Shared Bib Environment Introduction
• The Shared Bib project involves changing the Aleph
environments that FCLA supports
• Currently only the Aleph software, the hardware and the
authority files are shared between the 11 SULs
• In the Shared Bib environment some data files and some
configuration tables are shared and some are not
• This presentation’s goal is provide an overview of the
new environment
SB Environment Introduction cont’d
• Shared Bib environment on Aleph test server for the 3
Pilot libraries was called SBTest
• FCLA is working on building a new environment with a
merge of all SULs called UXTest
• Some shared files will be created by merging data based
on specifications and some will be created by aggregating
existing data into one file
• Aleph software, files in the shared Alephe directory, and
many scratch and print directories are shared
• Aleph calls certain groups of files: “libraries”. For example
the Bib. Library has the Bib. file, all bib index files and
configuration files associated with Bibs, etc.
Current Aleph Environments
Shared
Not
Shared
LCA10
MSH12
FSU01
UFU01
SFU01
- Bib file
- Indexes
- Logical base
file
- Bib file
- Indexes
- Logical base
file
- Bib file
- Indexes
- Logical base
file
FSU10
UFU10
SFU10
FSU60
UFU60
SFU60
FSU50
UFU50
SFU50
FSU30
FSU40
UFU30
UFU40
SFU30
SFU40
Shared Bib Environment
There are four types of “sharing” in terms of
Aleph files, they are color coded on the next
slide:
1. Green – shared files that are already shared
2. Purple – shared files as result of merge of
non-shared files
3. Red – shared files as a result of aggregating
non-shared data
4. Blue – non-shared files that stay non-shared
Shared Bib Aleph Environment
LCA10
MSH12
UXU01 Shared Library
- Bib file
- Indexes
- Logical base file
Shared
UXU60
Not
Shared
UXU10
UXU50
-Permissions
-Global user records
FSU50
UFU50
SFU50
FSU30
FSU40
UFU30
UFU40
SFU30
SFU40
Already shared | Merged | Aggregated | Non-shared
Shared Bib Environment
Shared Bib Library (purple on slide 5)
• Shared Bib Library includes:
– One bib file: UXU01
– One bib record (merge based on OCLC and other
vendor numbers, see merge specs)
– Some individual MARC tags have been coded to
show SUL ownership $5 FU
– Shared Aleph configuration tables related to bib
records such as indexes
Already shared | Merged | Aggregated | Non-shared
Other Shared Libraries
• Shared AUT Libraries (LCA10, MSH12, UXU10)
– LCA10 and MSH12 are already shared file
– SBU10 is a merged file of local authority files (see merge
specifications)
• Shared HOL Library (UXU60) includes:
– One HOL file, aggregate of current HOL files
– Separate HOL records (as they are now)
– Shared Aleph tables related to HOL records such as indexes
• Shared ADM (UXU50) includes:
– One Permissions file (aggregate of all 11 permissions files)
– Global Patron Record (aggregate of all 11 global patron records)
Already shared | Merged | Aggregated | Non-shared
Non Shared Libraries
• XXU50: separate Admin library for each SUL
with item, vendor, patron local info., budget
and circ. transactional information (loans,
requests and cash)
• XXU30: separate Reserves library for each SUL
• XXU40: separate ILL library for each SUL
• All of these are copied over and re-linked to
the HOLdings and BIB records
Already shared | Merged | Aggregated | Non-shared
Staff access in a Shared Bib
• Staff use the Aleph Client to access Shared Bib
Shared Bib
Shared
HOL
ALEPH Clients
XXU50
XXU30
XXU40
Aleph OPAC access
• Staff (or users) access records via Aleph OPAC
Shared Bib
Shared
HOL
Aleph OPAC
ADMIN
FSU
USF
UF
ADMIN
ADMIN
Mango access part one
• Building the Mango bibliographic database CURRENTLY:
FAMU
BIB/
HOL
FAU
BIB/
HOL
CRL
DLU01
FGCU
BIB/
HOL
FIU
BIB/
HOL
FSU
BIB/
HOL
NCF
BIB/
HOL
UCF
BIB/
HOL
UF
BIB/
HOL
Merge/
dedup
UNF
BIB/
HOL
USF
BIB/
HOL
UWF
BIB/
HOL
Digitool
SOLR
UFDC
OSTI
Mango access part two
• Building the Mango database in a Shared Bib environment:
Shared Bib and
HOLdings in
Aleph
Merge
Digitool
CRL
DLU01
SOLR
UFDC
Creating the UXU environment
• Bib. record merge:
– Match on OCLC#, other numbers
– Review of every tag to determine treatment
– Some data cleanup as we merge
• Merge of HOLdings files, renumber holdings records
• Copy shared aleph tables from one SUL, make adjustments
• Copy non-shared data and aleph tables to new
environment
• Relink of HOL and ADM info
• Merge UXU50 Permissions file and global patron records
• Merge Local Authority files into UXU10
• Output records to Mango
• Index
• Current merge of 3 SULs=20 hours before indexing