2.13.1 Field 1 Catalog Name:
50 characters, display only
2.13.2 Field 2 Last Function:
40 characters, display only
Purpose: to display the last function used on this window.
2.13.3 Field 3 Batch Number:
7 characters, display only
Purpose: To specify the batch number that contains the bib(s) of
interest.
Format: It is a look up table, or enter an appropriate batch number.
2.13.4 Field 4 Status of the Process:
60 characters, display only
Purpose: To display the message "Working..." and/or other messages
while the software processes the data.
2.13.5 Field 5 Function Keys
2.13.6 Field 6 Editing Tools Menu:
Purpose: To specify the edit bibliographic edit function.
Format: It is a push button selection.
Discussion:
Function [List Bibs in a Batch] displays the MARC Number and Title (245 $a) of each bib in the batch.
Function [Fix Corrupt Bibs] makes the following corrections:
1. Converts all indicators that are not 0 through 9 or the space character to the space character;
2. Removes trailing spaces from subfield values;
3. Removes subfields with no values;
4. Removes tags with no subfields (obviously, steps 2 and 3 can result in this condition);
5. When found in a subfield value, converts the Carriage Return or Linefeed character to a space.
Function [NLM MARCout Conversion] converts an NLM format to a standard bib format. In some cases, NLM now uses a different MARC bib record format internally from the format it uses to distribute records to OCLC. If you choose to acquire records directly from NLM using a feature of NLM LOCATORplus, you will then have records in this non-standard format. CyberTools provides a utility to convert these records to the standard format. The utility allows you to specify which of four types of conversions to perform:
1. Convert separate 650 age group, pregnancy tags to $x subfields on 650s.
2. Convert 651 _2 $a geographic to $z in all 650s.
3. Convert Form PTs in 655 _7 tags to $v subfields on 650s.
4. Convert Genre PTs in 659 _7 tags to 655 _7 tags.
This process is fully documented elsewhere.
Function [Remove Undesired Local Tags] remove all undesired local MARC tags from a bib. These tags contain a 9, e.g., 590, and thus they are not part of the MARC 21 Bibliographic definitions. If the MARC record was acquired from external source (e.g., LC, NLM, OCLC, or another library), then the record probably has local values in the MARC record, and those local notes should be at a tag containing a 9. For example, if you acquired the MARC record from the Library of Congress or from the National Library of Medicine, the records will have many 900 level tags which are meaningless apart from the software that those libraries use.
The user should look at the MARC records before selecting this function. This Function will remove all tags containing a 9 except for tags specified in the field labeled Tags to find Call Numbers and in the field labeled Allowable Local Tags (9ers). Both lists are controlled by the window called MARC Bibliographic Settings.
Note: regardless of the above two tag lists, tag 949 subfield a, with a value of SERIAL or OTHER, will not be removed since these values at this tag and subfield are special controls to this software package.
Function [MARC Bib Editor] first forces the user to select a bib (if more than one is in the batch). Once a bib is selected, the bib is displayed in a MARC format. A field (tag) may be selected for a variety of function, e.g., Edit, Remove, Copy, etc. The MARC Bib Editor is documented fully elsewhere.
Menu Style: Push Button
Menu Values: List Bibs in Batch... Fix Corrupt Bibs NLM MARCout Conversion... Remove Undesired Local Tags Compare Import Holdings Profile to Call# Serial Initiation MARC Bib Editor... Help... Return to Batch Control
A MARC Import Holdings Profile defines the tags and
subfields which can be used to automatically adjust bibs' call
numbers according to the holdings, and/or to create items (i.e.,
holdings). Multiple Profiles may be active at one time.
Conversely, a library may not have any Profiles. Profiles are
typically used during conversions from other automation systems,
or by libraries with a cataloging service.
As stated above, a Profile specifies which tag should be used, and how the tag's subfields map to the Item database. For example, the standard CyberTools - MARCIVE Profile uses tag 852 and maps:
Item Field Tag Subfield
----------- ------------
Call # h
Location b
Bar Code p
Copy # t
Volume v
Price 9
This is further documented at http://www.cybertoolsforlibraries. com/library/MARCIVEBiblioDatabaseOutput.html.
A tag for the Profile may repeat in the MARC bib, thus conveying more than one copy of the same title. Repeating subfields within an occurrence of a tag are treated as additional copies. This is particularly true for data coming from the library system "Professional Software".
Although unusual, more than one Profile may use the same tag, but the mapping should be different. When this situation occurs, the software prompts the user to select the correct Profile.
The Profile is used for two tasks. First, the holding's call numbers are compared to the call number tags used in the catalog. Second, the Imported MARC bib's holdings data are converted to circulation items.
The first task occurs automatically at the end of the import, or may be performed manually via function [Batch Control \ Edit Bib Functions \ Compare Import Holdings Profile to Call Numbers Tags]. It is used for conversions from other automation systems or when receiving MARC bibs from a contract cataloging source. This function takes the call number from the tag and subfield mapped in the Profile for Call Numbers, and compares that value to those found in the bib's call number tags:
050 Library of Congress Call Number
060 National Library of Medicine Call Number
082 Dewey Decimal Call Number
090 Local LC Call Number
092 Local Dewey Decimal Call Number
096 Local NLM Call Number
099 Local Unspecified Call Number
Only the call numbers that the library uses are compared.
If the holding's call number is not found in the above call number tags, then the holding's call number is copied to a 09X tag accordingly:
1) If the value is a NLM classification (i.e., starts with QR, QZ or W), then the software automatically copies the value to 096 $a only if there is no 096, otherwise it is copied to 099 $a.
2) If the value is a LC classification (i.e., does not start with QR, QZ or W and is not Dewey), then it is copied to 099 $a.
3) If the value is a Dewey classification, then it is copied to 092 $a if there is none, otherwise it is copied to 099 $a.
Please note that a Profile can be managed from the function [MARC Bib Import Holdings Profiles].
The second task occurs after running function [Batch Control \ Update Catalog with Batch]. It is automatic, but can also be run manually. In this function, items are created from the Profile mapping.
As an example, given this abbreviated MARC bib:
010 $a 89-6056
060 0# $a WS 105 $b V369c 1990
245 10 $a Child and adolescent development : $b clinical
implications / $c Victor C. Vaughan III, Iris F. Litt.
852 ## $b GENERAL $h WS 105 V36 1990
852 $h states that this item's call number is different than the bib's (at 060 $a & $b), and that the item is in location GENERAL (COLLECTION).
Immediately after importing the bib, the software will prompt:
----Compare and process holdings Call Numbers for the bibs'----- | The imported MARC bibs match your Holdings Profile. | | Please select the Profile to move the Holdings' Call | | Number(s) into the appropriate MARC tag for call numbers. | | ( ) 1 CyberTools - MARCIVE 852 Profile | |--------------------------------------------------------------| | [Cancel] | ----------------------------------------------------------------
If the Profile is selected, then the item's Call Number WS 105 V36 1990 will be copied to the MARC bib tag 096, thus becoming the call number for the bib at this library. Conversely, if [Cancel] is selected, then the comparison is not run but may be run later via function [Edit Bib Functions \ Compare Import Holdings Profile to Call Numbers Tags].
After running function [Update Catalog with Batch], the software will prompt:
----------Generate Items from Holdings Profile?------------- | The MARC bibs match your Holdings Profile. | | Please select the Profile to generate items accordingly: | | ( ) 1 CyberTools - MARCIVE 852 Profile | |----------------------------------------------------------| | [Cancel] | ------------------------------------------------------------
If the Profile is selected, then the software creates an item in location General Collection for this title. Conversely, if [Cancel] is selected, then items are not created, although this function can be run manually later via function [Item Creation].
The function first scans all of the Profile tags for all of the bibs in the batch.
If a bib lacks the Profile tag, then the software will not create an item for the bib.
If a bib has a Profile tag that lacks a location, then the program uses the New Books Location value established by function [Properties/New Items Circulation Defaults].
If a bib has a Profile location that matches a value Circulation Location table (found in function [Properties]), then an item is created for that bib, and the item is associated with the specified location.
If the program finds a Profile location is not found in the Location Table, then the program will place the undocumented location in a report and the conversion process stops: items cannot be created until the location discrepancies are resolved. The cataloger typically corrects either the Locations Table and/ or corrects the bib's Profile Location subfield values. When it is creating items, the batch might have to be re-imported and the Profile Location subfield edited. Since the items do not use the location values literally (i.e., the location value is found in the table and converted to a database pointer to the entity in the table), then the following solution may be employed. Edit the location table so that the following Location fields:
Description
Staff Display
OPAC Display
Spine Display
reflect the variations in location names that might be found. For example, the default system is delivered with a location Reference. It has the short name of "Ref.". If a bib has a Profile Location subfield with a value of REF (note that it is missing the period), then the conversion program will not be able to match REF to Reference. The conversion program is not case sensitive, but it is phrase and punctuation sensitive.
Since the bib is already updated to the catalog, you probably do not want to re-import it and edit the tag, particularly if this is the initial conversion, although re-importing and editing is an option. Instead, go into the Back Office function [Properties] and select function [Circulation Locations]. Select location Reference and you will see:
Location Description: Reference
Staff Display: Ref.
OPAC Display: Ref.
Spine Display: Ref.
Edit the Staff display from "Ref." to "REF", i.e., without the period:
Location Description: Reference
Staff Display: REF
OPAC Display: Ref.
Spine Display: Ref.
Go back and run the Function [MARC Batch Control \ Item Creation], select your Profile, and it will now process the REF value. Once done, you may choose to re-edit the Staff Display value back to "Ref.".
Serials Management interacts with Profile processing. If the bib
was previously initialized for Serials Management, then the
imported holdings are ignored. But, if the bib has no items in
the database, and the imported holdings location matches a
Circulation Location set up for Serials Management, then the bib
is automatically initialized for Serials Management while running
function [Compare Import Holdings Profile to Call Numbers Tags].