Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

[Ann-Marie Breaux]

Thank you, Elaine, Don, and Mary (and my B colleague Eric who replied 
offlist) – I appreciate all the advice and the quick responses.

We’ll sort out the specific fields and mappings with the library.

A-M

From: Open-ils-general 
[mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of Mary 
Llewellyn
Sent: Monday, February 22, 2016 12:02 PM
To: 'Evergreen Discussion Group'
Subject: Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

We use tag 970, configured on the provider record in Evergreen and with the 
vendor (we do it ourselves on B’s Title Source and Ingram’s iPage, and have 
the vendor do it for us where we don’t have access to the vendor’s MARC 
configuration). We chose 970 since it was what our previous system used, so it 
wasn’t a major leap from profiling we’d done with our vendors pre-Evergreen.

We use

970 a = Owning library
970 b = Quantity
970 c = Call number (on the vendor side, we configure a default call number of 
“On Order” for all ordered materials)
970 d = Copy location (on the vendor side, we use a default of “Acquisitions”)
970 e = Circ modifier (on the vendor side, we use a default of “acquisitions”)
970 p = Estimated price (list price)
970 w = Note (lineitem notes)

We don’t include fund in the uploads. We found by eliminating fund as a 
variable value on the vendor’s site, it simplified things and actually saved 
our libraries money in the case of Title Source, since they no longer had to 
subscribe to B’s grids to enter the variable fund for each cart. Instead, our 
librarians apply the fund to the lineitems after the PO is loaded to Evergreen. 
That’s the same reason we went with defaults for the copy location and circ 
mod. The “On Order” call number and the Acquisitions/acquisitions settings make 
it quite clear to staff and public that the item is not yet in the building.

We let the system generate a temporary barcode number with an “acq” prefix when 
the PO is activated, which is why we don’t include that in our 970 either. That 
gets replaced once the item arrives and is cataloged.

We also assign a bib source we call “vendor order record” when the file is 
uploaded. We can use that with SQL to find records that were newly added in the 
load instead of matching our full cataloging records. Then we can look on OCLC 
for fuller versions for the “vendor order record”-labeled records and overlay 
them.  But that’s another story.

Mary

Mary Llewellyn
Database Manager
Bibliomation, Inc.
24 Wooster Ave.
Waterbury, CT 06708
mllew...@biblio.org<mailto:mllew...@biblio.org>




From: Open-ils-general 
[mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of Donald 
Butterworth
Sent: Monday, February 22, 2016 9:01 AM
To: Evergreen Discussion Group
Subject: Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

Ann-Marie,
We always use this feature when adding bib records for purchased titles. It 
allows us to generate and populate purchase orders and copy/item records on 
import.

Field and subfields are *locally defined* in the system.

The field number (Holdings Tag) we use is 962. The subfield definitions we use 
are:
i - barcode
a - call number
t - circ modifier
d - collection code
l - copy location
p - estimated price
b - fund code
o - owning library
c - quantity

Unfortunately not all of the subfields needed to completely define the 
copy/item record are available when defining the 962 tag, thereby adding 
another step in the receiving process.

Once that is done, each "Holding Subfields" must be manually added to every 
vendor/provider record. (It would be very helpful if this configuration 
defaulted, whenever provider records are created ... but I digress)

Once the initial Field and subfield definitions are established, the path one 
takes to set up a provider record is as follows.
Admin > Server Administration >  Acquisitions > Provider > YBP
Hope that helps.
Don

On Mon, Feb 22, 2016 at 2:04 AM, Ann-Marie Breaux 
<abre...@ybp.com<mailto:abre...@ybp.com>> wrote:
Hi everyone,

I’m hoping you might be able to help me. YBP Library Services is a book vendor, 
and we have a few customers who use Evergreen. There are some who want to order 
on YBP’s system and then load MARC records with order data in 9xx fields to 
create bib records and order records in Evergreen. Based on the documentation 
I’ve found, this seems to be do-able.

However I can’t find any details regarding the actual 9xx data. Is it required 
to send the order data in certain 9xx fields, or is that configured by the 
library within Evergreen? If there are specific 9xx fields or order data 
elements that we should be outputting, I would be most grateful if someone 
could point me to the details.

In the Sitka documentation, I did find this:
A 970 holdings tag with subfields o, q, f, and e must included in each MARC 
record for the purchase order to successfully activate.

But then I couldn’t find anything expla

Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

[Mary Llewellyn]

We use tag 970, configured on the provider record in Evergreen and with the 
vendor (we do it ourselves on B’s Title Source and Ingram’s iPage, and have 
the vendor do it for us where we don’t have access to the vendor’s MARC 
configuration). We chose 970 since it was what our previous system used, so it 
wasn’t a major leap from profiling we’d done with our vendors pre-Evergreen. 

 

We use

 

970 a = Owning library

970 b = Quantity

970 c = Call number (on the vendor side, we configure a default call number of 
“On Order” for all ordered materials)

970 d = Copy location (on the vendor side, we use a default of “Acquisitions”)

970 e = Circ modifier (on the vendor side, we use a default of “acquisitions”)

970 p = Estimated price (list price)

970 w = Note (lineitem notes)

 

We don’t include fund in the uploads. We found by eliminating fund as a 
variable value on the vendor’s site, it simplified things and actually saved 
our libraries money in the case of Title Source, since they no longer had to 
subscribe to B’s grids to enter the variable fund for each cart. Instead, our 
librarians apply the fund to the lineitems after the PO is loaded to Evergreen. 
That’s the same reason we went with defaults for the copy location and circ 
mod. The “On Order” call number and the Acquisitions/acquisitions settings make 
it quite clear to staff and public that the item is not yet in the building. 

 

We let the system generate a temporary barcode number with an “acq” prefix when 
the PO is activated, which is why we don’t include that in our 970 either. That 
gets replaced once the item arrives and is cataloged. 

 

We also assign a bib source we call “vendor order record” when the file is 
uploaded. We can use that with SQL to find records that were newly added in the 
load instead of matching our full cataloging records. Then we can look on OCLC 
for fuller versions for the “vendor order record”-labeled records and overlay 
them.  But that’s another story. 

 

Mary

 

Mary Llewellyn

Database Manager

Bibliomation, Inc.

24 Wooster Ave.

Waterbury, CT 06708

mllew...@biblio.org

 

 

 

 

From: Open-ils-general 
[mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of Donald 
Butterworth
Sent: Monday, February 22, 2016 9:01 AM
To: Evergreen Discussion Group
Subject: Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

 

Ann-Marie,

We always use this feature when adding bib records for purchased titles. It 
allows us to generate and populate purchase orders and copy/item records on 
import. 

Field and subfields are *locally defined* in the system.

The field number (Holdings Tag) we use is 962. The subfield definitions we use 
are:

i - barcode

a - call number

t - circ modifier

d - collection code

l - copy location

p - estimated price

b - fund code

o - owning library

c - quantity

 

Unfortunately not all of the subfields needed to completely define the 
copy/item record are available when defining the 962 tag, thereby adding 
another step in the receiving process. 

 

Once that is done, each "Holding Subfields" must be manually added to every 
vendor/provider record. (It would be very helpful if this configuration 
defaulted, whenever provider records are created ... but I digress)  

 

Once the initial Field and subfield definitions are established, the path one 
takes to set up a provider record is as follows. 

Admin > Server Administration >  Acquisitions > Provider > YBP 

Hope that helps.

Don 

 

On Mon, Feb 22, 2016 at 2:04 AM, Ann-Marie Breaux <abre...@ybp.com> wrote:

Hi everyone,

 

I’m hoping you might be able to help me. YBP Library Services is a book vendor, 
and we have a few customers who use Evergreen. There are some who want to order 
on YBP’s system and then load MARC records with order data in 9xx fields to 
create bib records and order records in Evergreen. Based on the documentation 
I’ve found, this seems to be do-able. 

 

However I can’t find any details regarding the actual 9xx data. Is it required 
to send the order data in certain 9xx fields, or is that configured by the 
library within Evergreen? If there are specific 9xx fields or order data 
elements that we should be outputting, I would be most grateful if someone 
could point me to the details. 

 

In the Sitka documentation, I did find this:

A 970 holdings tag with subfields o, q, f, and e must included in each MARC 
record for the purchase order to successfully activate.

 

But then I couldn’t find anything explaining what should be in those 970 fields.

 

Thanks in advance for any guidance anyone can provide.

 

Ann-Marie Breaux

Vice President, Academic Service Integration

YBP Library Services

Phone/fax: +1 (678) 445-5720 <tel:%2B1%20%28678%29%20445-5720> 

e-mail:  <mailto:abre...@ybp.com> abre...@ybp.com 

 




-- 

Don Butterworth
Collection Management Librarian /
Faculty Associate
B.L. Fisher Library

Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

[Donald Butterworth]

Ann-Marie,

We always use this feature when adding bib records for purchased titles. It
allows us to generate and populate purchase orders and copy/item records on
import.

Field and subfields are *locally defined* in the system.

The field number (Holdings Tag) we use is 962. The subfield definitions we
use are:
i - barcode
a - call number
t - circ modifier
d - collection code
l - copy location
p - estimated price
b - fund code
o - owning library
c - quantity

Unfortunately not all of the subfields needed to completely define the
copy/item record are available when defining the 962 tag, thereby adding
another step in the receiving process.

Once that is done, each "Holding Subfields" must be manually added to every
vendor/provider record. (It would be very helpful if this configuration
defaulted, whenever provider records are created ... but I digress)

Once the initial Field and subfield definitions are established, the path
one takes to set up a provider record is as follows.
Admin > Server Administration >  Acquisitions > Provider > YBP

Hope that helps.

Don

On Mon, Feb 22, 2016 at 2:04 AM, Ann-Marie Breaux  wrote:

> Hi everyone,
>
>
>
> I’m hoping you might be able to help me. YBP Library Services is a book
> vendor, and we have a few customers who use Evergreen. There are some who
> want to order on YBP’s system and then load MARC records with order data in
> 9xx fields to create bib records and order records in Evergreen. Based on
> the documentation I’ve found, this seems to be do-able.
>
>
>
> However I can’t find any details regarding the actual 9xx data. Is it
> required to send the order data in certain 9xx fields, or is that
> configured by the library within Evergreen? If there are specific 9xx
> fields or order data elements that we should be outputting, I would be most
> grateful if someone could point me to the details.
>
>
>
> In the Sitka documentation, I did find this:
>
> A 970 holdings tag with subfields o, q, f, and e must included in each
> MARC record for the purchase order to successfully activate.
>
>
>
> But then I couldn’t find anything explaining what should be in those 970
> fields.
>
>
>
> Thanks in advance for any guidance anyone can provide.
>
>
>
> *Ann-Marie Breaux*
>
> Vice President, Academic Service Integration
>
> YBP Library Services
>
> Phone/fax: +1 (678) 445-5720
>
> e-mail: abre...@ybp.com
>
>
>



-- 
Don Butterworth
Collection Management Librarian /
Faculty Associate
B.L. Fisher Library
Asbury Theological Seminary
don.butterwo...@asburyseminary.edu
(859) 858-2227

Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

[Hardy, Elaine]

Ann-Marie,

 

The 9xx field for holdings is configurable. In PINES, we use the 962. From
our set-up documentation and manual, which is still in draft form and not
posted yet:

 

The 962 tag will be used with the following subfields:

 

|b  Policy name = OWNING library

|c  Shelving/copy location

|f   Fund code

|g  Circulation modifier

|j  Call number

|p  Price

|q  Quantity

|u Barcode

|x  Other item attributes needed (ref/non ref; holdable/not holdable;
circulating/not circ; visible/not visible) each item attribute gets a
separate |x

 

Additional Notes:

*   No currency symbol ($) in the price field

*   With the exception of subfield x, subfields with no data must
contain a single character of any type. Subfield x is the only subfield
which can remain empty.

 

Each library system/consortium can have their own 9xx and subfields
defined for their unique needs. There may be required information within
the field - i.e. Owning library, that others can assist you with. But, it
is my understanding that the specific field and subfields are configurable
otherwise. You may find that different Evergreen libraries will have
different fields/subfields; but, I believe a system or consortium should
have the same holdings field and subfields defined for the group as a
whole. For example, all PINES libraries would use the above configuration;
but Sitka uses a different one.

 

J. Elaine Hardy

 

PINES & Collaborative Projects Manager 
Georgia Public Library Service 
1800 Century Place, Ste 150 
Atlanta, Ga. 30345-4304 

 

404.235.7128 Office 
404.548.4241 Cell 
404.235.7201, fax 
eha...@georgialibraries.org 
www.georgialibraries.org/pines 

 

From: Open-ils-general
[mailto:open-ils-general-boun...@list.georgialibraries.org] On Behalf Of
Ann-Marie Breaux
Sent: Monday, February 22, 2016 2:04 AM
To: open-ils-general@list.georgialibraries.org
Subject: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

 

Hi everyone,

 

I'm hoping you might be able to help me. YBP Library Services is a book
vendor, and we have a few customers who use Evergreen. There are some who
want to order on YBP's system and then load MARC records with order data
in 9xx fields to create bib records and order records in Evergreen. Based
on the documentation I've found, this seems to be do-able. 

 

However I can't find any details regarding the actual 9xx data. Is it
required to send the order data in certain 9xx fields, or is that
configured by the library within Evergreen? If there are specific 9xx
fields or order data elements that we should be outputting, I would be
most grateful if someone could point me to the details. 

 

In the Sitka documentation, I did find this:

A 970 holdings tag with subfields o, q, f, and e must included in each
MARC record for the purchase order to successfully activate.

 

But then I couldn't find anything explaining what should be in those 970
fields.

 

Thanks in advance for any guidance anyone can provide.

 

Ann-Marie Breaux

Vice President, Academic Service Integration

YBP Library Services

Phone/fax: +1 (678) 445-5720

e-mail:  <mailto:abre...@ybp.com> abre...@ybp.com 

 

[OPEN-ILS-GENERAL] Loading MARC order records from vendors

[Ann-Marie Breaux]

Hi everyone,

I'm hoping you might be able to help me. YBP Library Services is a book vendor, 
and we have a few customers who use Evergreen. There are some who want to order 
on YBP's system and then load MARC records with order data in 9xx fields to 
create bib records and order records in Evergreen. Based on the documentation 
I've found, this seems to be do-able.

However I can't find any details regarding the actual 9xx data. Is it required 
to send the order data in certain 9xx fields, or is that configured by the 
library within Evergreen? If there are specific 9xx fields or order data 
elements that we should be outputting, I would be most grateful if someone 
could point me to the details.

In the Sitka documentation, I did find this:
A 970 holdings tag with subfields o, q, f, and e must included in each MARC 
record for the purchase order to successfully activate.

But then I couldn't find anything explaining what should be in those 970 fields.

Thanks in advance for any guidance anyone can provide.

Ann-Marie Breaux
Vice President, Academic Service Integration
YBP Library Services
Phone/fax: +1 (678) 445-5720
e-mail: abre...@ybp.com