Using Local Fields When Downloading Records

Local fields can be used to create attached records and to specify bibliographic or authority record information during downloading. This page describes:

• Local Fields in Bibliographic and Item Record Downloading
  • Command Lines
  • Subfield Lines
• Local Fields in Bibliographic and Order Record Downloading
  • Command Lines
  • Subfields (as part of Command Lines)
• Authority Records Downloading
  • Command Lines
  • Subfield Lines

Local Fields in Bibliographic and Item Record Downloading

Command Lines

• Command Lines use a 949 MARC field with blank indicators (949 ^^). The MARC tag used can be customized if necessary.
• All Command Line data is entered into subfield 'a' of the 949.
• The first element of the Command Line must be an asterisk (*).
• All commands, including the last, must end with a semicolon (;).
• Always separate commands relating to one item record with a slash (/).
• Use the equals sign (=) or hyphen (-) to separate the command from the desired input value.
• There must be no embedded spaces in the 949 field, with the exceptions of "ov= ", "i= " and "v= ".
• If the library uses holdings symbols to specify bibliographic record LOCATION codes, the holdings symbol generated LOCATION overrides the LOCATION specified in the default template. If a Command Line exists containing the 'bn=' branch LOCATION command, the command LOCATION overrides the LOCATION specified by the holdings symbol table.

Example:

Branch Library A

• Uses holdings symbols.
• Downloads with m2btab.b (bibs and items).
• Has set up a default template for video items.

The library downloads a bibliographic record with the following 949^^ :

949^^  *recs=b;dflt=vidi;ov=.b12345678;i=35051123456789/pr=34.99;

What Happens:

• Language, Country, MAT TYPE, and BIB LEVEL map in from bibliographic information (008, leader).
• CAT DATE is input according to the load table specifications (today's date in this case).
• A bibliographic LOCATION is created from the holdings symbol.
• Call number is chosen according to the holdings symbol table.
• BCODE3 is taken from the default template for bibliographic records specified for the load table in Database Maintenance System Options (in this case the value is '-').
• Overlay occurs on a specific bibliographic record, .b12345678.
• An item is created. Only Barcode and Price are specified because the "vidi" item template specified in the command line supplies the proper ICODE2, ITYPE, STATUS, LOCATION, and OPACMSG for video.

Subfield Lines

• Use Subfield Lines when you need to insert variable-length fields with embedded spaces such as in call numbers or volume fields.
• Subfield Lines use a 949 MARC field with a blank first indicator and a second indicator of 1 (949 ^1). You can customize the MARC tag used, if necessary.
• The user adds one 949^1 for each item record desired.
• Note that variable fields added at the library's request, such as GIFT NOTE, can be downloaded as well. Contact the Help Desk if staff want to download locally-created variable fields that are not on the default list, but cannot do so. These fields must be added to appropriate load tables.

Example:

Branch Library B

• Does not use holdings symbols.
• Downloads with m2btab.b (bibs and items).
• Has set up default bib and item templates for the reference collection.

The library downloads a bibliographic record with both the following 949^^ and 949^1 fields. The library adds one 949^1 for each desired item.

949 ^^ *recs=b;dflt=refb,refi;ov=.b19876552;ins=luv;

949 ^1 ‡i35002004183725‡cv. 1

949 ^1 ‡i35002004183736‡cv. 2

949 ^1 ‡i35002004183747‡cv. 3

949 ^1 ‡i35002004183758‡cv. 4

949 ^1 ‡i35002004183725‡cv. 5

What Happens:

• Language, Country, MAT TYPE, and BIB LEVEL map in from bibliographic information (008, leader).
• CAT DATE is input according to the load table specifications (today's date in this case).
• BCODE3 is taken from the default template for bibliographic records specified in the load table (in this case '-').
• Bibliographic LOCATION is taken from the default bib template specified.
• Overlay occurs on a specific bibliographic record, .b19876552.
• Five items are created. Fixed fields map in from the default template specified, including STATUS 'o' for LIB USE ONLY. Volume (subfield 'c') and Barcode (subfield 'i') fields are input according to the 949^1s.

Local Fields in Bibliographic and Order Record Downloading

Command Lines

• One order record is created for each downloaded bibliographic record.
• When downloading orders, a 949^^ contains both commands and subfields.
• Libraries with multiple accounting units must include the "ins=" command in a 949 command line when interactively downloading an order record in order to assign the new record to the correct accounting unit. Importing a file of bibliographic records with local fields to create orders is a password-protected function; the staff member login entered to access this function determines the accounting unit to which the orders are assigned.
• 'po' commands are used to override the system default. For example, if the default is to print a Purchase Order, use 'po=n' to turn this printing off (that is, do not enqueue a purchase order).
• Duplicate checking can be set to occur on the title key index or on the normalized title.

Subfields (as part of Command Lines)

• Subfields follow commands in a 949^^ local field used to create a bibliographic record and attached order.
• Following the last semicolon of the last command in the 949^^, enter a subfield delimiter followed by the subfield and the desired data.

Examples:

Branch Library C

• Does not use holdings symbols.
• Downloading with m2btab.bo (bibs and orders).
• Has set up default templates for video orders.

The library downloads a bibliographic record with the following 949^^ :

949 ^^ *dflt=vidb,vido;ins=tkm;fd=fnd1;vd=vnd1;cp=3;ep=25.00;|rDr. L. M. Gauting

What Happens:

• No CAT DATE is input.
• Bibliographic LOCATION is taken from the default bib template specified.
• One order is created for three copies. Fixed field values not specified in the command are supplied from the default template.
• Staff login is stored.
• Requestor name is stored.

Branch Library D

• Does not use holdings symbols.
• Is downloading with m2btab.bo (bibs and orders).
• Has not set up default templates for video orders.

The library downloads a bibliographic record with the following 949^^ :

949 ^^ *bn=main;br=mmed;ep=25;fd=mvid;vd=black;fm=v;rc=a;|zGive to JG	

What Happens:

• No CAT DATE is input due to the load table default setting.
• Bibliographic LOCATION is supplied by the 'bn=' command, order LOCATION by the 'br=' command.
• One order is created. Fixed field values not specified in the command are supplied from the default templates invoked by m2btab.bo.
• A receiving action with accompanying internal note is created.

Branch Library E

• Does not use holdings symbols.
• Is downloading with m2btab.btfb (full MARC bibs and orders).
• Is using a default template assigned by the load table.

The library downloads a bibliographic record with the following 949^^ :

949 ^^ *bn=main;br=maf;ff=cad;ep=44.99;fd=mca;vd=bison;fm=f;od=05-17-04;

What Happens:

• No Bibliographic CAT DATE is input due to the load table default setting.
• An ODATE is input.
• Bibliographic LOCATION is supplied by the 'bn=' command, order LOCATION by the 'br=' command.
• One order is created. Fixed field values not specified in the command are supplied from the default templates invoked by m2btab.bo.
• The estimated price is converted from the specified foreign currency to the local currency.

Authority Records Downloading

When downloading authority records, Sierra looks at position 6 in the leader to determine the MARC type. If that value is "x", the system processes the record as UNIMARC. Otherwise, the record is assumed to be MARC 21.

Command Lines

• No Command Line is necessary to export a name authority as a name authority and a subject authority as a subject authority. Simply export the record. However, if downloading a record with 'mixed tags' (for example, a 150 and a 400) or if the 'anam' and 'asub' load tables have been specially profiled, consider specifying the load table.
• If you want to download one type of authority as another in interactive loading (for example, a name authority as a subject), use the commands shown below.
• If you use the "atab=" command, the system overlays the indexed control number. Normally this is a MARC 010 tag indexed in the 'z' index. Some libraries might have the control number stored in the MARC 001 tag.
• For batch transfers, the library staff choose the appropriate load profile.
• If you want to overlay a specific authority record, use the "ov=" command.
• The "ov=" command and the "atab=" command cannot be used together in one record.
• The 'recs=' command is not used.
• Authority load tables can be customized to include Command Line commands for inserting ACODE values.

Subfield Lines

• Authority load tables can be customized to include subfields for inserting ACODE values.

Examples:

Branch Library F

• Is loading interactively.
• Wants to download some name authority records as subject authority records.

The library downloads an authority record with the following 949^^ :

949 ^^ *atab=asub;

What Happens:

• A name authority is downloaded as a subject authority.
• Fixed-length field values are supplied from a default template invoked by the load table.

Branch Library G

• Is loading interactively.
• Wants to overlay an existing authority record.

The library downloads an authority record with the following 949^^ :

949 ^^ *ov=.a1988333x;

What Happens:

• The system overlays the existing authority record with the new record.

Branch Library H

• Is loading interactively.
• Wants to set ACODE values using command line commands.

The library downloads an authority record with the following 949^^ :

949 ^^ *a1=k;a3=n;

What Happens:

• The system sets the value of ACODE1 to 'k' and sets the value of ACODE3 to 'n'.