Skip to Search

 
diagonal spacer

AlephPro

 

                                              LKR Field use in ALEPH cataloging: Example Serials - BOUND TOGETHER ANALYTICS

See also Basic Procedure

 

Many titles in ALEPH may appear to be not cataloged, inaccessible, or missing in the system because of how the items and holdings were previously processed. Varying treatment of these materials over time has resulted in …

 

                     to the corresponding serial title holdings (input as serial ADDS, not as TRUE analytics)

 
 

 

The following are examples of how materials look in ALEPH with holdings notes ONLY

 

Conduct a title search for “Defoe’s sources for Robert Drury’s journal”

 

Figure 1

 

Note the holding location (STORAGE) & information (no.8-9 bound together) included on the

call number location field on the screen (below)

 

Figure 2

 

Yet… the lack of item(s) holdings in the location description …

 

Figure 3

 

 

could imply that ALEPH doesn’t own this title (though the holdings note states “no.8-9 bound together”).

 

 

Most inquiries into this item might stop here. But since this record states the material we’re searching is “bound together”, let’s continue our search using a corresponding Dewey call

number – 806 I39 no.8 - 

 

 

Figure 4

 

…which seems to have two separate locations for this material. Selecting the STORAGE location…

 

Figure 5

 

shows the TRUE location of the material (& item holding) searched.

 

 

With nothing but a note in the previous titles holdings (no.9) to “point” to this record, it would be almost impossible to locate said materials when searching in this manner.

 

 

LKR links can be utilized, with the existing “notes in holdings,” to readily connect the separate monographic materials (and their bibliographic (bib.) records) to “bound together” volumes, regardless of location.

 

       

The following are examples of how materials look in ALEPH with LKR (UP) fields

 

EXAMPLE (UP LINK):  “Link” via ALEPH the monographic (bib.) information of a

"secondary" record "Les Ténèbres: structure et personnages"  (ALEPH #1921933)

to the item holdings on the “primary" record - "La revue des lettres modernes" (ALEPH #0274051)

 

 

Select title – Les Tenebres: structure et personnages

 

Figure 6

 

Select the call number location –  PN3 .R4 no.409-412

 

Figure 7

 

(Note: the UPLINK will direct you out of the secondary record holding {bib. information, no

item} into another record - the primary record holdings)

 

Following the directions of the holdings “note” (below) …

 

Figure 8

 

and selecting the Uplink ( “to LIBRARY WEST (BOOK) – PN3 .R4 No.403-418..”)

 

Figure 9

 

directs you to the primary record, where the “bound together” items are located

(in this case, the item being searched, PN3 .R4 no.409-412, is “bound” with PN3 .R4 no.403-418)..

 

Figure 10

 

Selecting a location shows the owned holdings…. use the scroll bar to locate your item…

 

Figure 11        

 

(scroll bar….)

 

Figure 12

 

(scroll bar….)

 

Figure 13

 

CREATING THE UP LINK

Bring up the record of the material to be linked (SECONDARY record) and create a new LKR marc field (edit, create field)

Figure 14

select the type of link to use in the subfield “a” - UP (…from the SECONDARY to the PRIMARY record)

Figure 15

select the (ALEPH) system number of the “linked to” record to use in the subfield “b” - the analytic series (serial) record (PRIMARY record)

Figure 16

select the system “library file” to use with the corresponding link in the subfield “l” - UP links use BIB (01) and the University of Florida ALEPH ID is “UFU’ - therefore UFUO1 goes in the “l” subfield

Figure 17

 

place a public note on the UP link, directing users to and from the call number on the SECONDARY record(s) and the “bound together” items call number on the PRIMARY record, in the subfield “n” …

 

Figure 18

 

NOTE: ALEPH automatically creates an up/down link between the records, so a DOWNLINK note (on the PRIMARY, back to the SECONDARY record) will be created once the link is activated.

  

Open the holdings for editing…(file, open HOL from server)

 

(When applicable, change the subfields of any existing “notes in holdings” to “x” and insert a 866:31 field with the following: “NOTE: for circulation information, follow the UPLINK on previous page”)

 

Figure 19

 

Save edits of the record (LKR marc fields and holdings) to the server and local drive.

 

Figure 20

 

$$(subfield)a – link type (UP link to another BIB type record – to the PRIMARY record holdings (and

“bound with items.

$$ b – sysno of the linked document record – system number of the PRIMARY (analytic series title)

record

$$ l – library where linked record is located – University of Florida Bibliographic Holding # - UFU01

$$ n – note regarding a DN (down record) link – note on ALEPH public side directing to/from the

SECONDARY (monographic) record(s) and the “bound together” items on the on PRIMARY record

(the analytic series title) - ALEPH automatically creates a up/dn link between the records.

     

The UP links would help connect the individual monographic (primary) records TO items on the corresponding serial (secondary) record currently in ALEPH, thereby showing what is owned, and

(at the least) help direct where the item in question is located. It is an indirect link; using the LKR’s to complement the directional notes that exist in a number of record holdings.

 

The following are examples of how materials look in ALEPH with a LKR (ITM) fields

 

 

EXAMPLE (ITM LINK):  See in ALEPH the "primary" record "A preliminary report on the ethnobotany of the Suiei Dorobo in northern Kenya" (ALEPH #3278076) and the other "secondary" records “ linked” to it  - “Wild plant utilization of the balese and the Efe of the Ituri Forest, the Republic of Zaire (ALEPH #3278078) & " Dietary repertory of the Ngandu people of the tropical rain forest:" (ALEPH #3278082), etc…

 

In this case, a volume of a monographic series title (analytic) and number of other volumes in the series title are bound together as a single item (holding).

 

Search the title “A preliminary report on the ethnobotany of the Suiei Dorobo in northern Kenya”

 

Figure 21

 

Select the call number location – DT1 .K96 no.7-8,11,13 (1987-88) – to display the following…

 

Figure 22

 

(note that the holdings location call number {DT1 .K96 no.7} is not the same as the front page and item holdings locations, which do “match up”. See create the itm link section below).

 

This is the (primary) record on which the other (secondary) records will be connected via LKR fields. The bibliographic records of no. 8,11, & 13 will be connected (with ITM links) to the above item holding.

  

Search the title  – “Wild plant utilization of the balese and the Efe of the Ituri Forest, the Republic of Zaire..”

 

Figure 23

 

Selecting the call number location - WEST BOOK -- DT1 .K96 no.8 – to view the holding..

 

Figure 24

 

now shows the item holding from DT1 .K96 no. 7,8,11,13 (aka, no.7)  “linked” to this record.

 

(ALSO - search the title …”Dietary repertory of the Ngandu people of the tropical rain forest…”

 

Figure 25

 

 

Select the call number location – WEST BOOK -- DT1 .K96 no.11

 

 

Figure 26

 

(shows the same connection to the “linked” item holding on DT1 .K96 no. 7,8,11,13)

 

CREATING THE ITM LINK

 

First, bring up the record where the ‘bound together” items resides (this will be the PRIMARY record for the link).

 

Figure 27

 

Keep the ALEPH system number for the Primary on hand – it will be needed for the LKR’s SECONDARY records.

 

Open and edit the bib. holdings (file, open HOL from server) …

 

Figure 28

 

(after verifying that no. 8,11, & 13 are the issues “bound together” with no. 7 in one volume…)

 

Place a subfield “x” the 852 field, with a note stating changes to be made on the “bound together” volume’s item form (“NOTE: MODIFIED CALL# in item form - DT1 .K96 no.7-8,11,13 (1987-88),etc). ALSO: change the “0” in the 852 field, first indicator, to “4” (this will prevent bib. record duplication of the bound together items in ALEPH. – see “Edit form as follows” below)

 

 Figure 29

 

Open the record’s item form by selecting the open item record (green books above the LDR) …

 

Figure 30

 

then selecting modify on the item list of record to open the following item form…

 

Figure 31

 

 

Edit the form as follows….

 

 

Figure 32

 

Save your edits of the item and holdings to the server.

 

Next, bring up the record(s) of the material to be linked (SECONDARY record) and create a new LKR marc field (edit, create field)….select type of link to use in subfield “a” - ITM (…from SECONDARY to PRIMARY ..)

Figure 33

select the (ALEPH) system number of the PRIMARY record to use in the subfield “b” - the record that has the “bound together” item holding

Figure 34

select the system “library file” to use with the corresponding link in the subfield “l” - ITM links use ADM (50) and the University of Florida ALEPH ID is “UFU’ - therefore UFU50 goes in the “l” subfield

Figure 35

 

Open and edit the bibliographic record holdings. Insert a 866:31 field, subfield “a” with the following: “NOTE: this item bound together in one volume”

 

(when applicable, change any existing 866, subfield “a” to an “x”; then add the subfield “a” above)

 

Figure 36

 

 

Save the edits to the server.

 

  $$a - link type (ITM link to another BIB type record) – from SECONDARY record direct to “bound together” item  on PRIMARY record

  $$b - sysno of the linked document record  - system number of the PRIMARY record

  $$l - library where linked record is located  - University of Florida Administration Holding #  – UFU50 (instead of UFU01)

 

Indexed: November 7, 2005

Prepared by: Todd Chisholm

Updated:

University of Florida Home Page