STA-Suppressed in Bib records

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What will happen in the merge?

The merge specifications call for the STA-Suppressed tags in Bib records to be dropped during the merge of records. This is done because the Bib. may or may not be suppressed by other institutions.

Identifying problem records

If the holdings and items are suppressed this should not be a problem. The record will not show in the individual catalogs if there are no active holdings and items.

Reports: Use Active Holdings Attached to Suppressed Bibs to identify holdings that may need to be suppressed.

Does a similar report need to be created for active items attached to suppressed bibs?

Explanation of how Mango currently (pre-Shared Bib) treats suppressed

  • If the Bib is suppressed nothing is transferred to Mango
  • If the Bib is not suppressed but all the HOLdings and Items are suppressed the Bib is shown in Mango with no HOLdings or items.
  • If the Bib is not suppressed and there are only items, the program will go by the item processing status for display
  • If the Bib is not suppressed and the HOLding is suppressed none of the items associated with that HOLding will display.

Clean up

  • Bib record should continue to be suppressed (so it doesn't show in Mango now)
  • To make sure a record is suppressed in the Shared Bib it needs to have:
    • HOLdings that are suppressed, this can be done with a global change if you have a list of Bib or HOL keys
    • Items attached to the HOLding don't need to be suppressed
    • Items without HOLdings need to have an Item Processing status that is suppressed. We can provide the IPS at each institution that are marked as suppressed in the OPAC.

Possible issues

Concerns: there are a lot of Serials Solutions records which are suppressed but should probably have been deleted. Anyone who would like a report of their suppressed Serials Solutions record should send a message to RT Printing & Reports

How does STA-Suppressed affect Circulation?

In short, it doesn't.

When thinking about circulation in this environment, it helps to think about the three distinct record types:

  • Bibs
  • Holdings
  • Items

Bibs and Holdings are descriptive records. Circulation, on the other hand, is primarily concerned with handling of physical entities - which are represented by Items.

So, SUPPRESSED records (BIB or HOL) don't affect circulation - just whether or not the records display to the public. One caveat here: if a BIB or HOL is suppressed, and therefore doesn't display to the public, the associated items won't display either - which means patrons can't place holds, renewals, or UBorrow requests through the OPAC.

However, staff can access all BIBs and HOLs in the Aleph client, so items attached to those can be circulated. The only change that affects circulation is a change to the Item record itself. See information about Item Processing Status below for more details. Whether or not a certain item processing status allows circulation is what can vary from university to university - or even between libraries within a university.

Item Processing Status (IPS)

When an IPS is created in Aleph there is a choice made whether or not the item should show in the Aleph OPAC and Mango. This choice is set in Aleph Tab15 column 10. If there is a "Y" then it shows to the public. If it is an N then it doesn't show. This can be changed if requested. Other settings in tab15 control whether a particular IPS allows loans, holds and other circulation functions.

When we say an item is suppressed we mean that its IPS has an "N" associated with it in the Aleph table. We compiled a spreadsheet of all IPSes (each institution is a separate tab at the bottom of the spreadsheet). If the WebOPAC column is "N" then it doesn't show : IPS Spreadsheet

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