1 Cataloging Electronic Resources -- Finding Them in Catalog Searches
2 -------------------------------------------------------------------
3 There are two ways to make electronic resources visible in the catalog without
4 adding copies to the record:
6 . Adding a Located URI to the record
7 . Attaching the record to a bib source that is transcendent
9 The Located URI approach is useful for Evergreen sites where libraries have
10 access to different electronic resources. The transcendent bib source approach
11 is useful if all libraries have access to the same electronic resources.
13 Another difference between the two approaches is that electronic resources with
14 Located URI's never appear in results where the search is limited to a specific
15 copy location(s). In contrast, transcendent electronic resources will appear in
16 results limited to any copy location.
18 Adding a Located URI to the Record
19 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
20 A Located URI allows you to add the short name for the owning library to the 856
21 field to indicate which organizational units should be able to find the
22 resource. The owning organizational unit can be a branch, system, or consortium.
24 A global flag called _When enabled, Located URIs will provide visibility
25 behavior identical to copies_ will determine where these resources will appear
26 in search results. This flag is available through *Admin* -> *Server
27 Administration* -> *Global Flags*.
29 If the _When enabled, Located URIs will provide visibility behavior identical
30 to copies_ flag is set to False (default behavior):
32 * When the user's search scope is set at the owning organizational unit or to
33 a child of the owning organizational unit, the record will appear in search
35 * When a logged-in user's preferred search library is set to the owning
36 organizational unit or to a child of that owning organizational unit, the record
37 will appear regardless of search scope.
39 If the _When enabled, Located URIs will provide visibility behavior identical
40 to copies_ flag is set to True:
42 * When the user's search scope is set at the owning organizational unit, at a
43 child of the owning organizational unit, or at a parent of the owning
44 organizational unit, the record will appear in search results.
45 * When a logged-in user's preferred search library is set to the owning
46 organizational unit, to a child of the owning organizational unit, or to a
47 parent (with the exception of the consortium) of the owning organizational unit,
48 the record will appear regardless of search scope.
51 To add a located URI to the record:
53 . Open the record in _MARC Edit_
54 . Add a subfield 9 to the 856 field of the record and enter the short name of
55 the organizational unit for the value. Make sure there is a 4 entered as the
56 first indicator and a 0 entered as the second indicator.
59 '856 40 $u http://lwn.net $y Linux Weekly News $9 BR1'
61 would make this item visible to people searching in a library scope of BR1 or to
62 logged-in users who have set BR1 as their preferred search library.
65 If multiple organizational units own the resource, you can enter more than one
66 subfield 9 to the 856 field or you can enter multiple 856 fields with a subfield
72 When troubleshooting located URIs, check to make sure there are no spaces either
73 before or after the organizational unit short name.
78 The _When enabled, Located URIs will provide visibility behavior identical to
79 copies_ flag is set to False (default behavior)
81 The Record has two 856 fields: one with SYS1 in subfield 9 and the other with
84 * Any user searching SYS1 or any of its children (BR1, BR2, SL1) will find the
85 record. These users will only see the URL belonging to SYS1.
86 * Any user searching BR4 will find the record. These users will only see the
88 * A user searching SYS2 will NOT find the record because SYS2 is a parent of
89 an owning org unit, not a child. The same thing happens if the user is searching
90 the consortium. In this case, the system assumes the user is unlikely to
91 have access to this resource and therefore does not retrieve it.
92 * A logged-in user with a preferred search library of BR4 will find the record
93 at any search scope. This user will see the URL belonging to BR4. Because this
94 user previously identified a preference for using this library, the system
95 assumes the user is likely to have access to this resource.
96 * A logged-in user with a preferred search library of BR4 who is searching SYS1
97 or any of its children will also retrieve the record. In this case, the user
98 will see both URLs, the one belonging to SYS1 because the search library matches
99 or is a child of the owning organizational unit and the one belonging to BR4
100 because it matches or is a child of the preferred search library. The URL
101 belonging to the search library (if it is an exact match, not a child) will sort
104 Located URI Example 2
105 ^^^^^^^^^^^^^^^^^^^^^
107 The _When enabled, Located URIs will provide visibility behavior identical to
108 copies_ flag is set to True
110 The Record has two 856 fields: one with SYS1 in subfield 9 and the other with
113 * Any user searching SYS1 or any of its children (BR1, BR2, SL1) will find the
114 record. These users will only see the URL belonging to SYS1.
115 * Any user searching BR4 will find the record. These users will only see the
116 URL belonging to BR4.
117 * Any user searching the consortium will find the record. These users will see
118 both URLs in the record. In this case, the system sees this user as a potential
119 user of SYS2 or BR4 and therefore offers them the option of accessing the
120 resource through either URL.
121 * A user searching SYS2 will find the record because SYS2 is a parent of
122 an owning org unit. The user will see the URL belonging to BR4. Once again,
123 the system sees this user as a potential user of BR4 and therefore offers
124 them the option of accessing this resource.
125 * A user searching BR3 will NOT find the record because BR3 is neither a child
126 nor a parent of an owning organizational unit.
127 * A logged-in user with a preferred search library of BR4 who is searching BR3
128 will find the record. This user will see the URL belonging to BR4. Because this
129 user previously identified a preference for using this library, the system
130 assumes the user is likely to have access to this resource.
131 * A logged-in user with a preferred search library of BR4 who is searching SYS1
132 or any of its children will also retrieve the record. In this case, the user
133 will see both URLs, the one belonging to SYS1 because the search library matches
134 or is a child of the owning organizational unit and the one belonging to BR4
135 because it matches or is a child of the preferred search library. The URL
136 belonging to the search library (if it is an exact match, not a child) will sort
139 Using Transcendent Bib Sources for Electronic Resources
140 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
141 Connecting a bib record to a transcendent bib source will make the record
142 visible in search results regardless of the user's search scope.
144 To start, you need to create a transcendent bib source by adding it to
145 'config.bib_source' in the Evergreen database and setting the _transcendant_
146 field to true. For example:
148 +# INSERT INTO config.bib_source(quality, source, transcendant, can_have_copies)
149 VALUES (50, `ebooks', TRUE, FALSE);+
152 If you want to allow libraries to add copies to these records, set the
153 _can_have_copies_ field to _TRUE_. If you want to prevent libraries from adding
154 copies to these records, set the _can_have_copies_ field to _FALSE_.
156 When adding or uploading bib records for electronic resources, set the
157 bibliographic source for the record to the newly-created transcendent
158 bibliographic source. Using the staff client, the bibliographic source can be
159 selected in the _MARC Batch Import_ interface when importing new, non-matching
160 records or in the _MARC Edit_ interface when editing existing records.