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Tips on Profiling III for a Consortium

Coordinator/Presenter:
Gillian Ellern, Western Carolina University
Web Site:
http://www.wcu.edu/library/internal/systems/presentations/tipsforprofiling/


The Western North Carolina Library Network (WNCLN) is a consortium of three university libraries, University of North Carolina at Asheville, Appalachian State University and Western Carolina University. WNCLN migrated from LS2000 to the INNOPAC library system in 1994. It took seven months to finish the profiling. Based on this profiling and installation experience, the presentation was focused on three aspects:

Profiling Do’s and Don’ts

Lines of Communication

It is very important to keep everyone informed of the progress of the project whether he/she is involved directly or not. Open communication is the key to keep up the morale and the enthusiasm among staff.

WNCLN formed various committees to do the profiling and the preparation of system migration. There were the Network Implementation Committee (NIC) and Local Profiling Committee on each campus. Local and Network Committees meetings were held frequently. It is recommended to have meetings every week and to utilize e-mail, listserv/mailserv, teleconference, and phone conference calls to keep everyone informed. It is efficient to use the listserv/mailserv as the major mode of communication to pass on information. Examples of information that can be put on the listserv/mailserv include minutes of meetings, any kind of communications with Innovative, and drafts of profile sheets.

Network Coding Considerations

Branch/Location Codes

Particular attention should be given to the branch/location codes as they have direct impact on scoping, limiting, circulation, and statistics. The codes should be hierarchical and mnemonic for ease of use and for systematic manipulation. In order to group branch codes together, it may be necessary to consider changing some circulation policies.

WNCLN uses two different coding systems for bibliographic record location and item record location. The bibliographic record locations are one-, two-, or three-letter codes and item record locations are five-letter codes. Although maintaining two location systems may have some cataloging upkeep disadvantages, the two coding systems do greatly enhance scoping and limiting functions. The mechanism of “forced” multiple locations is used to automatically generate the bibliographic location codes.

Circulation Parameters

WNCLN uses one-letter bib branch codes to organize the circulation tables. A placeholder is used to order the loan rules table and notice text by institution. It, therefore, allows staff to jump directly to the part of the tables that belongs to their institution. In addition, space is reserved between entries for future growth.

Batchloading

The INNOPAC has to first understand the 949 tag as well as the details of how it is mapped in the MARC load table. 949 -- for bib information, 949 -1 for item information, and 949 -2 for order information. WNCLN added two subfield tags $m (material type) and $j (bib location) to map fields into the bib record. The added fields are particularly useful for generating statistics. Pre-mapping was used in the conversion process to map the five-letter item location codes to one-, two-, or three-letter bibliographic location codes and then add them to $j.

The INNOPAC default menu for loading MARC records is hard to read and understand. Fortunately, this menu can be customized without a fee; therefore, it is highly recommended to request Innovative to change the wording to make it easier to understand.


Recorded by: Karen Chan, Eastern Washington University

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