Bibliographic Record Types  {LPMC-1}


All bibliographic records on the system must have “Bibliographic Record Type” assigned from the following list :  


NORML Ordinary bibliographic records in respect of library material.
APPRO This type can be used to flag bibliographic records of material that is received on an “On Approval” basis and which is either still being evaluated, or the material was evaluated in the past, but not ordered by the library.
ORDER These are bibliographic records in respect of library material currently on order, but where no copies exist in the library at present.
LIMBO These are bibliographic records not used anywhere in the library. A record that has just been created under option {LCAO-1} or {LACO-1} will have this type until it is either “Ordered” or recorded as “On Approval”.
OREQ These are bibliographic records in respect of material for which an order request was created.
RETAP These are bibliographic records in respect of material that, has been received “On Approval” and which is to be returned to the vendor. When decision not to keep the material is made and “R” is entered on the “On Appro” screen, the Bibliographic Type is changed by the system from “APPRO” to “RETAP”.
WITHD When the last remaining item record linked to a bibliographic record is “Withdrawn”, the Type of the Bibliographic Record automatically changes from “NORML” to “WITHD”
INPRO These are bibliographic records in respect of items that have been received; the Type changes from “ORDER” to “INPRO”
CNORD These are bibliographic records in respect of which, orders have been cancelled. The type will change from “ORDER” to “CNORD”
ANLTC Bliographical Type used for analytical records.

Each of the above Bibliographic Types can be defined with separate set of rules that limit access to Bibliographic Records or limit actions against Library Items. Following is suggested in respect of some of the above types:

 

NORML

ORDER

APPRO

OREQ

LIMBO

Retrieve by Public Query? {LIR}

Y

 N

N 

N 

 N

Retrieve by Personnel Query ? {LIRO-2}

 Y

Y 

Y 

 Y

Y 

May item records be linked?

Y

N

N

N

N

Extract for External Library?

Y

N

N

N

N

Public Query Users place Hold?

Y

N

N

N

N

Personnel Query users place Hold?

Y

Y

Y

Y

N

System Parameter?

Y

Y

Y

Y

Y


In terms of this structure, persons using the OPAC facility will not be aware of material that was received on an “On Appro” basis until such time as it has been acquired.  It will also not be possible to (accidentally) create an item record for such items.

Additional bibliographic record types can be added to deal with specific needs within the library.  This could, for instance, deal with such aspects as a database of charts, picture materials, etc.

This option can also be used to exclude certain library material from being reported to SABINET.  “Y” or “N” can be entered on each of the different “Types” in the field “Must these Records be loaded to SABINET”.

The normal structure of MARC, or fields and sub-fields which have been specially created for this purpose, can be used to record the information in respect of such new bibliographic record types.  The normal facilities, in respect of authority control, on either fields or sub-fields can also be used.  In order to accommodate additional bibliographic record types, it may, however, be necessary to create special programs for capturing the data in the required format as well as to provide suitable retrieval programs.  ITS would be happy to discuss this aspect with any client.


Fields in the option:

Block 1:  Bibliographic Record Types

Field Type
&
Length		 Description
Record Type A5  A unique code for this record.
Name A30 Enter a description for this record type.
Must these Records be Retrieved by Public Query Facility? A1 Indicates whether or not bibliographic record linked to this type should be displayed in the query results for users other then "Personnel".
Must these Records be Retrieved by Personnel Users ? A1 Indicates whether or not bibliographic record linked to this type should be displayed in the query results for users of type : "Personnel".
May Item Records be Linked to this Record Type? A1 Typically used for records that have been ordered, but have not been received as yet.
Include in MARC Extraction for External Library? A1 May records linked to this type be extracted for upload into External Library Catalog e.g. SABINET
May Public Query Users Place a Hold for this Type ? A1 Indicates whether or not items linked to a bibliographic record of this type can be placed on hold by users other then "Personnel.
May Personnel Query Users Place a Hold for this Type? A1 Indicates whether or not items linked to a bibliographic record of this type can be placed on hold by users of  "Personnel" type.
System Parameter A1 Indicates whether  bibliographic record of this type is maintained by the system (Yes) or by the client (No).


Example(s):

Example of Multiple Bibliographic Record Types



Processing
Rules		  
  No special processing rules.


History Of Changes

Date System Version By Whom Job Description
11-Oct-2006 v01.0.0.0 Bea Swart t134390 New manual format.
25-Jun-2008 v01.0.0.0 Vaughn Dumas t134390
  • System owner proofread
  • Correct links
  • Replace the image
13-Aug-2008 v01.0.0.0 Charlene van der Schyff t152304 Edit Language obtained from proof read language; Juliet Gillies
18-Jan-2012 v01.0.0.1 Sonja Pavlovic t173991 Prompts changed