Items and Holdings in ALEPH 500

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Items and Holdings in ALEPH 500
Version 16 Yoel Kortick
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Basic Components of Holdings Control
ITEM Z30
Z30
Z30
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Basic Components of Holdings Control

• The MARC Holding record is a carrier for
  holdings information.
• This information can include location
  information, summary holdings and specific item
  information.

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The Holdings Record in ALEPH

• In ALEPH, Holdings (HOL) records are created and
  stored in the HOL Library.
• Every BIB record may have one or more linked HOL
  records.
• Normally a library will have one holdings record
  per location.

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The Holdings Record in ALEPH
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CREATE-852-HOL

• Defines whether or not 852 subfields from the
  call number field in the BIB record will be
  automatically generated. This variable is
  applicable only to the HOL library (USM60).
  Possible values are Y or N. Y automatic
  generation of 852 subfields from call number
  fields in the BIB record (099, 098, 090, 092,
  096, 050, 055, 060, 070, 082, 086) The default
  value is N.

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Catalog bibliographic record
Catalog and save bibliographic record
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Create HOL record
Create new record in the HOL library
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The HOL record
Record will be created with a link to the
bibliographic record (LKR field) and an 852 field
including subfields of call number taken from
the bibliographic record.
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The HOL record
The HOL record may then be edited further with
other information such as sub library and
collection. After being saved on server it will
receive a system number in the HOL library.
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Why do we need HOL records?

• MARC Holdings is a standard format for holdings
  information
• ALEPH items and subscriptions do not contain all
  the information that can be entered in a holdings
  record. (summary holdings record is the best
  example)
• A holdings record may be seen as a master
  record which groups several items (for example,
  all items of a multi-volume or a serial).
• Some holdings information - especially the call
  number, is entered by catalogers. Catalogers may
  prefer cataloging the holdings record once rather
  than entering this information in the items
  one-by-one.

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Items are linked to HOL records
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Items are linked to HOL records
Z30-HOL-DOC-NUMBER
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HOLDING - ITEM link enables the holding record
to be the master record for a group of
items.
Holding Item link

• The holding record determines the location of its
  linked items (sub-library, collection and call
  number).

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Holdings records
In order to use a Holding record to control the
fields of the item, the following should be
defined on the server

• In ADM and HOL library define Y for parameter
  X852-ITEM-OVERRIDE in tab100

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X852 ITEM OVERRIDE
Determines whether or not to update the item
location subfields from the 852 field of the
linked HOL record. Possible values are Y or N.
(Default is Y) Y item location subfields
(sublibrary, collection, call no.) are updated
from the 852 field of the linked HOL record. The
line setenv correct_852_subfields in aleph_start
controls which 852 subfields update the Z30
(item) location fields. "Y" must be set in both
the xxx50 and xxx60 libraries.
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Automatic change of Item

•  The following information will be overridden in
  Accordance with the Change in Associated Holdings
  Records
• Item sub-library by b of 852
• Item collection by c of 852
• Item call number type by 1st indicator of 852
• Item call number by sub-fields from 852 as
  defined in the correct_852_subfield environment
  variable in aleph_start_505.

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The subscription record

• The subscription record can also be linked to a
  holdings record.
• The link is transferred to the items created for
  the subscription during issue check-in.

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The subscription record
BIB Record
HOL Record 852 b c h i 866 a
ADM Record
Items HOL number Sublibrary Collection Call
number type Call number
Subscription HOL number Sublibrary Collection Cal
l number type Call number
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Item temporary location
An item can be flagged as having a temporary
location (e.g. course reserves), in which case
its location will not be overridden by the
holdings record
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Items - HOL
There are two methods of entering Items into
ALEPH

• Via the use of a Holding record and thus using
  the Hol. Link field in the item record. The
  holding record is linked to the item.
• Via the entering of an item first and then
  linking it to HOL record.

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Items HOL link (1)
Item records can be linked to HOL records,
through the Hol. Link field in the item record.
If this link is present, the location information
of the item can be managed by the HOL record.
This record contains the item's location,
collection and sublibrary. In this case,
modifying the HOL record also modifies the
location information in the item record.
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Items HOL link (1)
Catalog and save bibliographic record
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Items HOL link (1)
Create new record in the HOL library
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Items HOL link (1)
The HOL record may then be edited further with
other information such as sub library and
collection. After being saved on server it will
receive a system number in the HOL library.
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Items HOL link (1)
Create an item
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Link the item to the HOL record
Items HOL link (1)
Click the arrow next to HOL Link and you will
receive the HOL record(s) which is connected to
the bibliographic record (to which the item is
connected). Select the HOL record and click
refresh.
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Items HOL link (1)
Sub fields from the 852 field of the HOL record
are inserted automatically into the item.
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Items HOL link (1)
If information already existed in the item record
it will be overridden by the values of the 852
field as follows

• Item sublibrary by subfield b of the 852 field.
• Item collection by subfield c of the 852 field.
• Item call number type by the first indicator of
  852 field.
• Item call number by subfields h, i, j, k, l,
  and m of the 852 field.
• Item copy number by subfield t if the subfield
  contains a copy number and not a range of numbers
  for copies.

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Item HOL link (2)
From the HOL Links tab of the Items form you can
create a new HOL record, Link or Unlink the
highlighted item in the Items List to an existing
Holdings record, and call up a Holdings record
for editing in the Cataloging module. The HOL
records that are linked to the highlighted item
will appear in the HOL links tab with a checkmark
in the Linked column. The Hol. Link field for the
relevant item will have the HOL no. of the
holdings record to which the item is linked. The
Linked field will contain a checkmark.
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Item HOL link (2)