Transcript OCLC Local Holdings Records (LHRs) for the UCs

OCLC Local Holdings Records
(LHRs) for the UCs
CAMCIG Training
October 20, 2009
Presenter: Sara Shatford Layne
Thank you to …
• Linda Barnhart, UCSD, who worked with Sara
to develop the content of the training
• Valerie Bross, UCLA, for help with Elluminate
• Wanda Pittman Jazayeri (UCI) and Ana Fidler
(UCSB) for standing by to answer questions
about LHRs from the UCI and UCSB
perspectives
What are OCLC LHRs?
OCLC LHRs are:
the OCLC implementation of:
the MARC21 Format for Holdings Data
(sometimes referred to as “MFHD”)
Holdings Data can include …
• Location information
• Call number
• Volumes/issues of a serial that an institution
has in a specific location
• Barcode of an item
• URLs (location data for online resources)
• And more …
Can one institution have multiple
LHRs?
• Yes, an institution can have multiple LHRs
linked to the same OCLC Master Record
• Some reasons for multiple LHRs:
– Multiple copies/volumes at different locations
within the same institution
– Multiple formats associated with one
bibliographic record
What about Institution Records (IRs)?
• LHRs are not Institution Records.
• OCLC Institution Records are bibliographic
records that are institution-specific versions of
the OCLC master record with which they are
linked
CUT IR
(bib)
CUY IR
(bib)
Master
Record
(Bib)
CLU
LHRs
CUI
LHRs
CUT
LHRs
QUESTIONS?
What is the content of an LHR?
• Data probably somewhere in your local system
now:
– Bibliographic records?
– Holdings records?
– Check-in records?
– Item records?
OCLC Requires …
• “Summary” (OCLC-specific; not in MARC21 Holdings
Format). Generated automatically during batchload.
• Summarizes holdings for the institution as a whole
CUI
LHR 3
Master
Record
(Bib)
CLU
Summary
CLU
LHR 1
CLU
LHR 2
CUI
Summary
CUI
LHR 1
CUI
LHR 2
QUESTIONS?
OCLC also requires …
• Leader (includes byte for Type of record)
• 007 field (same as bibliographic 007, but NOT
repeatable)
• 008 field (includes bytes for loan and copy
policies)
• 035 field (OCLC master record control number
for batchloading)
• 852 subfield $a (institution-level) and $b
(more specific location data)
Sample LHR
(Connexion Browser)
Selected additional fields
OCLC = optional; UC = ?
•
•
•
•
•
852 subfields $h $i (call number)
853/863 (encoded volume/issue data)
866 field (textual volume/issue data)
856 field (online link)
Complete information on additional fields:
http://www.oclc.org/holdingsformat/en/default.htm
Sample LHR (again)
(Connexion Browser)
Another Sample LHR (CUI)
And another sample LHR (CUT)
QUESTIONS?
Proposed Content for LHRs:
• Local/copy-specific notes and access points:
– Field for local note: 590
– Fields for local access points: 7xx
• personal names
• corporate names
• titles (e.g., local collections)
• Not yet implemented; display and indexing
unknown at this time
Where can I see LHR data?
• Connexion Browser (LHRs with MARC coding
visible)
• FirstSearch (data from all LHRs)
• WorldCat Local test version (currently, data
from Summary)
FirstSearch
After clicking on UCSB volume holdings
After clicking on UCI volume
holdings
After clicking on UCLA holdings
statement
QUESTIONS?
Why are LHRs useful?
Currently … useful for resource sharing
• 008 policy bytes enable automatic deflection
for titles or categories of titles as specified by
an institution
• Volume/issue holdings permit an institution
to see what another institution has before
sending a request
Why will LHRs be useful?
Soon …
• Display preliminary holdings information in
WCL: will address response time problem for
queries regarding large serials
• Support Melvyl Request functionality, now
known as “AQ” or “Availability query”
But …
WorldCat Local (test)
Remember the FirstSearch display?
What does this mean?
• In WCL, OCLC is currently using data from the
Summary
• CDL is working with OCLC to use location and
volume/issue data from the LHRs instead of
from the Summary
Could LHRs be useful for anything
else?
Potentially …
• Make local bibliographic data searchable and
displayable in WCL
• Eliminate need for records in local systems for
some e-resources
• Identify on-order, in-process records
• Provide basic holdings information for small
affiliated libraries
QUESTIONS?
Implementation of LHRs by UCs
How can we create and maintain LHRs?
• Direct keying (Connexion Browser)
Useful for occasional problem-solving
• Batchloading
The only feasible option for large quantities of data
Phased Implementation
• Phase I (current). Serials. Through Dec. 2009
– Include e-serials
• UCSD covers LHRs for SCP serials
• Campuses do not load LHRs for SCP serials
• Phase II. All e-resources? Jan.-June 2010
• Phase III. All resources?? After Phase II
QUESTIONS?
Batchloading LHRs: Steps
1. Acquire output table from III (III campuses)
2. Submit batchload request to OCLC
3. Create table of location codes
4. Map local holdings data as necessary to OCLCMARC holdings format
5. Work with OCLC to set up initial and
subsequent batchloads
Create table of location codes
Your institution code (e.g., CLU, CUI, CUT)
Your local system location code (whatever your
local system uses)
OCLC Holdings Library Code (4-letter codes that
must be established with OCLC; codes can be
anything)
Display text for Holdings Library Code in WCL
(no current limit on length)
Example (Incomplete List!)
Institution
Local System
Location code
OCLC Holdings
Library Code
Display text for
WCL
CLU
bihi
CLUH
Biomed Library
History and Special
Collections
CLU
sr
SRLF
SRLF
CLU
yr
CLUR
Young Research
Library
CLU
yr*
CLUR
Young Research
Library
How Granular Should Holdings
Location Codes Be?
Granularity must support AQ functionality
– Routing to appropriate ILL unit
– Deflection of requests based on circulation
policies
CDL is developing guidelines
QUESTIONS?
Mapping local holdings data to LHRs
Questions for which there are no answers (yet):
• 856 field data. If we have multiple 856 fields
in one bib record, do we put them all in one
LHR or in many? Do we parse the data in the
856 field and, for example, move the $3 data
somewhere else in the holdings record?
• Will OCLC be able to make use of LHRs with
volume/issue data in multiple 866 fields?
Multiple 86x fields?
Guidelines for the present?
•
•
•
•
•
Do what is easiest, but plan to make changes
Try to follow established standards
Identify options
Identify consequences
Develop UC policies and practices for LHRs
QUESTIONS?
Useful OCLC Documentation
Available LHR fields:
http://www.oclc.org/holdingsformat/en/default.htm
Batchloading LHRs:
http://www.oclc.org/support/documentation/localholdings/LHR_batch_updating_guide/default.htm
LHR creation and maintenance via Connexion
Browser:
http://www.oclc.org/support/documentation/localholdings/create_maintain_lhrs/default.htm
Slides will be posted on the CAMCIG web page.
THANK YOU.