Information for new staff
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Getting started with the Summit catalog Information for new staff |
| Sending records to Summit | Catalog Software | Coordinating local and central | Working with the organization |
Summit is the union catalog for the members of the Orbis Cascade Alliance. Summit includes the holdings of the member institutions, and also for the Center for Research Libraries. Summit Borrowing refers to the program for sharing resources (returnables) between member institutions.
The information contained here is a brief introduction to get you started. Please consult the Staff web site and especially the Technical and Profiling information section for more.
Loading records
Bibliographic, item, order, and checkin records will be loaded to the central database.
Patron records are not copied and loaded to Summit; they remain in the local database only.
Authority records are not loaded to Summit; the central catalog does not have authority control or display references.
Initial load: Records from your system have been loaded to the Summit union catalog over the Internet 24 hours a day until all are loaded. This is a continuous load; the bib. record goes to central along with all attached records (item, order, check-in), in record number order.
Current transactions: From the moment the links are live, all current work on your system will also go to central: new records, cataloging and updating, purchase orders, circulation actions, etc.; the bib. record and all attached records are sent. If the record comes again later in the batch loading queue, central will recognize it's already there.
Ongoing. Updates are automatically sent to Summit. Records continue to flow from your system to Summit continuously, without manual intervention or "pushing" in batches. (more information on record processing and updates)
Batch loads: It is possible (but rarely necessary) to send groups of records to Summit for a specific reason.
Matching and merging records
Records added from local systems are compared to records already in the central database. When “matches” are identified, the system selects a master record and institution information is attached for all other institutions with holdings.
Matching is based on OCLC and ISBN numbers, using the "ISBN algorithm." The system first examines OCLC # in the 001 field (019 fields are not included). When OCLC numbers are not present or do not match, the system examines ISBN number (020 field) and a title key. The system evaluates the record encoding level code from the bibliographic record and consults the institution priority table, to select one bib. record to use as the union database record. (more information on Matching, merging, overlay )
Summit and local system software must be compatible. It is generally acceptable for them to be on slightly different releases, or versions, as long as compatibility has been reviewed. For example, in summer 2007, the Summit Union catalog software ("INN-Reach") is using Release 2006 1.2, and can communicate with local systems operating on releases named “Silver” and 2005LE. Functionality may be limited when the release is not the most current (the inability to implement certain features, or benefit from fixes).
Installing new versions: Installations of new versions for the local catalog are coordinated with Summit to ensure compatibility with the central site and smooth communication for online borrowing.
Local software and setup
The local system is autonomous and the vast majority of local preferences, especially with regard to catalog display, have no bearing on communication with the union catalog. The union catalog is much like an innopac catalog, but the software is different: it's called INN-Reach. A number of local technical and table details need to be coordinated with the INN-Reach system.
Profiling
Alliance coordinates all profiling and table setup with Innovative Interfaces Inc. (III) staff, and consults with local library staff as needed to ensure optimal mapping of fields to the union catalog. Although the INN-Reach system allows for a great deal of independence for the local site, it is important that we take particular care to be certain that the institution's use of certain bibliographic, item, checkin, and order record fixed fields are compatible with union catalog software. Coordination is especially critical for the following areas:
Changes in local “profiling” and fixed tables must be coordinated with central before they can be implemented. Please review the potential union catalog implications before implementing any changes to local marc and fixed field profiling. We will work with you to consider options and coordinate the systems. (Local system changes to coordinate with Summit)
Trouble-shooting problems with vendor
Whenever working on a problem with III, even if it's thought to be "local" and not related to Summit, we strongly recommend that you remind III staff that you are part of an INN-Reach system so they will keep it in mind when trouble-shooting or making changes to your system.
Network access
The local and central systems communicate constantly over the Internet. From time to time communication may be interrupted. Nearly always the problem is attributable to trouble on the Internet, between the local campus and the Summit computer, or to changes in network configuration implemented by library or campus computing staff. Campus firewalls are a particular problem; III has issued instructions detailing port requirements to assure communication between the computers. If you are aware of campus projects that involve firewalls or changes in Internet service providers (ISP) we recommend that you discuss it with III before changes are made, and notify us about the project. (more information on communications, IP and firewall)
A number of documents describing technical and profiling issues, including indexing and searching, display, database structure, cataloging and coding are posted on the Alliance staff web pages.
E-mail lists. Library staff may sign up for a number of e-mail list groups covering a variety of topics such as Electronic Resources, Courier service, Catalog, Circulation, and so forth. These lists are closed (i.e. postings are limited to list subscribers) and not moderated. A comprehensive list and instructions for signing up can be found on the staff Web site.
Questions and comments. Once library staff are trained and using Summit, comments or questions about using Summit should be directed first to your institution's technical and/or committee representatives, who may be able to provide explanations, or will coordinate inquiries to Nancy and Michelle, generally by using the summit email account: summit@uoregon.edu.
Emergencies. Summit system emergencies should be reported according to information on the Staffhome web page.
updated: July 24, 2007
