SPECIFICATIONS FOR PROCESSING UCSB’S EXLIBRIS RECORDS
1.
1.1
FILES
ABOUT THESE SPECIFICATIONS
These specifications address records produced by UCSB’s ExLibris system
1.2
INPUT FILES
Input files will be UCSB ExLibris transaction files received through TCP/IP FTP. The files will contain ASCII
MARC (???) format records with local data mapped to embedded 852 fields.
1.3
OUTPUT FILES
There are three output files from this program: one containing successfully processed records that will be loaded into
the database, another containing successfully processed records that contain non-fatal errors, and another containing
records that could not be processed due to fatal errors. All files will be in ASCII MARC (???) format.
2.
RECORD CATALOGING SOURCES
Only records from UCSB’s ExLibris system should be processed by this program. Determine the record source
from the incoming 001. If the first four characters are not ‘SBXL’ in uppercase, REJECT the record. If there is no
001, REJECT the record.
001
SBXL000300652
3.
3.1
LEADER
LEADER POSITION 05 - STATUS
Delete Records
UCSB ExLibris delete records will be recognized by the presence of a "d" in the Leader Status. No special
processing based on this value is required at this time.
4.
BIBLIOGRAPHIC FIELDS
Bibliographic fields are all non-local MARC fields. Each output record has one bibliographic segment composed of
these fields.
4.1
FIELDS TO OUTPUT
Unless otherwise instructed below, output all fields in the range of 000/899 as input.
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4.2
FIELDS TO DROP
None within the 000/899 range.
All 9XX, if any.
5.
LOCAL FIELDS
The Maintenance Key (record ID) will be output in a 901 field. Other local data will be output in MARC21 852
fields.
5.1
901 MAINTENANCE KEY (CDL RECORD ID)
The Maintenance Key will be created by this program in a 901 field. It represents the incoming record ID, and will
be used in the online catalog to determine record update. It consists of two parts, both contained in the output 901
field:
901
$a Institution maintenance code
$b Record Identification Number
5.1.1 SOURCE OF 901 MAINTENANCE KEY DATA
Part of the output 901 data will come from the input 001. If a record has no input 001, it will have been REJECTED
in an earlier step (see section 2). UCSB ExLibris incoming records will contain 001 fields that look like:
Format of 001:
Length = 13
Pos 1-4 = ‘SBXL’
Pos 5-13 = Exlib record ID
Example:
001
SBXL000810805
5.1.2 CREATING THE CDL 901 MAINTENANCE KEY
The output 901 will contain two subfields: $a and $b
$a:
Place this value in the $a:
$a SBXL
$b:
Place characters 5-13 in the $b:
$b 000810805
Input:
001
SBXL000810805
Output:
901
$a SBXL $b 000810805
Both indicators of the output 901 should be blank.
5.2
852 LOCATION SEGMENTS
Location specific data will be found in incoming 852 fields and will also be output in 852 fields.
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Each 852 output by this program will carry in its subfields all of the local data associated with one UCSB ExLibris
location code as found in the incoming 852 $c. The incoming 852 will be output as input, except as noted below.
NOTE: Any incoming 852 field that lacks a $c subfield should NOT be output.
5.2.1 852 LOCATION SEGMENT - SUMMARY OF DATA SOURCES
CDL 852 SUBFIELD OUTPUT
852 $a Institution code
852 $b Location Code
852 $c Shelving location
852 $e Address
852 $f Coded location qualifier
852 $g Non-coded location qualifier
852 $h Call number classification
852 $i Call number item
852 $j Call number undifferentiated
852 $k Call number prefix
852 $l Shelving form of title
852 $m Call number suffix
852 $n Country code
852 $p RLF number
852 $q Piece physical condition
852 $s Copyright article-fee code
852 $t Copy number`
852 $x Nonpublic note
852 $z Public Note
852 $3 Materials specified (holdings)
852 $D Order/Receipt data - display
852 $O Order/Receipt data - input value
UCSB SOURCE FIELD INPUT
supply ‘SBXL’
use 852 $c
N/A – don’t output for UCSB
852 $e
852 $f
852 $g
852 $h
852 $i
852 $j
852 $k
852 $l
852 $m
852 $n
852 $p
852 $q
852 $s
852 $t
852 $x
852 $z
852 $3
852 $D
951 $O
5.2.2 CREATION OF CDL 852 LOCATION SEGMENTS
The 852 should be created from the input record source fields as indicated in section 5.2.1. If
no special
instructions are given in the following sections, it can be assumed that the source field can be
moved to the target 852 subfield as shown in 5.2.1 with no changes.
5.2.2.1
852 CREATION EXCEPTION
None at this time.
5.2.2.2
852 $a INSTITUTION CODE (NR)
Output the value “SBXL” in the $a of all 852 fields output for the record. The incoming 852 may also have a
subfield $a. Do NOT output it.
Input:
852 0 $a CU-SB $b MAIN $c ASIAN $h TC423 $i .T43 no.94-4 mf11
Output: 852 0 $a SBXL $b ASIAN $h TC423 $i .T43 no.94-4 mf11
Only one $a should be output per 852.
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5.2.2.3
852 $b LOCATION CODE (NR)
The input record is expected to have a $b subfield. Do not output it. Instead, take the value from the first $c in the
852, put this value in a $b, and output it.
Input:
852
Output: 852
$a CU-SB $b ARTS $c MUCAG $h III:1707
$a SBXL $b MUCAG $h III:1707
If the incoming 852 lacks a $c – do NOT output the 852 at all.
5.2.2.4
852 $c SHELVING LOCATION
Not output for UCSB at this time.
5.2.2.5
852 $g NON-CODED LOCATION QUALIFIER (R)
If the incoming 852 has one or more $g’s, output them as input.
The $g is repeatable.
5.2.2.6
852 $h, $i, $j CALL NUMBER
If the incoming 852 has any or all of $h, $i, and $j – output them as input.
Input:
852 0 $a CU-SB $b MAIN $c SPROM $h AC1 $i .E26 mp no.6751, no.
Output: 852 0 $a SBXL $b SPROM $h AC1 $i .E26 mp no.6751, no.
The $h and $j are not repeatable. The $j is repeatable.
5.2.2.7
852 $k CALL NUMBER PREFIX (R)
If the incoming 852 has one or more $k’s, output them as input.
The $k is repeatable.
5.2.2.8
852 $m CALL NUMBER SUFFIX (R)
If the incoming 852 has one or more $m’s, output them as input.
The $m is repeatable.
5.2.2.9
852 $p PIECE DESIGNATION (NR)
If the incoming 852 has a $p, output it as input.
The $p is not repeatable.
5.2.2.10
852 $x NONPUBLIC NOTE (R)
If the incoming 852 has one or more $x’s, output them as input.
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The $x is repeatable.
5.2.2.11
852 $z PUBLIC NOTE (R)
If the incoming 852 has one or more $z’s, output them as input.
The $z is repeatable.
Input:
852 2 $a CU-SB $b MAIN $c NDARF $h W1 $i AT315 $z Status: Ceased publication $D 5 $O
Not currently received. $z Gift of Gab. $3 v.1-25,1976-1993.
Output:
852 2 $a SBXL $b NDARF $h W1 $i AT315 $z Status: Ceased publication $D 5 $O Not
currently received. $z Gift of Gab. $3 v.1-25,1976-1993.
5.2.2.12
852 $3 MATERIALS SPECIFIED (SUMMARY HOLDINGS) (NR)
If the incoming 852 has a $3, output it as input.
The $3 is not repeatable.
Input: 852 3 $a CU-SB $b MAIN $c SPROM $h DOC D 301.35:60-19/ mf11 $3 v.4, v.8
Output: 852 3 $a SBXL $b SPROM $h DOC D 301.35:60-19/ mf11 $3 v.4, v.8
5.2.2.13
852 $D SERIAL ORDER/RECEIPT DATA FIELD (NR)
If the incoming 852 has a $D, output it as input.
The $D is not repeatable.
5.2.2.14
852 $O SERIAL ORDER/RECEIPT DATA FIELD (NR)
If the incoming 852 has a $O, output it as input.
The $O is not repeatable.
Input:
852 2 $a CU-SB $b ARTS $c ASIAN $h W1 $i AI100 $D 2 $O Ceased $3Recent issues in HEALTH
SCI Current Periodicals; older issues bound in book stacks.
Output: 852 2 $a SBXL $b ASIAN $h W1 $i AI100 $D 2 $O Ceased $3Recent issues in HEALTH SCI
Current Periodicals; older issues bound in book stacks.
5.2.2.15
852 SUBFIELDS NOT NAMED ABOVE
UCSB records may contain subfields not discussed above. They should be output only if they appear on the list in
5.2.1.
5.2.2.16
852 INDICATORS
UCSB sends various values in the 852 indicators. Output them as input.
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6.
RECORD VALIDATION
Check each record before it is output using standard converter record validation.
Rebecca Doherty
Latest revision: 8/23/02
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