Export-program requirements for Voyager BibConvert      Last revised:97-05-14

Bibliographic/Holdings Processing

1. Data Transfer

• Data will be delivered on separate 8mm Exabyte cartridge tapes, written on an Exabyte unit configured for the GEAC 9000.
• Data will be created by an extract program written by Eric Willis.
• Data on each tape will be in standard MARC format
• Holdings information will be included in GEAC MARC format for each bibliographic record
• repeatable tag 930s containing summary-of-holding information

930 subfield	description	comment
b	copy number	none on GEAC
d	copy call number	most 930s don't have one
f	completeness code
g	acquisitions status code
h	retention code
i	copy note
j	enumeration
k	chronology
l	location
m	loan type
e	date of last change

• repeatable tag 966s containing detailed-holdings (item) information in GEAC format:

966 subfield	description	Source on GEAC	comment
a	volume level note field	volume-level notes	to be mapped into Voyager item-level note field
b	barcode number		some (<500) will have no $b (NBARs)
c	copy number	ICPY
d-i	volume numbering		includes descriptors;old records have all enumeration in $d
l	location	ILOC
m	loan type	IDLOAN
n	item note	CNOTE + item $n
			was p for price;UoW will not send it
s	call number
u	item status
w-z	optional fields
w	historical charges	ICIRC + HCIRC
x	historical browses	IRESH + HRESH
y	secondary location	ISLOC
1 ("one")	chrnonology	CTXT	put into Voy chronology field

• Several data sets will be delivered:
• regular monographs and serials (LC Call numbers and others)
• government publication monographs and serials (CODOC call numbers)
• Rare-Book collection (special call-number format)
• reserves bibliograpic MARC info created from the circ system

Pulling the CODOC and RARE-BOOK items separately from the others will allow one to set the 852 indicator for types of call-number uniformly to the same value for the entire set.

BIBCONVERT and LOAD should report on:

• numbers of records loaded (bibliographic, MFHD and items)
• numbers of records rejected
• GEAC RSN and bibliographic information of records rejected
• reason for rejection of record

1.  GRSN record number

GEAC RSN in systems tag 001 is corrupted. Extract program of Eric Willis will write the Waterloo RSN to a variable-length tag 901 and recreate a correct systems-tag 001 with the institutional prefix.

Endeavor will then process the systems tag 001 in the output record as it would for any other site, i.e. map to 035 $9.

Tag 008 is fixed in length for each bibliographic record upon conversion and cannot be changed later online. Endeavor will pad out short 008s and truncate long 008s on conversion. USMARC length is 40 characters: character positions 0 to 39. Waterloo will identify how many bibliographic records fall into the too-short and too-long categories prior to loads.

There should be no fixed-field tag beyond tag 008. Waterloo will identify these prior to load. There are some fixed-field tags 009 in cartographic formats but these are to be mapped to tags 007 or 008 by the extract program prior to BIBCONVERT.

MFHD creation principles for University of Waterloo:

• Normal rule: unique combination of Location, Call-number and Copy number.
• UoW rule: unique combination of     Location, Call-number and Material Type

It is believed the ICOPY field on the GEAC circulation system is not reliable enough to substitute as a copy number for determining when to split off a separate MFHD as 966 item-level information is processed. The Material Type field 966$m will be used instead of 966$c copy field at the item level. At the 930 summary-of-holdings level the 930 $m material-type field will also be used instead of a copy number (which doesn't even exist on UW 930s).

One MFHD will be created to describe the monograph with information such as the location and call number in tag 852 of the MFHD, and barcode and enumeration information in the item-level record. The 966$n item-level note will be moved to an 852$z note field in the MFHD record.

Use rule in 1) above to create a MFHD for each unique combination of location,call# and material type.
Create an 866 in each MFHD for each volume and put the enumeration for each item in 866$a.

Would result in 2 MFHDs:
MFHD 1                                                              MFHD 2
852$bXXX $hPR1234                                        852$bXXX $hPR1234
866$av.1 pt.2$zbound and gagged                      866$av.1 pt.2 $ztorn and ripped
866$av.2 pt.1$zlies and deceits

2 Item records with barcodes,mat types              1 item record with a bar-code and a material type.

(mapping of other data-fields described below)

4. Missing Call-Numbers at the 930 summary-of-holdings level

Most 930 summary-of-holdings statements do not contain a call-number. If a 930 is missing a call-number in the $d subfield take the $s call-number of the first 966 detailed-holdings tag that matches to the 930 tag by the same location and material type (i.e. $l and $m).

• Establish a MFHD for each unique 930.
• For each 930 that matches existing MFHDs for location, material type and call number, create an 866 in the original MFHD.
• Match 966s to 930s based on location, material type and call number.
• Move 930 $j and $k (enumeration and chronology) to 866 $a
• Move 830 $i to 866 $z
• Move 966$n to item-level note field in the item record.
• Do not create 866s for each 966.
• Create item-records for each 966 under the appropriate MFHD.
• $d-$i are moved to the item-enumeration field
• $1 (one) moved to chronology field if it is not "0000"

Exception situations

In the UW database there are many records which have multiple 930 records which describe the same copy
The process for consolidating the many 930s into unique 930s before matching 966s to 930s is:

• Create a MFHD for the first 930 tag, using the call number from the 1st 966 that matches the first 930 by location and material type.
• If a subsequent 930 shares the same $l and $m but has no $j or $k, add to tag 866 in the preceding MFHD and put the 930$i note field into 866$z.
• If a subsequent 930 shares the same $l and $m but does have $j or $k fields, create an additional 866 on the same MFHD

• if no $d create one MFHD with an 863 for each 930 and create the 852 $h call-number field from tag 090$a
• if it has a $d, create MFHD for each call#,location combination

1. Location/Material type => Item type/Location Excel table

Current Table: (to be submitted by Linda Teather)

No routine for handling boundwiths on load is in place. This item is under consideration by Endeavor. In the meantime no specification will be made for boundwiths to the extract program being written by Eric Willis.

3. Erasing of incoming data

For test phases, the 966 and 930 data should remain on the MARC record after conversion.
For the production load, the voluminous 966 data should be deleted after use.

4. MFHD values on processing:

The following document was tabled by Betty Graf re creating data in the MFHDs for our database. Tom will need to review and edit this, but its our best understanding of how to adapt the MARC holdings format for our data:

Conversions specifications for GEAC to MARC holdings

05  n (new)

06

• x if bib. leader byte 7=m and there is no $d in 966 to indicate detailed holdings
• v if bib. leader byte 7=m and there is a $d in 966
• y if bib. leader byte 7=s

18  n

Fixed field 008

06 Receipt status

• Monos Use 2 if bib leader byte 7=m
• Serials
• Use 0 for unknown.
• Use 4 if bib leader byte 7=s and 930 $g=4
• Use 5 if bib leader byte 7=s and 930 $g=4
• Use 0 for all others

07         Method of acquisition

• u (unknown)

• blanks.

• Monos  Use 8 if bib leader byte 7=m
• Serials
• Use 0 for unknown.
• Use 8 if bib leader byte 7=s and 930 $h=blank
• Use 6 if bib leader byte 7=s and 930 $h=6
• Use 7 if  bib leader byte 7=s and 930 $h=7
• Use 0 for all others

13-15    Specific retention
             Use blanks.

16         Completeness

• Monos
• Use 4 if bib leader byte 7=m  and there is no 966 $d to indicate detailed holdings
• Use 1 if bib leader byte 7=m  and there is an $d to indicate detailed holdings and  first position of bib 300 $a is not blank
• OR Use 0 (unknown)
• Use 0 for other monos.

• Serials
• Use 0 for unknown or  Use 1 if bib leader byte 7=s and 930 $f=1
• Use 2 if bib leader byte 7=s and 930 $f=2
• Use 3 if  bib leader byte 7=s and 930 $f=3
• Use 0 for all others

Can we get this from no. of copies on circ. or calculate it?

21 Reproduction policy
      Use u (unknown)

22-24 Language if table required to generate chronological terms for expansion.
      Use eng (we can change when/if we update holdings)

25 Separate or composite copy report
     Use 1 if 17-19 is greater than 001, otherwise use 0

26-31 If 930 use data in last 6 characters of $e, otherwise use 000000.
          (confirm Endeavor can process 930 $e field)
852 field

Indicator 1 (Classification scheme used in indexing call number)

Waterloo will separate the major categories of call-number types before delivering to Endeavor

Indicator 1 (First shelving scheme)

• Use 0 for LC class number
• Use "c" for CODOC
• Use 8 for Rare books

• Use 0 if no volume information (holdings leader byte 7=x)
• Use 1 if volume information (all others)

• Use location code in 966 or 930$l  as per MFHD rules above

• Use 966 $s (use 090$a if bib record has no 966s and there is no 930 $d)

866 field (build from detailed holdings for serial and multipart items)

Indicator 1

• blank

• blank

• Use data in $d-$i of 966

• 966 $n

866 field (built from 930 fields )

Indicator 1 (encoding level)

• blank

• blank

• Use data from 930 $j and $k

• Use data from 930 $i