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Payments Unit

This memo describes how NOTIS bib/hold/item records were converted to Unicorn. At the end there is a list of MARC tags specially defined by Sirsi, and another of the x9x and 9xx tags converted from NOTIS. Feel free to ask questions, and send me examples if you come across converted records that don't look right.

I. Bib records

a. records for NOTIS processing units (SU,LL,HV) were converted as is, not merged

b. the NOTIS record ID was loaded as the control number and the 001. It is indexed as control number (must enter letters in uppercase) and in the number index, and can be retrieved in a keyword search.

c. deleted (STAT = _D) bib records were not converted, as well as records with only obsolete (e.g. fri) or no copy holdings location. (i.e. orphans)

d. the cleaned-up BNA bib records have been loaded, unless the record had been updated after being sent to BNA. If so, the BNA update was not loaded. The authority file from BNA has also been loaded.

e. the Date cataloged field in the Unicorn title record was set based on the NOTIS copy holdings STATUS. STATUS = a or g were set to date cataloged = NEVER. STATUS = h or d were set to the NOTIS bib record Update date, or create date if there was no update date (with machinations to get around the RLIN-->NOTIS load problem that set the create date later than the update date).

II. Call numbers and copies

a. for every activated copy statement on a NOTIS copy holdings record, at least one Unicorn call number/copy record was created.

b. library, location and item type were assigned based on the locations convert map (distributed at cataloging training)

c. a Unicorn call number/copy record was created for each CCN/item record combination in NOTIS. The call number is constructed of the copy holdings call number, with the enum/chron from the item record appended in subfield z. Unicorn class scheme was assigned based on NOTIS class type:

NOTIS  FMT  Unicorn -------- -----  ---------
L,M,N  Serial  LCPER
L,M,N  not serial LC
D,E,F  Serial  DEWEYPER
D,E,F  not serial DEWEY
S  any  SUDOC
T,Y  any  ALPHANUM
A,I,U,X,Z any  ASIS

d. multi-part titles with mhlds only got as many call number records as they had item records. In other words, Unicorn call number records were not generated off of NOTIS MHLD records.

e. copies without call numbers were assigned a dummy call number incorporating the NOTIS key, the prefix depending on the NOTIS class type. Current location was set for A, I and Z copies.

NOTIS class Unicorn call#  Current loc
--------------- ---------------  -------------
A  NONEABC1234  ON-ORDER
I  INPRABC1234  INPROCESS
X,U  UNCLABC1234  = home loc
Z  WDRNABC1234  WITHDRAWN
other  UNKNABC1234  =home loc

f. all call numbers were converted to uppercase for this reason: mixed case call numbers would have to be searched as mixed case in staff-side call number searches (e.g. Display1 item).

g. explicit copy numbers were assigned to all copies in NOTIS before the convert so that same call number/no copy number records would not overlay each other in Unicorn. Explicit copy numbers were converted to Unicorn.

h. for copies in NOTIS lacking an item record, a dummy barcode number was assigned, in the form 001ABC1234.

i. the NOTIS PIECES field was converted to the Unicorn "number of pieces" field.

III. MHLDS

a. Marc holdings records were converted as found, including |8.

b. deleted or empty MHLDs were not converted.

IV. Notes

a. all NOTIS copy holdings and item record notes were converted to the Unicorn "COMMENTS" area, in the order listed below. Currently, all Unicorn item record COMMENTS are for staff use only, and do not display in the OPAC.

1. exploding OPAC notes were converted as the full text preceded by "NOTE", for the reason that Sirsi intends to change item COMMENTS into NOTES (display/print) and COMMENTS (staff use only) soon, and recommended this approach. Propagated to all copies.

2. title level notes are preceded with "COMMENT" and propagated to all copies. (includes cataloger's initials)

3. copy level notes are preceded with "COMMENT"

4. MIDSPINE from the item record is preceded by "COMMENT.MIDSPINE"

5. item record notes are preceded by "COMMENT.CF"

6. search dates from the item record are preceded by "COMMENT.SD"

V. Order linkages

a. orders of type A,B,C,D will be converted

b. if a NOTIS copy holdings record had an order linkage but no status "A" copy, a dummy call number/copy was created for the purpose of linking the order to the right bib record in Unicorn. The library is set to SUL, HOOVER or LAW, item type and location are "UNKNOWN", call number is in the form NONEABC1234, copy number is 99, and barcode is auto-generated, in the form 123456-1001.

VI. Unlinked item records

a. all unlinked item records were converted as format = MARC, with 246 = UNLINKED ITEM

VII. Shadow catalog

a. all unlinked item records were converted as shadowed titles

b. NOTIS type "Z" copies (withdrawn, desk copies, etc.), and item records with status = W, were converted with current location = WITHDRAWN, which is defined as a shadow location."Z" copies were converted unless the bib record was deleted, or the location was obsolete.

VIII. Known problems

1. Truncated call numbers: since the call number field in Unicorn is 40 characters long, there may be some truncated call numbers. The full call number should appear in the "call number overflow" field (tag 597).
2. Non-unique call numbers: when multiple item records linked to the same copy structure in NOTIS had the same enum/chron, the resulting Unicorn call number was not unique. In order to get all the copies loaded (so that circ info could also be loaded), Sirsi assigned unique auto-call numbers beginning with "NOCALL" to these. They will provide a report for us to cleanup (22,857 call number records on 4,239 bib records,probably lots of serials).
3. Temp/dept. loc: the Unicorn location for a copy was assigned based on the copy holdings location in NOTIS. Systems will generate a report off of  NOTIS of item records with dept. or temp locs, so that a Unicorn "home loc" decision can be made. Some (e.g. straggling cancels) will be corrected by DBM or SCS, others will be referred to the owning library for shelving location.
4. BNA records: ca. 600 records were returned by BNA with a % in the second indicator position (a flag used in their series processing). The records loaded into Unicorn, but BNA will send us replacements, and we will decide how best to correct them (overlay or global edit).

Sirsi special tags not available for other use
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593  Reviewed/cited in
594  Selection list
595  Purchase decision
596  Libraries entry (Held by:)
597  Call number overflow
598  Bulletin heading
599  Latest serials issues
948  Date values for batch load
949  Holdings for batch load
950  RLIN-HOLD
955  RLIN-HOLD2
 

Stanford 9xx tags converted
-----------------------------

910  Local misc.
923  Hoover note
924  ""
940  Acq note
999  Source of record (e.g. MARCIVE --  not editable)

All existing 590, 69x and 79x tags were converted as found.

Last modified: July 18, 2006