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  1. Hadi Amjadi
  2. Sierra/ Millennium/ Encore
  3. Monday, January 29 2018, 11:45 AM
  4.  Subscribe via email
Dear IUG colleagues,





We have a problem that I was wondering if you can be of help to us in finding a solution for it. When we order materials that we already have item records for, Sierra displays the order record as a separate
record. The holds go on the order record and when the records are combined the patrons lose their place in the Hold queue. Staff will also have to merge the records and this takes extra staff time.





Is there a setting on Sierra that we can turn on that combines these records so that we don’t run into this problem?






Thank you in advance for your help.


Hadi















Hadi Amjadi

Systems / Cataloging Librarian




david.amjadi@sjlibrary.org


(408) 808-2075

San Jose Public Library



http://www.sjpl.org/king"">http://www.sjpl.org/king

















david.amjadi@sjlibrary.org
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Hadi Amjadi Accepted Answer Pending Moderation
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Hello everyone,

We are having the same issue that has been discussed regarding pbk information following ISBN info in 020 field. I am wondering in order to resolve this issue, all we will need is to ask the vendor to provide bibs with just the ISBN info in 020 field. Is that a function of Sierra or is a part of the record provided by the vendor? Do you know?

Are there any libraries who have been able to test this by removing extraneous information from 020 field and seeing the load table work properly and not create a duplicate record?

Hadi

david.amjadi@sjlibrary.org
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Kristin Mancini Accepted Answer Pending Moderation
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I believe you can have your load table set to match on normalized ISBNs which would just look at the 13 or 10 digits and nothing afterwards. However, if you already have two records with the same ISBN in your system, it will still insert a new Bib/Order record.

kmancini@nhfpl.org
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Donna Peterson Accepted Answer Pending Moderation
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We are having similar problems.
We do have our settings set so that if there is an ISBN match it will add just the order information to the existing records and if there is not an ISBN match it will add a new brief bib and order record as Eeva suggests in her response. That has worked for the most part for us in the past. However, this year there have been numerous times when order records are added and a new brief bib and order record are created even though we have an existing full bib with the same ISBN. We have a very tight materials budget so we try not to order more copies of titles than we absolutely need. This means that we order additional copies as we hit certain holds ratios.
I'm wondering if it's a problem as Joshua states above in his point #1 - The standard number to be matched with needs to look the same (ISBN's with pbk afterwards does not match with ISBN with paperback afterwards). Is there anything that can be done so it only looks at the 10 or 13 digit ISBN and not the extra stuff after it?
I have not had load profile training, nor has anyone else here. Our automations person is new and gave me a blank look when I asked if he knew anything about load tables.

dpeterson@co.carver.mn.us
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Hadi Amjadi Accepted Answer Pending Moderation
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Hi Joshua,

Thank you so much for your post. I apologize for the delay in responding. You have some very useful information here that I should be on the lookout for when I get the load profile training. No, this is not with a new or any new or specific vendor. It happens all across the board.

Hadi

david.amjadi@sjlibrary.org
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  1. more than a month ago
  2. Sierra/ Millennium/ Encore
  3. # 4
Joshua Rees Accepted Answer Pending Moderation
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Hi Hadi,

While I have not had loader training (our constoria's systems administrator has), I would suggest being sure that this "duplicate record" is happening with all orders. If not all orders, then what may be different about those that are attaching versus are not attaching? San Jose has been on Millennium/Sierra for a while and I would be surprised if nothing was currently matching and attaching. Is this a new vendor, or other system processes having changed?

Our Sierra (and Millennium) system has been matching and attaching order records to existing records for 12 years, with only a few problems.
1) The standard number to be matched with needs to look the same (ISBN's with pbk afterwards does not match with ISBN with paperback afterwards)
2) Not all vendors provide a standard number that can or will be matched with existing (vendor # versus UPC).
3) Sometimes there are the same/valid standard number (even ISBN's) correctly on different records (language items especially, but also readalongs). These then necessitate merging.

Also, when merging, the holds lists should also merge, keeping patrons in the same place based on date/time of the hold being placed. That might be a setting, but not one I have seen or heard about.

-Joshua
Daly City Public Library

rees@plsinfo.org
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  1. more than a month ago
  2. Sierra/ Millennium/ Encore
  3. # 5
Eeva Stierwalt Accepted Answer Pending Moderation
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Hello Hadi! We actually load our order records from our vendor sites. The order information is in 960 and 961 fields in the bibliographic record from the vendor. We have a load table which basically states: If there is a match, no overlay and create an order reocord from the info in the 960 and 960 fields and add the order record to the existing bibliographic record. If there is no match, then add the bib and create and add the order record. This works really well for us and in our catalogue, we see that more copies are on order even if there are existing copies in circulation. Patrons place the hold on the bib. I hope this helps!

eeva.stierwalt@lpl.london.on.ca
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Hi Eeva,

Your suggestion sounds like it could be the solution to our problem! I am scheduled for the Load Profile Maintenance training in May. This will be one of the items I will bring up during that training to see if I can figure out how to make the necessary changes so that the new order record is created linked to existing bib and item records.

Thank you so much!
Hadi

david.amjadi@sjlibrary.org
  1. Hadi Amjadi
  2. 9 months ago
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  1. more than a month ago
  2. Sierra/ Millennium/ Encore
  3. # 6
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