Aleph Policies & Procedures

2007-03-12T15:41:00.000-04:00

Withdrawal Procedures

1. Copy being withdrawn is not the last public copy
Item record
Unlink item record
Item Process Status Code: WD
Delete holdings record

2. Copy being withdrawn is the last public copy
STA field in bib record: WITHDRAWN
Item record
Unlink item record
Item Process Status Code: WD
Delete holdings record
Cancel holdings in OCLC

2007-02-06T13:43:00.000-05:00

Records for SUNY Centers Shared Collection Titles

Buffalo and the other SUNY University Centers are jointly acquiring the publications of eight university presses for 2006 and forward. In 2006 Albany and Binghamton received titles published by Cornell, Chicago, Duke, Harvard, Michigan, Minnesota, Washington, and Yale university presses. In 2007 Buffalo is receiving titles published by Cornell, Michigan, Washington, and Yale; Stony Brook is receiving titles published by Chicago, Duke, Harvard, and Minnesota. Albany and Binghamton are receiving no titles in 2007. We are adding records to Aleph for all titles involved in this project including those received by Albany, Binghamton, and Stony Brook.

***Titles received by Buffalo

OCLC: BUF holdings symbol added
Holdings record 008 Byte 07: c (consortial)
Aleph sublibrary: Depending on classification, BUFHS, BUFLA, BUFLO, BUFMU, or BUFSI
Aleph collection: GENSS
Books receive a bookplate indicating that the title is part of the SUNY Shared Collection.

***Title received by one of the other university centers; there is no copy at Buffalo

OCLC: BUF holdings symbol not added
Aleph bib record: SUNY SHARED COLLECTION in STA field (this blocks record from going to SUNY Union Catalog)
Holdings record 008 Byte 07: c (consortial)
Call number: Instead of call number use,
delimiter z: To request this title
delimiter u: http://ulilliad.lib.buffalo.edu/illiad/lml/Logon.html (or the Illiad URL for Law or HSL)
(The URL brings up the Illiad sign-on page; from there users can request the book)
Aleph sublibrary for copy at one of the other university centers: BUFSS
Aleph collection: ALB (Albany); BING (Binghamton); STONY (Stony Brook)

***Title received by one of the other university centers, and there is already a copy at Buffalo

OCLC: BUF holdings symbol has already been added
Aleph bib record: Do not add at STA field with SUNY SHARED COLLECTION

In holdings record for the copy received by one of the other university centers
Holdings record 008 Byte 07: c (consortial)
Aleph sublibrary: BUFSS
Aleph collection: ALB (Albany); BING (Binghamton); STONY (Stony Brook)

***A copy for Buffalo is acquired after record has been added for a title received by one of the other university centers

OCLC: Use tape command to update OCLC to add BUF symbol
Aleph bib record: Remove STA field SUNY SHARED COLLECTION from bib record

2007-01-16T15:47:00.000-05:00

Holdings Records in BISON
January 2007

Holdings records for serials in all formats

This document defines the Aleph holdings record as used by the Libraries at the State University of New York at Buffalo for serials in all formats. The document identifies data elements related to holdings, defines data elements and their recording, and specifies data elements that are required for each level of specificity in holdings records.

It is the policy of the UB Libraries to create a separate holdings record for each copy of a serial publication. Composite holding statements are not used. Holding records are not created until the materials are in hand. If there have been no receipts for an order, a holdings record should not be created. The only exception is to create a holdings record for selected material on order for HSL reference; there is no other way to record the information that the title requires an artificial subfield k designation, e.g., Dictionaries.

The appropriate value for each field is in bold. If no value is bolded, then the most appropriate value for that situation should be used.

Fixed Fields

When adding holdings or making any other change to an existing holdings record it may be necessary to edit some or all of the fields in the LDR.

LDR Leader
Byte 05 Record status
c corrected or revised
n new
d deleted (holdings deleted; holdings record still exists but is suppressed)

Byte 06 Type of record
Default: x Single-part item holdings
y Serial item holdings

Byte 17 Encoding level
Default: 1 Holding level 1
2 Holding level 2
3 Holding level 3
4 Holding level 4

Byte 18 Item information in record
Default: n No item information

007 Physical Description Fixed Field
Irrespective of the presence of an 007 in the bibliographic record, it is mandatory that an 007 be created in the holdings records for serials when the format for the copy covered by the holdings record is other than print.

When adding the field through either the F5 or F6 command a window opens with a list of the possible physical formats. Based on the format selected the template provides the fields which must be completed.

If the bib record contains the appropriate 007, copy and paste the field into the holdings record.
Example: cr^cnu

008 Variable Control Field
When adding holdings or making any other change to an existing holdings record, it may be necessary to edit some or all of the data elements in the field.

Byte 06 Receipt or acquisitions status
0 Unknown (Used in some records converted from NOTIS)
2 Received and complete or ceased (indicates that all parts or a multi-part item or serial have been published or that the publication is no longer issued)
4 Currently received
5 Not currently received (cancelled, no subscription or standing order)

Byte 07 Method of acquisition
c Cooperative or consortial purchase
d Depository
f Freely available
g Gift
m Membership
p Purchase
u Unknown (Used in some records converted from NOTIS)

Bytes 08-11 Intent to cancel date or expected acquisition date of last part
^^^ No intent to cancel or not applicable
yymm Date of cancellation or last expected part
yymm Intent to cancel; effective date not known (date of last expected item)

Byte 12 General retention
2 Retained except as replaced by updates
4 Retained until replaced by microform
5 Retained until replaced by cumulated or replacement volume, or revision
6 Retained for a limited period
8 Permanently retained

Bytes 13-15 Specific retention policy (Use of Bytes 13-15 is optional; mandatory if Byte 12 is 6)
Byte 13 Policy type
^^^ No specific retention policy
1 Latest
p Previous

Byte 14 Number of units
1-9 Number of units

Byte 15 Unit type
m Month(s)
w Week(s)
y Year(s)
e Edition(s)
i Issue(s)
s Supplement(s)

Byte 16 Completeness
0 Other (Limited retention, or no estimate made)
1 Complete (95-100%)
2 Incomplete (50-94%)
3 Scattered (0-49%)

Bytes 17-19 Number of copies reported
001

Byte 20 Lending policy
a Will lend
b Will not lend
c Will lend hard copy only
l Limited lending policy

Byte 21 Reproduction policy
a Will reproduce
b Will not reproduce
u Unknown (Used in records converted from NOTIS)

Bytes 22-24 Language
A three-character MARC code that indicates the language of coded data in the 863-865

Enumeration and Chronology fields.
^^^ (Used if no compressed or expanded captions)
und Undetermined

Byte 25 Separate or composite copy report
0 Separate copy report
1 Composite copy report (Not used)

Bytes 26-31 Date of report
An operator supplied date indicating the currency of the holdings information. Entered as yymmdd.

852 Location and access

First indicator Classification type
0 LC
2 NLM
3 SuDocs
4 Shelving control number
5 Title
8 All others

Second indicator Not used

Subfields
a Not used
b Sublibrary
c Collection
k Call number prefix
h Classification part of call number plus first cutter for call numbers with two cutters; also use for textual call numbers, e.g., In [name of electronic product] or Electronic journal (also see i)
i Item part of call number (cutter) plus any date in call number; name of electronic product or package
x Non-public note
z Public note

853-855 Captions and Patterns
Applied by staff in CTS Print Periodicals and Serials and Law for currently received material.

863-865 Enumeration and Chronology
(Applied by staff in CTS Print Periodicals and Serials and Law for currently received material; future use for all serials to be considered)

866-868 Free text holdings

866 Holdings
867 Supplement (s) to holdings
868 Index (es) to holdings

866-868 First indicator (Field incoding level)
2 Limited retention; used for titles for which holdings are retained for a limited period. Fixed field information is coded to specify limited retention; subfield z contains a note describing the retention policy. To the extent possible, the limited retention policy should also be expressed correctly in coded form (008 Byte 12: General Retention Policy, and Bytes 13-15: Specific Retention Policy).

3 Summary level ; contains summary (first level) enumeration/chronology
information for basic bibliographic unit, supplement (s), and/or index(es) (Use in instances when a title has a large number of parts and our holdings are very sporadic requiring an unmanageable number of 866 fields; may also be used for holdings for based on Serials Solutions data).

4 Contains detailed enumeration/chronology information for basic bibliographic unit, supplement (s), and/or index(es).

Second indicator
1 ANSI Z39.44 of ANSI/NISO Z39.57

Subfields
a Textual string
x Non-public note
z Public note

In addition to the levels described above it is also possible to combine holdings at levels 3 and 4 on a single holdings record, e.g., retrospective holdings are at the summary level and current holdings are at the detailed level.

2006-12-30T11:41:00.000-05:00

Holdings Records in BISON
January 2007, revision 1

Holdings records for multi-part monographs

This document defines the Aleph holdings record as used by the Libraries at
the State University of New York at Buffalo for multi-volume monographs
exclusive of holdings for electronic versions of monographs attached to
print records. The document identifies data elements related to holdings,
defines data elements and their recording, and specifies data elements that
are required for each level of specificity in holdings records.

It is the policy of the UB Libraries to create a separate holdings record
for each copy of a multi-volume work. Composite holding statements are not
used. Holding records are not created until the materials are in hand. If
there have been no receipts for an order, a holdings record should not be
created. The only exception is to create a holdings record for selected
material on order for HSL reference; there is no other way to record the
information that the title requires an artificial subfield k designation,
e.g., Dictionaries.

The appropriate value for each field is in bold.

Fixed Fields
When creating a new holding record it is necessary to edit the LDR. The
value in Byte 06 needs to be changed to "v"; the value in Byte 17 needs to
be changed to "4".

When adding holdings or making any other change to an existing holdings
record it may be necessary to edit some or all of the fields in the LDR to
reflect the correct values.

LDR Leader
Byte 05 Record status
Default: n new

Byte 06 Type of record
v Multi-part item holdings (not serials)
Default: x

Byte 17 Encoding level
4 Holding level 4
Default: 1 Holding level 1

Byte 18 Item information in record

Default: n No item information

007 Physical Description Fixed Field
The appropriate place for the 007 is in the bib record, not the holdings record.

008 Variable Control Field
When creating a new holdings record for purchased material all defaults
except those for Byte 06 and Byte 16 can be accepted. Technically the
default for Byte 25 is incorrect; until we can change the default for this
byte, accept the current default.

For monographs received as a gift, Byte 07 should be changed to "g"; it is
no longer necessary to create a subfield x to indicate that the copy is a
gift. For monographs received via a depository arrangement, Byte 07 should
be changed to "d"; for those received through a cooperative or consorial
arrangement Byte 07 should be changed to "c

When adding holdings or making any other change to an existing holdings
record it may be necessary to edit some or all of the fields in the LDR.

Byte 06 Receipt or acquisitions status
0 Unknown (Used in records converted from NOTIS; use in Aleph when adding a holdings record for a previously cataloged title not in Aleph)
Default : 2 Received and complete or ceased
(indicates that all parts or a multi-part item or serial have been
published or that the publication is no longer issued)
4 Currently received
5 Not currently received (cancelled, no subscription or ` standing
order)

Byte 07 Method of acquisition
c Cooperative or consortial purchase
d Depository
f Freely available
g Gift
m Membership
Default : p Purchase
u Unknown (Used in records converted from NOTIS; use in Aleph when adding a holdings record for a previously cataloged title not in Aleph)

Byte 12 General retention
Default : 8 Permanently retained

Byte 16 Completeness
Default : 0 Other
1 Complete (95-100% all published to date)
2 Incomplete (50-94% of all published to date)
3 Scattered (0-49% of all published to date)

Bytes 17-19 Number of copies reported
Default : 001 1 copy

Byte 20 Lending policy
Default : u Unknown

Reproduction policy:
Default: u Unknown

Bytes 22-24 Language
Default: Language code in 008 of bib record is repeated here.

Byte 25 Separate or composite copy report
0 Separate copy report

Default: 1 Composite copy report

Variable fields

852 Location and access
First indicator Classification type
0 LC
2 NLM
3 SuDocs
4 Shelving control number
5 Title
8 All others
No clear default

Second indicator Not used

Subfields
b Sublibrary
c Collection
k Call number prefix
h Classification part of call number plus first cutter for call numbers
with two cutters; also use for textual call numbers, e.g., In [name of
electronic product]
i Item part of call number (cutter) plus any date in call number
x Non-public note
z Public note

866-868 Free text holdings
866 Holdings
867 Supplement (s) to holdings
868 Index (es) to holdings

First indicator
4 Contains detailed enumeration/chronology information for basic
bibliographic unit, supplement (s), and/or index(es)

Second indicator
1 ANSI Z39.44 of ANSI/NISO Z39.57

2006-12-30T11:30:00.000-05:00

Holdings Records in BISON
January 2007, revision 1

Holdings records for single volume works

This document defines the Aleph holdings record as used by the Libraries at
the State University of New York at Buffalo for single volume monographs
exclusive of holdings for electronic versions of monographs attached to
print records. The document identifies data elements related to holdings,
defines data elements and their recording, and specifies data elements that
are required for each level of specificity in holdings records.

It is the policy of the UB Libraries to create a separate holdings record
for each copy of a single volume work. Composite holding statements are
not used. Holding records are not created until the materials are in hand.
If there have been no receipts for an order, a holdings record should not
be created. The only exception is to create a holdings record for selected
material on order for HSL reference; there is no other way to record the
information that the title requires an artificial subfield k designation,
e.g., Dictionaries.

The appropriate value for each field is in bold.

Fixed Fields
LDR Leader
The appropriate value for each field is the default. No changes to the LDR
are necessary.
Byte 05 Record status
Default: n new

Byte 06 Type of record
Default: x Single-part item holdings

Byte 17 Encoding level
Default: 1 Holding level 1

Byte 18 Item information in record
Default: n No item information

007 Physical Description Fixed Field
The appropriate place for the 007 is in the bib record, not the holdings record.

008 Variable Control Field
For purchased monographs the defaults can be accepted for each field.
Technically the defaults for Byte 16 and Byte 25 are incorrect; until we
can change the defaults for these two bytes, accept the current defaults.

Byte 06 Receipt or acquisitions status

0 Unknown (Use when adding a holdings record for a previously cataloged title not in Aleph)
Default: 2 Received and complete

Byte 07 Method of acquisition
c Cooperative or consortial purchase
d Depository
g Gift
Default: p Purchase

u Unknown (Use when adding a holdings record for a previously cataloged title not in Aleph)
z Other method of acquisition (Use for UB theses and dissertations)

Byte 12 General retention
Default: 8 Permanently retained

Byte 16 Completeness
Default: 0 Other
4 Not applicable

Bytes 17-19 Number of copies reported
Default: 001 1 copy

Byte 20 Lending policy
Default: u Unknown

Reproduction policy
u Unknown

Bytes 22-24 Language
Default: Language code in 008 of bib record is repeated here.

Byte 25 Separate or composite copy report
0 Separate copy report
Default: 1 Composite copy report

Variable fields

852 Location and access
First indicator Classification type
0 LC
2 NLM
3 SuDocs
4 Shelving control number
5 Title
8 All others
No clear default

Second indicator Not used

Subfields
b Sublibrary
c Collection
k Call number prefix
h Classification part of call number plus first cutter for call numbers
with two cutters; also use for textual call numbers, e.g., In [name of
electronic product]
i Item part of call number (cutter) plus any date in call number
x Non-public note
z Public note

2006-10-25T08:47:00.000-04:00

Because of procedures for contributing records to the SUNY Union Catalog,
there can be no use of the STA field in bibliographic records beyond the
following. The use of approved text in the STA field is explained in the
context of workflow.

1. Last public copy is withdrawn.

Item Process Status code: WD
STA field in bib record: WITHDRAWN

Use WITHDRAWN for material in all formats including online.

2. There are no public copies, or we do not want the record to appear in the
OPAC for a reason other than the last public copy has been withdrawn.

Item record is not affected.
STA field in bib record: SUPPRESSED
Holdings record is not affected.

3. The bib record is a duplicate, it was passed from OCLC in error, or it
is not needed for some other reason.

If necessary, any item and holding records have been moved to a different
bib record.
STA field in bib record: FOR DELETION
Holdings record is deleted from server (Ctrl+r) or click icon).

The text in the STA field must be uppercase.

Note that DELETED should never be used, since the result is that record is
retrievable only by system number. Nor should one delete a bib record from
the server.

Contributing Records to the SUNY Union Catalog

2006-10-21T11:06:00.000-04:00

The initial extraction of data for the SUNY Union Catalog will take
place soon. Based on instructions which I have provided and current
policies for the SUNY Union Catalog, records will be sent for inclusion if
they meet the following criteria.

1. Bib record does not contain a STA field.
Suppressed records in NOTIS were loaded into Aleph with a SUPPRESSED in
STA. Any other use we have made of STA in bib records will prevent a
record from being sent.

2. There is a holdings record. This is a SUNY policy for the union
catalog which I want to see changed since it prevents on order or
in-process material from appearing in the union catalog unless there are
holdings records. The absence of an item record does not prevent a bib
record from appearing in the union catalog.

3. The record is in any UB collection other than Electronic Reserve
(BUFER). Note that all records for non-reserve electronic resources will
be added to the union catalog.

After the initial load there will be a weekly machine examination of the
bibliographic 005 field in each record. Based on the dates in this field a
record is identified as new or changed since the last extraction. Then, the
above criteria for inclusion in the union catalog are applied.

Poetry Collection holdings

2006-10-07T15:30:00.000-04:00

Effective October 9, 2006, the procedures outlined below should be followed
when reflecting holdings for the Poetry Collection in BISON.

When the Poetry Collection or any other collection holds the same item the
holdings for all locations should be attached to a single bibliographic
record. For material ordered or cataloged beginning October 9, 2006, it is
no longer the policy to have a separate catalog record for Poetry
Collection holdings.

At the point of ordering or cataloging for the Poetry Collection if there
is already a bibliographic record with holdings for another collection, use
that record for Poetry. Do not add another record.

When an item is cataloged for Poetry, or an existing record is used, note
fields regarding binding, color, limited edition, or inscription are to be
coded as 590.

When an item is cataloged for Poetry, or an existing record is used, note
fields identifying authors of blurbs are to be coded as 590.

When an item is cataloged for Poetry, or an existing record is used, added
entries for personal name added entry with e Auxilium are to be coded 970.

The collation (300 field) should not be enhanced when an item is cataloged
for Poetry or an existing record is used. In those cases when it is
considered necessary for Poetry cataloging staff to enhance the collation,
the enhancements should be reflected in a 926 field or in a 590, not in the
300.

Effective with new records added or existing records used for Poetry
Collection holdings on October 9, 2006, forward bibliographic records with
Poetry holdings will be overlaid to reflect the addition of table of
contents or other changes to the records. 590s and 9XXs (as well as 856s
and any NOTIS number in an 035)are protected in all bibliographic records
in the overlay process.

If at the point of ordering or cataloging for a collection other than
Poetry there is already a bibliographic record being used only by Poetry,
use that record for the other collection. Do not add a new record.

If the record includes 590 fields, do no change or delete them. If the
record contains 700 fields with e Auxilium, change those 700s to 970s.

All subfields and delimiters valid with 300, 700, and 710 are also valid
with their 9XX counterparts.

When it necessary to add a table of contents to a record which has been
used for Poetry holdings and that record was added or the cataloging was
done prior to October, 9, 2006, copy and paste the table of contents into
the record. Do not overlay the record.

The procedures outlined above, along with others adopted with the
implementation of Aleph, make it possible for all holdings, regardless of
location, to be on the same bibliographic record.

Error Parsing Find Request

2006-10-05T13:28:00.000-04:00

Error Parsing Find Request

The message "Error Parsing Find Request" can be received when doing a Find
search in GUI for titles consisting solely or primarily of common words.
When doing an Exact titles search "To be or not to be" the parsing message
is received. The result is the same if the Words Adjacent box is checked.

In order to avoid this error message, do a Browse search for Titles.

Missing copies in Aleph

2006-08-18T08:50:00.000-04:00

When a copy is not returned by a patron or is declared missing the
appropriate circulation area will add an item process status of MI
(missing) to the item record.

If the missing copy is replaced by either purchase or gift, technical services will create a new item record linked to the same holdings record for the replacement copy and, in the item record for the missing copy, change the item process status from MI to SU (suppressed).
The rationale is that patrons need to know if the only copy is missing. But if the missing copy is replaced they do not need to know that there is a missing copy in addition to an active copy.
Please note that the above applies to copies for the same edition/copies on the same record.

2006-08-11T08:43:00.000-04:00

Call Number Field for UGL Leisure Reading

We will no longer use "in UGL Leisure Reading Collection" as a call number. Instead, use shelving scheme of blank and the wording "No call number" in subfield h.

Since there is a collection name for this collection use of "in UGL Leisure Reading Collection" is redundant. All items in Leisure Reading can also be retrieved by a search for collections=lread.

2006-07-28T17:00:00.000-04:00

Item Records for Parts of Incomplete Volumes of Monographic Sets

When fascicules or other parts of incomplete volumes of monographic sets are received Acquisitions will create an item record and add the in process Item Process Status code. Cataloging staff should update contents as appropriate and remove the Item Process Status code. The system assigned barcode should not be replaced.

When the first fascicule is processed in Aleph by Cataloging, item records with system assigned barcodes should be created for any other fascicules associated with incomplete volumes.

2006-07-24T14:51:00.000-04:00

Enumeration/Chronology and Midspine Information

In NOTIS we used Enum/Chron in the item record to indicate the primary or first level of enumeration or chronolgy for multi-part works; we used the Midspine to indicate the secondary level.

In Aleph use Description in the General Information 1 item display to record the same information formerly recorded in NOTIS Enum/Chron. Information added to this field will display in both the GUI and the OPAC.

In order for the NOTIS midspine information to be displayed in the GUI enter it in the Enum Level 1 of the General Information (1) item display. In order for the information entered in Enum Level 1 to display in the OPAC the information must also be displayed in the OPAC Note field of the General Information 2 item display. In some instances we may not want information in Enum Level 1 to display in the OPAC. Note that information entered in Enum Level 1 of the General Information (1) item display automatically displays in Enum Level 1 of the Serials Levels item display.

At this time do not use any of the other serial level fields in item records.

Examples

Monographic set
NOTIS
Enum/Chron: Bd.2

Aleph
Description: Bd.2

Periodical-entire volume is bound together
NOTIS
Enum/Chron: v.5
Midspine: 1950

Aleph
Description: v.5
Enum Level 1: 1950
OPAC note: 1950

Periodical-volume is bound by months
NOTIS
Enum/Chron: v. 100 July-Sept.
Midspine: 1950

Aleph
Description: v. 100 July-Sept.
Enum level 1: 1950
OPAC note: 1950

Periodical-volume is bound by pages
NOTIS
Enum/Chron: v.52 pgs.321-end
Midspine: 1989:July-Dec.

Aleph
Description: v.52 pgs.321-end
Enum level1: 1989:July-Dec.
OPAC note: 1989:July-Dec.

Serial when primary level is volume number
NOTIS
Enum/Chron: v.23
Midspine: 1945

Aleph
Description: v.23
Enum level 1: 1945
OPAC note: 1945

Serial issued with multiple volumes within a year
NOTIS
Enum/Chron: 1999: v.1

Aleph:
Description: 1999:v.1

Set or serial within a series
NOTIS:
Enum/Chron: Bd. 12 (vol. number of series)
Midspine: v.1 (vol. number of set within series)

Aleph
Description: Bd. 12
Enum level 1: v.1
OPAC note: v.1

Serial issued in editions
NOTIS
Enum/chron: 1996
Midspine: 29th

Aleph
Description: Bd. 12
Enum level 1: 29th
OPAC note: do not use

2006-07-22T10:11:00.000-04:00

Material Types and Arrival Dates for Sets and Serials

The correct material types in item records for multi-part print titles are the
following:

1. Monographic set ISSBK

2. Volume of a serial Issue

3. Volume of a periodical ISSPR

After adding a volume for any of the above it is necessary to arrive the volume.

1. Go to the Serial Information item screen.

2. Place cursor in Arrival Date window.

3. Enter F12 to get today’s date added to the field.

4. Update the records.

It is not necessary to change any other fields in the Serial Information item.

2006-07-21T10:25:00.001-04:00

Searching SuDoc Numbers

There are two browse indexes which retrieve SuDoc call numbers. Call Number SuDoc indexes the call number in the holdings record and in the 086 of the bib record. The Government Documents index indexes only from holdings records, making it the preferred index.

The Government Documents index is also retrieving Canadian document classification numbers since those were coded as "S" in NOTIS and now as "3" in Aleph.

2006-07-20T15:55:00.000-04:00

Piece Counts from NOTIS Item Records

The NOTIS item record included a field in which the number of pieces associated with an item could be entered. For example, a book has two folded maps in a pocket, or a portfolio contains 20 loose plates. Use of this field was not consistent, however. Since Aleph does not have a corresponding field, any piece counts in NOTIS could not be migrated to Aleph.

When there are loose items in pockets or when a portfolio contains loose material, please follow this procedure.

Go to General Information Display (2) and then to Circ Note. Instead of indicating a piece count, describe the situation.
Examples: 1 map in pocket 2 plates in pocket 25 sheets in portfolio

When the barcode is scanned in Circulation at the time of charge and discharge circulation notes display in a separate window alerting staff about these loose items.

We will explore the possibilities of a report of piece counts from NOTIS to be used for adding information to Aleph item records.

2006-07-20T14:51:00.000-04:00

Entering Barcodes

Aleph does not verify barcode numbers to ensure that the numbers are valid. NOTIS read barcodes and determined that the numbers entered, and in the order in which they were entered, equalled the check digit. Inasmuch as Aleph does not do this calculation it is possible to enter an invalid number. To avoid entering an invalid number, use barcode scanners to enter barcodes into item records.

2006-07-17T11:31:00.000-04:00

Holdings Records

A comprehensive policy statement on creating and editing holdings records will be produced. Until that is done, please follow these basic guidelines.

Enter holdings in 866, 867, and 868 the same way you did in NOTIS, omitting the use of the subfields B, S, and I.
In the LDR (leader) accept the N for new; at this time do no change N to C if changes are made to the holdings record. This appears in the 7th position in holdings records converted from NOTIS; it is in the fifth position in holdings records created online in Aleph.
In the LDR (leader) use the Type of record codes.

v Multipart item holdings (non-serial) x Single-part item holdings y Serial item holdings

This appears in the 8th position in holdings records converted from NOTIS; it is in the sixth position in holdings records created online in Aleph.

2006-07-12T14:19:00.000-04:00

Monographic Binding

The following does not apply to rush requests.

1. All unbound monographs should be routed to Preservation.

2. Leave the Arrival Slip in the book.

3. Accept the system-assigned barcode; do not assign a 39072 barcode.

4. Set the Item Process Status as PR (in Preservation).

5. If Preservation sends the book to the bindery, Preservation will change the Item Process Status to Bindery prep (for material being prepared for the next bindery shipment) and At bindery (for material which has gone to the bindery).

2006-07-12T14:14:00.000-04:00

Item Records for Internet Resources

Create an item record for Internet resources.
Accept the system-assigned barcode.
Use the appropraite material type, e.g., Book.

2006-07-07T12:19:00.000-04:00

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.

2006-07-07T11:42:00.000-04:00

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.

2006-07-06T10:27:00.000-04:00

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.