Record Processing, The Control Program, and sending updates from Local to Central
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Behind-the-scenes Record Processing, The Control Program, and sending updates from Local to Central |
Updating the union database (Summit): All changes to Summit, the union catalog, come from local systems. Transactions at the local site are automatically copied and queued to send to Summit. Summit receives data from members' local systems directly and continuously over the Internet. Whenever a change is made in the local database, the information goes into a transaction queue for the local system and is also copied to a separate transaction queue to Summit, called o-link or c-link.
In addition to continual, automatic updating, local sites can send batches of records to Summit using the feature Send a group of records. Warning: at most local sites this feature is set to stop processing at 10,000 records (even if the Boolen review file has, for example, 11,000 or 25,000 records). Watch carefully for system messages and send the remainder of the file, or if you know the limit that's been set, split the file into batches of an appropriate size.
No changes can be made directly in Summit - no records added, deleted, or merged; no bibliographic information updated; no holdings updated.
Circulation transactions get priority processing at home: The control program at each local site puts circulation transactions ahead of other transactions for the local database. An update resulting from a circulation transaction may be processed before an update from Catalog Database Maintenance or Ordering/Receiving, for example. Local circulation transactions can speed along to Summit before non-circulation transactions. Once in Summit, there is no distinction between circulation and non-circulation transactions.
Union database record structure: The Summit union database doesn't have item, order, checkin, authority, or patron records. Attached to the union catalog bib records are institution records. Each institution record has a field for every item, order, and checkin record, and bibliographic hotlink (856), at the local site. (See Institution Linking Fields and Institution Records for more information.)
Communicating between local sites: Summit transmits requests and subsequent Summit Borrowing transactions to and from the borrowing and owning sites. Sometimes an update is made to the item information in Summit. However, when information is simply passing through, being forwarded to a local site, it does not go through the Summit control program. Transactions involving a "pickup anywhere" (PUA) request have a fourth system involved: the pickup location. That location has a "key" to access a separate PUA database on the Summit server, to get limited information about the item and patron to enable checkin and checkout without having direct access to the actual item or patron records.
How long does it take? Updates are generally reflected in Summit within a couple seconds following the update in the local database. When a change is made to a local record, the local system processes the record through local control. Then it goes to Summit. The length of time before the update is displayed depends in large part on the condition of the local transaction file, the local o-link queue, and the local and regional networks or the Internet. A local catalog may show updated information (new status, etc.) before the change is reflected in Summit.
More on circulation transactions
Summit Borrowing requests are managed by the INN-Reach system to assure appropriate updating on all systems: Summit (central), the Owning (item) site, the Borrowing (patron) site, and in the Pickup Anywhere database accessed when there's another institution involved as the pickup anywhere site. An action on a local system results in updates at central and at the "partner" institution involved in the request.
For example: When the Owning Site (Owning) checks out an item to the Borrowing Site (Borrowing) - called the Institution Checkout - the item is updated at Owning, the transaction is automatically copied and sent to Summit to update information at central, and is then sent from Summit to Borrowing to indicate the item is checked out and in transit. When Borrowing receives it, they check it in and the update is automatically sent to Summit and then directed to Owning so Owning knows it has arrived.
Typical circ transaction: see the chart illustrating a typical circulation transaction, using as an example this scenario: the borrowed item was not a PUA, and went through normal procedures, and has been returned to and checked in at the owning site. As you'll see, it's possible for the patron record at the borrowing site to be updated slightly before Summit is updated.
In circ transactions, there are updates to real item records, and to "virtual" items -- the temporary item record attached to the patron record at the patron's home institution, or Borrowing site.
Updates to real item records result from actions at the Owning Site. When the Owning Site checks out the item requested - the Institution Checkout - the due date is updated in the real item record. The transaction then transmitted to the Borrowing site will be updating the virtual item at the Borrowing Site.
Updates to virtual items result from actions at the Borrowing site, such as Institution checkin, Patron checkout and checkin, and Cancel with re-request.
Is the program stuck? These symptoms might mean that the circ program ("ucirc") is stuck:
If you see these symptoms and suspect the program is stuck, check Circ System Status on the local system to see if there are transactions waiting to be processed. If the number does not change, the program is hung. Call or e-mail III right away; you do not need to contact Alliance staff first, but it's helpful if you copy us on a message (so we are aware of problems).
Transaction file status and link to Summit (on local server, from Management Information/Information about the System/File Information)
updated: April 17, 2008
