Cataloging Electronic Resources — Finding Them in Catalog Searches
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Adding a Located URI to the record
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Attaching the record to a bib source that is transcendent
The Located URI approach is useful for Evergreen sites where libraries have access to different electronic resources. The transcendent bib source approach is useful if all libraries have access to the same electronic resources.
Another difference between the two approaches is that electronic resources with Located URI’s never appear in results where the search is limited to a specific shelving location(s). In contrast, transcendent electronic resources will appear in results limited to any shelving location.
Adding a Located URI to the Record
A Located URI allows you to add the short name for the owning library to the 856 field to indicate which organizational units should be able to find the resource. The owning organizational unit can be a branch, system, or consortium.
A global flag called When enabled, Located URIs will provide visibility behavior identical to copies will determine where these resources will appear in search results. This flag is available through Admin → Server Administration → Global Flags.
If the When enabled, Located URIs will provide visibility behavior identical to copies flag is set to False (default behavior):
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When the user’s search scope is set at the owning organizational unit or to a child of the owning organizational unit, the record will appear in search results.
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When a logged-in user’s preferred search library is set to the owning organizational unit or to a child of that owning organizational unit, the record will appear regardless of search scope.
If the When enabled, Located URIs will provide visibility behavior identical to copies flag is set to True:
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When the user’s search scope is set at the owning organizational unit, at a child of the owning organizational unit, or at a parent of the owning organizational unit, the record will appear in search results.
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When a logged-in user’s preferred search library is set to the owning organizational unit, to a child of the owning organizational unit, or to a parent (with the exception of the consortium) of the owning organizational unit, the record will appear regardless of search scope.
To add a located URI to the record:
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Open the record in MARC Edit
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Add a subfield 9 to the 856 field of the record and enter the short name of the organizational unit for the value. Make sure there is a 4 entered as the first indicator and a 0 entered as the second indicator. For example:
'856 40 $u http://lwn.net $y Linux Weekly News $9 BR1'
would make this item visible to people searching in a library scope of BR1 or to logged-in users who have set BR1 as their preferred search library.
If multiple organizational units own the resource, you can enter more than one subfield 9 to the 856 field or you can enter multiple 856 fields with a subfield 9 to the record -
Save the record
| When troubleshooting located URIs, check to make sure there are no spaces either before or after the organizational unit short name. |
Located URI Example 1
The When enabled, Located URIs will provide visibility behavior identical to copies flag is set to False (default behavior)
The Record has two 856 fields: one with SYS1 in subfield 9 and the other with BR4 in subfield 9
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Any user searching SYS1 or any of its children (BR1, BR2, SL1) will find the record. These users will only see the URL belonging to SYS1.
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Any user searching BR4 will find the record. These users will only see the URL belonging to BR4.
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A user searching SYS2 will NOT find the record because SYS2 is a parent of an owning org unit, not a child. The same thing happens if the user is searching the consortium. In this case, the system assumes the user is unlikely to have access to this resource and therefore does not retrieve it.
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A logged-in user with a preferred search library of BR4 will find the record at any search scope. This user will see the URL belonging to BR4. Because this user previously identified a preference for using this library, the system assumes the user is likely to have access to this resource.
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A logged-in user with a preferred search library of BR4 who is searching SYS1 or any of its children will also retrieve the record. In this case, the user will see both URLs, the one belonging to SYS1 because the search library matches or is a child of the owning organizational unit and the one belonging to BR4 because it matches or is a child of the preferred search library. The URL belonging to the search library (if it is an exact match, not a child) will sort to the top.
Located URI Example 2
The When enabled, Located URIs will provide visibility behavior identical to copies flag is set to True
The Record has two 856 fields: one with SYS1 in subfield 9 and the other with BR4 in subfield 9
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Any user searching SYS1 or any of its children (BR1, BR2, SL1) will find the record. These users will only see the URL belonging to SYS1.
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Any user searching BR4 will find the record. These users will only see the URL belonging to BR4.
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Any user searching the consortium will find the record. These users will see both URLs in the record. In this case, the system sees this user as a potential user of SYS2 or BR4 and therefore offers them the option of accessing the resource through either URL.
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A user searching SYS2 will find the record because SYS2 is a parent of an owning org unit. The user will see the URL belonging to BR4. Once again, the system sees this user as a potential user of BR4 and therefore offers them the option of accessing this resource.
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A user searching BR3 will NOT find the record because BR3 is neither a child nor a parent of an owning organizational unit.
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A logged-in user with a preferred search library of BR4 who is searching BR3 will find the record. This user will see the URL belonging to BR4. Because this user previously identified a preference for using this library, the system assumes the user is likely to have access to this resource.
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A logged-in user with a preferred search library of BR4 who is searching SYS1 or any of its children will also retrieve the record. In this case, the user will see both URLs, the one belonging to SYS1 because the search library matches or is a child of the owning organizational unit and the one belonging to BR4 because it matches or is a child of the preferred search library. The URL belonging to the search library (if it is an exact match, not a child) will sort to the top.
Using Transcendant Bib Sources for Electronic Resources
Connecting a bib record to a transcendent bib source will make the record visible in search results regardless of the user’s search scope.
To start, you need to create a transcendent bib source by adding it to 'config.bib_source' in the Evergreen database and setting the transcendant field to true. For example:
# INSERT INTO config.bib_source(quality, source, transcendant, can_have_copies) VALUES (50, `ebooks', TRUE, FALSE);
| If you want to allow libraries to add copies to these records, set the can_have_copies field to TRUE. If you want to prevent libraries from adding copies to these records, set the can_have_copies field to FALSE. |
When adding or uploading bib records for electronic resources, set the bibliographic source for the record to the newly-created transcendent bibliographic source. Using the staff client, the bibliographic source can be selected in the MARC Batch Import interface when importing new, non-matching records or in the MARC Edit interface when editing existing records.