Friday, July 07, 2006

Adding Copies to Aleph


The policy for adding copies in Aleph is the same as was in NOTIS.


Single volume works

1. Create a separate holdings record for each copy.

2. Duplicate or create new item record and link to the holdings record.


Multi-part works

1. Create a separate holdings record for each copy.

2. Duplicate or create new item records for each part of the nu and link to the holdings record.
Backlogs
Temporary procuedure until Item Process Status Codes are finalized
Until we detrmine the number of item process status codes which are needed for Backlog and the relationship between wording in the GUI and the OPAC, continue to use730s in the bibliographic record to control backlog material.

Thursday, July 06, 2006


Use of Single and Multiple Records in Aleph
Interim Policy, July 2006



This policy statement is considered as interim until several issues can be addressed. Perhaps the most radical differences between our use of NOTIS and Aleph are the lack of processing units and the concept of a single record shared by all areas. We will need to proceed with caution as we work out the details.


Issues to be addressed after Aleph is up

Policy for changing records in OCLC through Enhance or Enrich in addition to changes in Aleph.

Policy on when to create a new record in OCLC and, thus, in Aleph.

Local edit practices.

Cataloging practice for Poetry Collection holdings (For now, Poetry holdings should continue to be on separate records).

Future of distinct OCLC symbols (BUF, SBH, SBL).

Local policy for series authority and tracing.

Strategy for records for e-journals (one record for each electronic version or all electronic versions on a single record).

Use of local collection names in records (Thomas B. Lockwood Collection; Berman Collection).

Policy on merging multiple records (records with the same OCLC number or for the same bibliographic entity) into a single record.


Records converted from NOTIS

Consolidating multiple NOTIS records into a single Aleph record was not part of the conversion. This means that Aleph will contain all of the variations of records added and maintained by the five NOTIS processing units.


At this time there are no plans to mount a project to move holdings from any of these multiple records to a single Aleph record. Manual merging of holdings to a single record should not be undertaken at this time.


Overlaying records when there is more than one Aleph record with the some OCLC number

If an OCLC record number is associated with more than one Aleph record it is not possible to overlay any of the records; the export process creates an additional record. Because of this the OCLC record number must be removed from all records other than the one which is to be overlaid. After the overlay has been completed, restore the OCLC number to all records. Please do not use this occasion to merge holdings to a single record.


Protected fields in Aleph bibliographic records

When an Aleph record is overlaid the following fields are protected and are not overwritten.

035 ^9 NOTIS record number
590 Local note
856 URL


Using an Aleph record for a new location

Create a holdings record.

Add subject headings (LCSH or MeSH if lacking)

Use tape command for BUF, SBH, or SBL if use of the record is the first for this symbol.


New records added to Aleph

Add the appropriate OCLC holdings symbol when exporting or later with the tape command.

Do not remove alternative subject classification.


Situations which do not necessitate the creation of a new record in Aleph

Different printing date

Different printing date (This does not apply to Rare Books and other Special Collections holdings).

Copy is a photocopy of original. If wanted, add information as a 590 in the holding record.

Need to add title added entry for backlog copy in a different location (Item Process Status codes will be established for all backlog categories).

Adding topical subject headings to records for UB theses and dissertations.