A scope = locally-defined subset of records in the catalog scopes can be based on: Location Values in BCODE1, BCODE2, BCODE3

Transcription

1 SOME DEFINITIONS A scope = locally-defined subset of records in the catalog scopes can be based on: Location Values in BCODE1, BCODE2, BCODE3 records can belong to multiple scopes Each record type (bib, item, checkin, authority, resource, course) is scoped independently If a record type is not scoped, then (by default) all records of that type would belong to any scope. 1

2 The X indicates that scope rule applies to the Main Library Scope These two locations are part of the ILL scope rule WEBPAC SCOPING DISPLAY OPTIONS LOCATION-based Scopes When a patron selects a location-based scope and views an individual record, your library has the option to display item information from only the attached records that fall within the scope or from all attached records. Contact Innovative to configure your system for your preferred display settings. BCODE-based Scopes For scopes based on a BCODE field in the bibliographic record, when an individual record is viewed, information from all attached records appears in the WebPAC. Mixed BCODE and LOCATION-based scopes When a library has a mix of BCODE and LOCATION-based scopes, the system displays all attached records (scoped or not). Otherwise, a search within a BCODE scope would not display any attached records. Manual Page #

3 JOB SECURITY FOR DATABASE MAINTENANCE Why would a scoped search display a bibliographic record properly, but not its attached item (.i) or checkin/holdings (.c) records? In this situation, the system might have matched the scope rule criteria for bibliographic record but not for the attached item or checkin/holdings record(s). For example, in a scope based on location codes, if you have a bibliographic record displaying but not the attached item, the item's location codes are probably not included in the scope rule. You can contact the Help Desk to turn on a setting that displays all non-suppressed records attached to a bibliographic record regardless of the scope of the bibliographic record. By default this setting is turned off, and attached records must be in the same scope as the record retrieved by the index search in order to display. A disparity in scope settings between a bibliographic record and its attached records can lead to record display behavior in scoped searches that is initially difficult to understand. You can synchronize the location code data in the bibliographic record with the item records using the Maintain Record Links (105069) utility. 3

4 ACTUAL SCOPING IN OUR CATALOG NOW 4

5 5

6 LIMITS VS. SCOPES What is the difference between a scoped search, and a search using Limit by Location? A scoped search finds all eligible records satisfying the chosen scope rule, which can encompass a range of location values and record types. Each of the scopes in a drop-down menu represents a many-to-one relationship between the scope rule and the matching bibliographic, item, or checkin/holdings records. By contrast, the Limit by Location menu represents a one-to-one relationship between the location code for the limit option and the location code in the bibliographic record. When the limit is applied the system will look in a search result set for only records that have that bibliographic record location code. Law Scope Law Locations Internet Locations Limit to Law Law Locations only 6

7 7

8 SCOPE PERSISTENCE IN THE WEBPAC WWWoptions RESET_SCOPE T= resets scopes at start over button/link ICON_RESETSCOPE Can define the button that users see to reset their scope Can define deferent icons per scope e.g. for Law could be search all collections, for CB could be search entire UA collection LOCKSCOPE Don t think we would use Locks users into the scope for their login location -Manual Page #

9 WEBPAC CUSTOMIZABLE FORMS / PAGES Custom pages can be created for each scope by adding the scope number to the page name, e.g. srchhelp_x_s#.html The following are the customizable pages: Type example Any search page: srchhelp_t_s#.html Any search link: /search?t~s# Patron login forms: pverify_web_s#.html Bibliographic and browse displays bib_display_s#.html Top and bottom menus topologo#.html We could, for instance, create a custom start page for CB that starts those users in their own scope, with a different look and feel than the rest of the catalog. -Manual Page # MILLENNIUM LOGINS Staff Logins can be scoped by default. This is done in the Login Manager. But not sure why. -Manual Page #

10 MORE WORK FOR DATABASE MAINTENANCE Two frequent problem calls: 1. A staff member tries to edit a newly-created record and receives the message: "Record outside of Scope". 2. When users limit a WebPAC search to a specific scope, items in a recently-added location aren't found. - RECORD OUTSIDE OF SCOPE Cause: The record was created with no location code ('none'), an invalid location code, or with a location code that is not part of the staff member's scope. Resolution: Log into the system using the login with no scope assigned. If the record belongs to an accounting or serial unit (order, checkin), enter the user initials of the staff member who created the unscoped record or your administrative "troubleshooting" user initials to set the correct unit. Add the correct location code and save the change. The record should now be correctly scoped and available to the staff member. To prevent the problem from occurring in future, be sure that every record creation template contains a valid scoped location or prompts the user to enter a location code. Make sure that staff workflow includes inputting a valid location during manual record creation and inputting a valid location code for downloaded records. 10

11 RECENTLY-ADDED LOCATION NOT FOUND Cause: Link Maintenance has not yet run and no bibliographic records have yet been Cause: updated The location to reflect code attached was added records to records with the before new location it was added code. to the Resolution: scope rule. Resolution: Make sure the location has been added to the appropriate When scope Link Maintenance rule. runs next, the bibliographic records will be updated and Use the an records unscoped will be login found to log when on users to the limit system. to the scope. Create a review file of the unscoped records by finding all records with the unscoped location code. Use Rapid Update to insert a suppression code into the unscoped records. Still using Rapid Update, insert a code that does not indicate suppression. Changing a suppression code causes the system to reindex the records, forcing them into the proper scope. IMPLEMENTATION Check default search screens Determine if III needs to tweak CB and Law scopes (add Internet locations?) Determine rules for persistence Determine rules (if any) for staff scoping Revise technical services procedures for new location codes Work with Law webmaster on catalog links to set scope Work with CB on links as well as (eventually) customized pages and wwwoptions 11

12 12