Specifications for FLARE

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Convert UFSTO TRAY temp Items to FLARE

Identify Items and linked HOL records in UFU50 and UXU60

  1. Pull Items that match:
    • Temporary Location = Y
    • Sublibrary = UFSTO
    • Collection = TRAY
  2. Identify linking HOL numbers
    • There could be multiple Items to a HOL -- Holdings numbers are to be de-duplicated

Create FLR50 Items

  1. Create new FLR50 ADM records
  2. Create FLR50 Items by duplicating original UFU50 items to FLR50 items with the following values:
    • Sublibrary = FLARE [from HOL]
    • Collection = TRAY [from HOL]
    • Item Process Status = [blank]
    • Temporary Location = N (unchecked)
    • Clear z30_internal_note field
    • Clear z30_no_loans
    • Update z30_open_date to run date
    • All other item fields stay the same as original
  3. Clean up z103s (linker record) to make sure that the new Items are linked properly with new ADMs

Modify UFU50 Items (suppress)

  1. Retain item in UFU50 to retain circ history
  2. Modify Sublibrary, Collection and Item Process Status
    • Sublibrary = UFSTO
    • Collection = UFFLR
    • Item Status = [don't change]
    • Item Process Status = FL
      • IPS FL suppresses the item from Mango
    • Temporary Location = N (unchecked)
    • All other items fields remain untouched

Create FLARE HOLs and load to UXU60

  1. Modify MARC Org code, Sublibrary and Collection for FLARE
    • Example: 8520 $$aFlGaFAR$$bFLARE$$cTRAY$$h[call no]$$i[call no] ...
  2. Retain all fields except CAT, 004, 999 and TKR in Aleph Sequential format records
  3. Do not retain TKR fields or NOTIS numbers
  4. 583 Fields: Final Specs from Ben Walker via email dated June 20th
  5. Setup for the transfer of UFSTO TRAY monographs:
    1. 583 1 $5 flgafar $a committed to retain $c [date FLARE holding created] $d committed to retain permanently $f FLARE $j FSTO
    2. 583 1 $5 flgafar $a condition reviewed $c [date FLARE holding created] $f FLARE $j FSTO
    3. No 583 for completeness
  6. Setup for the transfer of UFSTO TRAY items attached to UFSTO DOCS holdings:
    1. 583 1 $5 flgafar $a committed to retain $c [date FLARE holding created] $d committed to retain permanently $f FLARE $f FDLP $j FSTO
    2. 583 1 $5 flgafar $a condition reviewed $c [date FLARE holding created] $f FLARE $f FDLP $j FSTO
    3. No 583 for completeness
  7. The system/program will know not to add new 583's in cases where 583 fields have already been included on the original holdings.


Questions for UF:

  • Insert 583? If so, what indicators, subfields, text? Answer:No, we're handling via a macro. New Answer: Yes, see above
  • Insert CAT field, FLARE created? Answer:Yes, this will be helpful for tracking

Modify original UF HOLs (suppress)

  1. Insert STA field - this will suppress the holding from MANGO
    • Example: STA $$a SUPPRESSED $$b FLARE
  2. Change collection code in 852 $$c to UFFLR
    • Examples:
      • 8520 $$a FU $$b UFSTO $$c UFFLR $$h [call no] $$i [call no] ...
      • 8520 $$a FU $$b UFSAF $$c UFFLR $$h [call no] $$i [call no] ...

Questions for UF:

  • Is it ok to change 852 $$c to UFFLR? Answer:Yes
  • Does UF need the original collection code stored elsewhere in the 852 or another field in the holding? Answer:No

Convert UFSTO ILF Items and Holdings to FLARE

Materials donated to FLARE by the University of Miami

Identify Items and linked HOL records in UFU50 and UXU60

  1. Pull Items that match:
    • Sublibrary = UFSTO
    • Collection = ILF
  2. Identify linking HOL numbers
    • There could be multiple Items to a HOL -- Holdings numbers are to be de-duplicated

Create FLR50 Items

  1. Create new FLR50 ADM records
  2. Create FLR50 Items by duplicating original UFU50 items to FLR50 items with the following values:
    • Sublibrary = FLARE [from HOL]
    • Collection = TRAY [from HOL]
    • Item Status = 03; keep if IS 95
    • Item Process Status = FL
    • Temporary Location = N (unchecked)
    • All other item fields stay the same as original
  3. Clean up z103s (linker record) to make sure that the new Items are linked properly with new ADMs

Modify UFU50 Items (suppress and eventually delete)

  1. Retain item in UFU50 to retain circ history
  2. Modify Sublibrary, Collection and Item Process Status
    • Sublibrary = UFSTO
    • Collection = ILF (retain ILF collection code for future deletion)
    • Item Status = [don't change]
    • Item Process Status = FL
      • IPS FL suppresses the item from Mango
    • Temporary Location = N (unchecked)
    • All other items fields remain untouched

Create FLARE HOLs by Copying Existing HOLs

  1. Modify MARC Org code, Sublibrary and Collection for FLARE
    • Example: 8520 $$aFlGaFAR$$bFLARE$$cTRAY$$h[call no]$$i[call no] ...
  2. Retain all fields except CAT, 004, 999 and TKR in Aleph Sequential format records
  3. Do not retain TKR fields or NOTIS numbers

[Link back to Main Page]

Delete UF HOLs

  1. Suppress HOLs STA $aSUPPRESSED $bILF
  2. Delete after review
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