Re: Suppressed records

[Claudia Chester <cchester@xxxxxxxxxx>]

At 10:46 AM 1/10/2000 +0100, Ingrid Larsson wrote:
>
>
>
>Hello,
>
>The Stockholm School of Economics Library is a new III library going alive
>in the next few months. One of our branches has suddenly decided that they
>don't want their records to be searched and retrieved in the WEPOPAC, e.g.
>they want to suppress their records. We have some questions about this and
>wonder if we could get some advise from the list.
>
>1) The records as we understand are suppressed with a code in BCODE3 which
>is put manually for each record?
>

You can do this if you have separate bibliographic records for each branch.
My recommendation would be to have only one bibliographic record per title,
and attach an item record for each shelving location. You don't say where
your catalog data is coming from, but if it is being processed for you by a
conversion vendor, you could have them insert the suppression code 'n' in
the ICODE 2 and avoid all manual labor. If your records (either bib with
one branch location only, or item) have the branch's location code in them,
you can identify them through create lists and enter the suppress code
through rapid update.

>2) The branch also want to suppress "old" records which are migrated from
>our LIBERTAS system. May this be done with the function of rapid update?

Assuming there is some way to identify these records using the create lists
function, I believe so.

>
>3) We have not bought any scopes. If these records are suppressed how is it
>possible for this branch to retrieve their own records?

Assuming the system you purchase looks the same as ours (WEB OPAC, but
staff mode still in text format) the branch will have to use the staff
search mode to search ALL records (including other branches') and then
either limit by branch location, or select individual records from the hits
list to see their particular titles.
 
>
>We would be very grateful for advise on this questions and also have
>examples how suppressed records are working in reality in WEBOPACS.

So much depends on how you configure your system and data, based on your
organizational structure and workflows. For example, our decision to have
only one record per title works well for us since most of our technical
services work is done at the main library, even though we have 2 branches.
I imagine it could get a bit confusing if many branches were editing the
same records.

We opted to retain every item and bib record (even of discarded materials)
so that, in effect, we would have the equivalent of a shelflist on our
system. We suppress each item when it is discarded and suppress the bib
record when the last item is discarded. The suppressed records simply don't
appear in the OPAC. Staff do tend to forget sometimes, though, when they're
using other modules, that we don't own everything they find in the database
and they need to check the coding. It would be nice the Millennium staff
access had a way of highlighting this more dramatically, but I don't know
if such a feature is planned.

Anyway, hope this helps & please feel free to contact me if you'd like
further clarification.

Good luck!
>
>Thank you in advance!
>
>Ingrid Larsson
>
> 
>________________________________________
>Ingrid Larsson
>Systems Librarian
>Library
>Stockholm School of Economics
>Box 6501
>113 83  Stockholm
>Tel: +46 8 7369707
>Fax: +46 8 318213
>E-mail: Ingrid.Larsson@xxxxxxxxxx
>
>
*****************************************************************
Claudia Chester				E-mail: cchester@xxxxxxxxxx 
Technical Services Librarian		Phone:  925-258-2362
Fisher Library				FAX:    925-254-8136
John F. Kennedy University
12 Altarinda Rd.
Orinda, CA 94563
*****************************************************************