EDI from BBS Collection Manager
Generic Spec 20060908

Special Loader checklist

1. General Introduction to Processing
   

   Describe what this new loader is intended to accomplish, including whether it is a one-time or ongoing load. If ongoing, indicate frequency of loads. Describe records to be loaded, including source of cataloging, anticipated total number, presence of non-Roman script or special characters, etc. Indicate any preprocessing of bibs required—such as, addition of stock call number, series, or local note.

   This loader supports ongoing daily export of bibliographic and associated order data from Blackwell’s Book Services Collection Manager database to create brief bibs, and/or items/HOLdings and order/encumbrance records in ALEPH. The brief bibliographic record in ALEPH would be based on BBS/CM data detailed at http://www.blackwell.com/popUps/cmExportRecordDocumentation.asp and ALEPH order/encumbrances will derive from the institutional Export Profile established with BBS < participating usmai institutions’ profiles in Appendix A> exported as data in 9XX fields. Neither non-Roman script nor special characters are anticipated.
   
   Where there is an existing ALEPH bib for the title being ordered, this loader will generate the required items/HOLdings and order/encumbrance records linked to that bib, as long as staff have added the existing ALEPH bib sys number as Overlay number in Collection Manager and which is transmitted as a tag 961 subfield j.
   
   Loader is to
   

   • Translate 961 subfield j data into ALEPH bibsys number but retain the tag/subfield in the bib record loaded.
   • Add BBS prefix to number in incoming 035 $$a
   • change incoming tag 049 $$a and $$b into tag 852 $$b and $$c with subfield data normalizing to upper case
   • add Loader stamp 950 $$a BBS/CM $$b load date, and tag STA $$aACQ-CREATED
   Two situations would result in load of bib record without creation of HOLding/item/order/encumbrances: Invalid Sublibrary/Collection codes in 049 or invalid budget code.
   
   NOTE: The CM loader does not prevent Overencumbrance.
   
   
   
2. Bibliographic Record Processing
   
   
   1. Record matching Rules
      To avoid duplicate records, indicate the match point(s) to be used for this load. If match will be on field(s) other than 035, detailed specifications of special processing will be needed.
      
      Matching is first on tag 035 with blank indicators and $$a Blackwell Title number (9 characters with no hyphen, e.g., B7506643) with the BBS prefix. If there is no existing match on 035 then match based on incoming 961 $$j and ALEPH bib sys number.
      
      The matching algorithm is as follows:  

      Assumption: 035 exists in all CM incoming records
       
      IF 035 on incoming CM record matches an Aleph BIB
          update the existing Aleph BIB
      ELSE
          IF system number exists in 961 j of CM incoming record
              IF system number matches an existing Aleph BIB that has not been deleted
                  update the existing Aleph BIB
              ELSE
                  create new BIB record
              END IF
          ELSE
              create new BIB record
          END IF
      END IF
      

   2. Overlay Rules
      Use default (LDR/17 & 18)? Always overlay existing bib? Load only new bibs?
      
      On match to 035 $$a BBS number or ALEPH bib sys number, use LDR/17 to determine overlay. CM export records are coded at encoding level Z, which should prevent them from overlaying any existing bib, but HOLdings/Items/Orders should be generated and linked. No matches load as new bibs.
      
      
   3. Tag Protection
      Other than default, rarely to be considered. (XPT, 035, 950 (repeatable with timestamps), MeSH Headings (only tags 650, 651 with 2 in 2nd indicator or 655 with $2 mesh), 956)
      
      Use Default.
      
      
   4. Local Data Tags (Super Holdings)
      Any preprocessing of bib file to add local data tags required?
      If so, what data with what tagging?
      
      Not Applicable
      
      
   5. MeSH Subject Headings Handling
      Other than default, rarely to be considered.
      
      Use Default.
      
      
   6. Reordering of Tags
      Use default?
      
      Use Default.
      
3. Indexing
   Use defaults? Any preprocessing of bib file required to add indexable data?
   1. General Indexes
   2. Format Terms
   3. Language Terms
   4. Normalization
   
   Use Defaults.
   
4. HOLdings, Summary holdings, and Item and Order/Invoice Record Creation
   What records should the loader generate and link to incoming bib?
   
   For items, specify the following, at minimum:
   
   • Sublibrary code,
   • Collection code,
   • Material type,
   • Item status,
   • Item processing status,
   • call number precedence.
   
   Indicate whether any new item related codes must be established.
   
   For holdings, indicate whether particular notes should be generated.
   
   For Order/Invoice record creation, provide indication of where required data is mapped from/to.
   
   Order/Item/HOLdings data are created by the loader as follows:
   
   Aleph Order Form
   
   Order Type = Monograph
   
   General, tab 2 –
   Order # 1: Auto filled using the current order number format.
   [CP, for example, uses two letter campus code + year + Julian date + 01 (1 indicates loaded by loader) + 3 digit sequential number, e.g., CP0213401001 (the first record loaded on May 14, 2002).]
   Order Status: RSV (ready to send to vendor), set as default.
   Order # 2: blank
   Order # 3: blank
   Order ISBN/ISSN: 020 $$a or from bib record (the first one encountered if multiple ISBN/ISSN present in the existing bib)
   Order Group: blank
   Open Date: loading date = today’s date, system fills in
   Status Date: loading date = today’s date, system fills in
   Order Date: 980 $$a or leave it blank for now. Once the order is completed, the date is filled in by the system. Since the loader processes those records selected in BBS CM on the same day, all three dates above should be the same, i.e., the processing day’s date.
   Material Type: always PU (print), set as default (M is not a valid material type here)
   Sub-library: 852 $$b from 049 $$a (location) of CM Export record
   Acquisition Method: Default must be specified
   [CP default is P (Purchase)]
   Initiator ID: always blank
   Action Approver ID: blank for now
   Library note: 981 $$d (internal library notes)
   
   Vendor, tab 3 –
   Vendor code: 980 $$k (selected it from the vendor list, most of the fields will be populated with information from vendor record.)
   Vendor Name: from vendor record
   Vendor Ref.: Blackwell Title # [anticipating Edi invoicing as a match to the order number]
   Vendor Note: 961 $$h (notes to Blackwell)
   Vendor contact: from vendor record
   Order Delivery Type: from vendor record
   Delivery Type: from vendor record
   Rush: blank, always leave the box unchecked
   Claim Date: from vendor record
   Batch Claiming: from vendor record, always leave the box unchecked, meaning NO.
   
   Quantity and Price, tab 4 –
   # of units: 980 $$g, always 1 (one)
   Unit Price: 980 $$b (estimated price)
   Total Price: same as unit price
   Quantity Note: blank
   Create Item Records: default to Yes
   Item Collection: 852 $$c from 049 $$b (department) of CM Export record
   Currency: 980 $$i and/or 980 $$k (vendor code), or from Vendor record
   List Price: 980 $$b (estimated price)
   Terms sign(+/-): from vendor record, blank
   Terms Percent: from vendor record, blank
   Final Price: 980 $$b (estimated price)
   Local Price: same as Final Price
   Price Note: blank
   Encumber Budget: 981 $$a.
   
   ALEPH Item Form –
   
   General Information ( 1 ), tab 2 -
   Barcode: system generated
   Sublibrary: 852 $$b from 049 $$a (location) of CM Export record
   Collection: 852 $$c from 049 $$b (department) of CM Export record
   Call number type: from bib record – blank
   Call number: from bib record – blank
   Copy number: blank
   Material type: always BOOK, or set as default
   Hol. Link: leave blank for now. If a holding record is created via tab 6, HOL Links, the holding doc number will be filled in automatically.
   Item Status: always 01 (general collection, current default setting)
   Item Process Status: OR (on order)
   
   General Information ( 2 ), tab 3–
   Order number: from order
   Price: from Local Price, order record or 980 $$b (estimated price)
   Open Date: today’s date, system fills in
   Update Date: today’s date, system fills in
   
   HOL Links, tab 6
   Generate new HOLding, to which item is linked, with appropriate institutional OWN tag (e.g., CPHOL), default LDR, and 852 having first indicator blank and $$b and $$c based on 049 $$a and $$b.
   
   
5. Reports at http://alephprod.umd.edu/reports/loadbib/list.jsp?lib=mai01&loader=ongoing
   Use defaults? Are any default reports unnecessary? Are different reports required?
   
   Total records processed Apply regular
   New Apply regular
   Overlay Not applicable
   Overlaid Not applicable
   Rejected Apply regular
   Hol created Apply regular
   Item created {with title, barcode; sequence; sublibrary; collection; material-type; item-status; description & sys number}
   Order created {with title, order number, units, unit price, vendor code & sys number}
   

Revision history:
20060908: Marlene & Yalan
      - Made specification generic
20060831: Yalan
      - Changed Acquisition method from F to P
      - Deleted a note from Encumber Budget: 981 $a
20051221: Jan Siar, Marlene Vikor and Yalan Qi
      - Initial document

Appendix A:
CM Export Profiles for participating USMAI institutions are added to this Appendix as they implement use of the CM EDI loader

UMCP CM Export Profile (NMRM 200609):

Appendix B:
Sample CM Export Records in Aleph sequential MARC format (20051214)

000000002 LDR   L ^^^^^nam^^2200193z^^45^0
000000002 TRA   L x30
000000002 008   L 040112s2004^^^^^^^^^^^^^^^^^^0^^^0^eng^d
000000002 010   L $$a   2003046951
000000002 020   L $$a0333763300$$c90.00
000000002 040   L $$aOrLoB$$cOrLoB
000000002 100   L $$aNicholson, Helen J.
000000002 24510 L $$aMedieval warfare :$$ctheory and practice of war in Europe, 300-1500
000000002 260   L $$bPalgrave Macmillan$$c2004
000000002 300   L $$a231 p.
000000002 591   L $$aPaper ed. avail. USD 23.95 0-333-76331-9
000000002 035   L $$aVJ718622
000000002 049   L $$aCPARC $$bSTACK     
000000002 961   L $$hC2#VJ718622 DND
000000002 980   L $$a20051214$$b90.00$$g1$$iUSD$$kCP-*4222
000000002 981   L $$aCP-12-56-2006$$dCat for ARCSTK
000000002 FMT   L BK

000000003 LDR   L ^^^^^nam^^2200181z^^45^0
000000003 TRA   L x30
000000003 008   L 041206s2005^^^^^^^a^^^^^^^^^^0^^^0^eng^d
000000003 010   L $$a   2004013461
000000003 020   L $$a0786417722$$c45.00
000000003 040   L $$aOrLoB$$cOrLoB
000000003 100   L $$aLepage, Jean-Denis.
000000003 24510 L $$aMedieval armies and weapons in western Europe :$$can illustrated hisory
000000003 260   L $$bMcFarland & Co Inc$$c2005
000000003 300   L $$a280 p.
000000003 035   L $$aVJ943944
000000003 049   L $$aCPART$$bRef
000000003 961   L $$hC2#VJ943944 DND
000000003 980   L $$a20051214$$b45.00$$g1$$iUSD$$kCP-*4222
000000003 981   L $$aCP-12-18-2006$$dCat for ARTSTK
000000003 FMT   L BK

000000004 LDR   L ^^^^^nam^^2200181z^^45^0
000000004 TRA   L x30
000000004 008   L 040607s2004^^^^^^^^^^^^^^^^^^0^^^0^eng^d
000000004 010   L $$a   2004005198
000000004 020   L $$a0813391539$$c27.50
000000004 040   L $$aOrLoB$$cOrLoB
000000004 100   L $$aSantosuosso, Antonio.
000000004 24510 L $$aBarbarians, marauders, and infidels :$$cthe ways of medieval warfare
000000004 260   L $$bWestview Pr$$c2004
000000004 300   L $$a344 p.
000000004 035   L $$aVK146606
000000004 049   L $$aCPMCK$$bStack 
000000004 961   L $$hC2#VK146606 DND
000000004 980   L $$a20051214$$b27.50$$g1$$iUSD$$kCP-*4222
000000004 981   L $$aCP-12-2N-2006$$dCat for MCKSTK
000000004 FMT   L BK

000000005 LDR   L ^^^^^nam^^2200181z^^45^0
000000005 TRA   L x30
000000005 008   L 040510s2004^^^^^^^^^^^^^^^^^^0^^^0^eng^d
000000005 010   L $$a   2003022390
000000005 020   L $$a0807046604$$c26.00
000000005 040   L $$aOrLoB$$cOrLoB
000000005 100   L $$aBurke, Carol.
000000005 24510 L $$aCamp all-American, Hanoi Jane, and the high-and-tight :$$bgender, folklore, and changing military culture /$$cCarol Burke.
000000005 260   L $$bBeacon Pr$$bHoughton Mifflin$$c2004
000000005 300   L $$a264 p.
000000005 035   L $$aVK159376
000000005 049   L $$aCPMCK$$bRef 
000000005 961   L $$hC2#VK159376 DND
000000005 980   L $$a20051214$$b26.00$$g1$$iUSD$$kCP-*4222
000000005 981   L $$aCP-12-2N-2006$$dCat for MCKSTK
000000005 FMT   L BK

000000006 LDR   L ^^^^^nam^^2200169z^^45^0
000000006 TRA   L x30
000000006 008   L 050124s2004^^^^^^^^^^^^^^^^^^0^^^0^eng^d
000000006 020   L $$a0444511148$$c150.00
000000006 040   L $$aOrLoB$$cOrLoB
000000006 24500 L $$aHandbook of stable isotope analytical techniques, v.1
000000006 260   L $$bElsevier Science Pub$$c2004
000000006 300   L $$a1234 p.
000000006 591   L $$a(Projected 2 vol. set)
000000006 035   L $$aVK685957
000000006 049   L $$aCPPAL$$bRef 
000000006 961   L $$hC2#VK685957 DND
000000006 980   L $$a20051214$$b150.00$$g1$$iUSD$$kCP-*4222
000000006 981   L $$aCP-12-33-2006$$dCat for PALSTK
000000006 FMT   L BK

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