Cataloging

How do I add leading zeros to a column of Aleph system numbers in Excel?

Answer: 

To change the format of the numbers in an Excel column simply highlight the entire column by clicking the lettered cell at the top of the column. Then with your pointer "right click" anywhere within the highlighted column and select "Format Cells...." from the selection list that opens. Select "Custom", click on the single 0 under "General" and then in the box above "General", which is just below the word "Type:" add in nine zeros in the box. This will set the format of the numbers to nine digits with leading zeros. Click OK when done. If you are transforming the number to use as input to an Aleph service the format should be nine digits with no space followed by the pertinent library:

000123456XXX01 [e.g. 000123456FAU01]

The file should be a plan ASCII file.

How do I make a Global change on a set of Item Records?

Answer: 

In the Circ Client:

1. Go to Services - Items
Run the General Retrieval Form (ret-adm-01)
This will choose records that match the criteria that you wish to change, such as sublibrary, collection, item status, etc.
see sample screenshot

2. Go to Services - Items
Run Update Item Records (manage-62).
Use the output filename from ret-adm-01, as the input name.
see sample screenshot

*Note: This process will work fine for changes to only one field. If making changes to both the sublibrary and collection or other combination, please check with FCLA beforehand to avoid problems.

How do I get rid of Internet Explorer script errors when printing?

Answer: 

Starting with Internet Explorer 8, Aleph must be set to use the HTMLPrint utility for handling printing instead of the Windows mechanism.

Do the following the set HTMLprint as default:
- Go to the Aleph installation directory on the PC's c: drive
- Go to alephcom\tab\
- Edit alephcom.ini
-- Set [Print] NewPrintType=Y

*Changing the NewPrintType=Y clears the script errors and even problems with only some of the notices in a job printing. However the default settings may cause the HTMLprint utility to pop-up automatically each time a notice is printed, which can be extremely disruptive.

To fix this, see FAQ: How do I disable the HTMLprint utility from popping up each time something is printed?

How do I disable the HTMLprint utility from popping up each time something is printed?

Answer: 

Go to the Aleph installation directory on the PC's C: drive.

1. Under alephcom/bin open the HTMLprint.exe utility:
- go to File - Configuration File - Edit
- Deselect SetPrinterManually
- Save & Close

Save the updated Configuration File to your pc
2. Go back to File - Configuration File - Load - Select HTMLPrint config file - Select Open -
- You should get the following popup message:
"Do you want to use this configuration file as the default one?" - NO

3. Exit out of HTMLprint. Close and reopen the client and test. The HTMlPrint utility should no longer popup.

How should I structure the 852 field in DLU01 records for proper Mango location display?

Answer: 

The 852 should follow the patterns outlined below:

Basic Structure for PALMM material = 852 $$aSUS01$$bFCL01$$c[collection code]

852 [blank 1st and 2nd indicators ]

$$aSUS01 [non-repeatable and to be added to 852 for all DLU01 records]

$$bFCL01 [non-repeatable and specific to PALMM material, local institutional digital records not in PALMM would use other code such as BIB library code, e.g. FSU01 or special digital library code agreed upon between institution and FCLA, e.g., UFDC for University of Florida Digital Library Collections]

$$cCollection Code [repeatable, contains PALMM collection code for PALMM material, would contain other local institutionally designated collection codes for non PALMM project material]

At present, DLU01 consists almost exclusively of PALMM project records. As previously agreed upon, non PALMM digital project records can be added to DLU01 as well. It will be up to the institution adding the non PALMM project records to work with FCLA to designate appropriate collection codes for these non PALMM records so that proper codes will be added to $$c and that Mango display tables are updated with these new institutional codes.

UF Reclamation Report

UF Report

University of Florida Reclamation Project Summary
Report by
Daniel Cromwell, LMS Field Specialist, FCLA
3/24/2010

USF Reclamation Report

University of South Florida Reclamation Project Summary
Report by
Daniel Cromwell, LMS Field Specialist, FCLA
3/4/09

Brief summary:

What's the maximum length of a bib record or bib field?

Answer: 

The maximum size of a bibliographic record or the maximum length of a field allowed in Aleph is documented in the v.19 Staff User's Guide, Cataloging, section 4.2, p.30:
-- fields are limited to 2000 bytes
-- records are limited to 5000 subfields and 45,000 bytes

"For this reason, when cataloging online, the system does not allow the user to enter more than 2000 bytes per field. When long fields are imported into ALEPH, if the text for a single field is more than 2000 bytes, the system splits the text into separate (repeated) fields. Split fields are prefaced by $$9. For export purposes, you can use this method to catalog long fields."

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So how do bytes translate into characters? From Ex Libris Knowledge Base #8192-5113:
"Note that characters with diacritics take up two bytes each and that Cyrillic, Hebrew, Arabic, Greek, and CJK characters are all double-byte in ALEPH's unicode implementation....English a-z are stored as single-byte characters."

This means that a 505 all in English can be up to 2000 characters long. A 505 all in Chinese vernacular can be up to 1000 characters long. A 505 in English, French and Spanish can be between 1000 and 2000 characters long, depending on how many characters with diacritics it contains.

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There is a limit of 4950 word index entries per bib record. This is not the same as 4950 words in the record. For example, if an author has a first, middle and last name, that's three words. Authors are indexed in the WRD and WAU indexes, so that's six words in the index. Word-pair indexing to support adjacency adds a few more to the word index count.

When a record passes the 4950 word index limit, fields farther down in the record don't index. This situation occurs most often when a bib has many large contents notes.

Cataloging Resources

Here's a new page to collect links to resources about cataloging. The following are just the beginning.

External Links

RDA Resources - Official Stuff