCode1 and BCode3, see Storing and mapping BCodes in Summit. Examples: how Alliance members have set up local BCode3 codes.

No mapping table for the local site

Sites without a mapping table are constrained by the INN-Reach definition for certain codes. The code is copied to Summit "as is" and used as it appears coming in from the local record. It's alright to use codes -, n, s, and z as long as the result at Summit is consistent with the local use. Codes g, l, and o are prohibited.

Libraries are encouraged to take action to prevent inadvertently assigning any of these codes a local meaning in the future. (For examples, see local BCode3 codes.)

local code and action
INN-Reach action for Summit
code
Summit BCode3
-
display
contribute and display
N
g
[used only for
Data for Local Communities project]
suppresses local holdings
Y
l
[not authorized for use in Alliance consortium]
suppress
 
n
suppress
suppress
Y
o
[not authorized]
suppresses local holdings
s
suppress
not contributed to Summit
n.a.
z
display
not contributed to Summit
n.a.
**
contribute and display
 
N

** any other code not listed here will be interpreted as Contribute and Display.

Examples: how Alliance members have set up local BCode3 codes

Bibliographic and holdings information when suppression codes are used

When the master bibliographic record is coded for suppression and

a. no other institutions or holdings are attached, Summit displays nothing. The entire record is suppressed from public display.

b. all other institutions attached are coded for suppression, Summit displays nothing. The entire record is suppressed from public display

c. When the owner of the master bibliographic record codes the bib record for suppression and other attached holdings are coded for display, Summit displays some holdings: Summit displays the master bib record and only the holdings that are coded for display. Holdings from the owner of the master record are suppressed (since the owner had coded the bib. record for suppression). Specifically, if any local PAC field is coded for display, then the master record is coded for display, regardless of display/suppression code in the local PAC field for the owner of the master record.

Example: Master Bib record BCode3 will be coded for display even though the master record owner has coded theirs for suppression 

B101923107                 BIBLIOGRAPHIC Information
LANG: eng     LOCATION: 9psu0    BCODE1: s    BCODE3: N
SKIP: 0       CAT DATE: 10-06-03 BCODE2: a    COUNTRY: cou
945  9psu0|bb2288314|ci17872259|o1|sY
945  9ree0|bb1425379|ci17947081|sN

When the master bibliographic record is coded for display and

Local PAC field

The Local PAC field is the Institution (945) field in the master bibliographic record. Each master bib record has a Local PAC field showing every bib record contributed from a local site to central. example: 

945 9ore0|bb2665087|ci3828110|o1|sN 
945 9wil0|bb1009256|ci2268665|sN 
945 9sos0|bb1212468|ci2620902|sN 
945 9lew0|bb1202538|ci2987227|sN

Local PAC field includes Institution Record number. If local site has bib record without any attached records (item, checkin, order) there will be no institution record, and no holdings display. example: (Journal of abnormal child psychology [computer file])

INSTITUT'N 9ohs0 b1069916 i0 1 N 
MARC: 945 9ohs0|bb1069916|ci0|o1|sN

Note: It is possible (but not standard) for a local site to contribute more than one bib record, if the institution retains multiple bib records with same OCLC#.

 

Agency model

Some Alliance members use the Agency Model for contributing records to Summit. This is especially useful when a member shares a server with other institutions or libraries (some may be Alliance members, others not), or if the member contributes records to more than one INN-Reach group (for example, CRL contributes records to Summit, to OhioLINK, and to Prospector in Colorado).

Simple overview of how Agency model works:

The member institution, in conjunction with the administrator of the shared local system, makes a list of location codes that apply to the Alliance member institution. The list shows which locations are used in records to be contributed to Summit.

As records are loaded and ongoing transactions are processed, INN-Reach software looks at that list, as well as other fixed field codes, to determine which records to send to Summit.

The location code is the first test: if the location code is not included in the agency mapping list of "approved" codes then the record doesn't come to Summmit. (It's an incremental process, rather than one that examines multiple criteria.)

Is this code in the list of location codes to come to the central catalog?
    if no, stop - do not contribute
    if yes, then check contribution code (BCode3, ICode2, SCode#, Code#) to determine whether to (a) contribute and mark for display, or (b) contribute and mark for suppress

 

updated: October 10, 2007

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