Questions for SIRSI: Data Conversion - Louisiana State University

Last updated 10/16/2001 8:50 AM 

Questions for SIRSI: Data Conversion 

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Q - 1 

We have locations now in NOTIS that we have not used since I've been here. I'm 

not sure there are items in these locations. Since we don't use them I don't want 

to re-create them. What will happen to the items in these locations? 

Q - 2 

A - 1 

A- If there are locations in NOTIS that they don't want to use, then they 

just need to tell us which Unicorn Locations to map those items to. A fairly 

simple process. They will be able tell us when they fill out the translation 

tables for data. 

We are trying to cut down on the number of our locations in our Special 

Collection area. Right now we have location codes that stand for collection, 

location and size. 

i.e. 

hill,rcmi Hill, Rare Collection miniature; 

(call number) PS3564.A18 |c G28 1885 

What we would like to know from SIRSI, is could we convert this code so that the 

size indication is added to the call number 

i.e. 

hill,rcmi would translate to 

Library Location Item type Call number 

Special Rare BOOK PS3564.A18 |c G28 1885 mini 

Collection Collection 

A - 2 

It may or may not be possible to do this. Based on the holding code 

(NOTIS location/sublocation) we have/set: 

library = Special Collection (will need a policy name) 

location = Rare Collection (will need a policy name) 

item type = BOOK

Q - 3a 

Since we're not sure where the "mini" they want at the end of the call 

number comes from, I can't really say that we can do this. 

Could they be more specific? Are we to translate the sub-location codes 

(all or some of them) and add the string to the call number? If when we get 

the data, they can supply some more detailed directions (some examples 

would also be good), we can investigate the possibility of doing this when 

we are looking at the data. 

Since this would be custom (quotable) work, they may want to investigate 

whether they can do this through NOTIS before they give us the data. 

What is the difference between the Holding code in 949 tag subfield h (the one 

which is the NOTIS location, sublocation from the A22 field of the Copy Holding 

rec) page 4 of Conversion of NOTIS 7.1 Data and The Holding code created in 

the table based on the mapping of the NOTIS location, sublocation to Lib, Item 

Type, Loc, Cat1, Cat2, C, I, P (this is on page 8 of Conversion of NOTIS 7.1 

Data). Is a code created to represent this string? 

Q - 3b 

A - 3a 

CC-There is no difference between the codes between option 1 and 2 

(same code, location,sublocation), but rather the difference is in when it is 

used. 

1. We can either use holding codes in the 949 |h to set the item type, 

location, etc., during the load. Meaning all the holding code 

location,sublocations)would have to be entered in the Unicorn policies. 

OR 

2. We can use these same codes (location,sublocation) and do the 

mapping as part of the conversion, meaning we do not add these codes to 

the holding codes in Unicorn, but instead the item type, location, etc. are 

set in the 949 for the load. 

This way (#2), the many holding codes do not have to be entered as 

policies in Unicorn. NOTIS customers in the past have complained about 

having to have all those old holding codes in their system from the load, 

since they won't be used again. 

Is this the code that is also used in the Bibloader?

A - 3b 

The load programs use whichever is defined in the 949 (the 

|hlocation,sublocation or the 

|lLOCATION|tITEMTYPE|xITEMCAT1|yITEMCAT2). 

Either way, the libraries will provide a table with the location,sublocation 

codes defined in terms of Item Type, Location, Item Cats, CIP (and library 

if needed to make the codes unique in multi-library institutions). For 

example: 

CODE ITEM TYPE LOCATION ITEM CAT1 ITEM CAT2 CIP 

============================================================= 

xxx,yyyy REF-BOOK REFERENCE NNY 

aaaa,bbb BOOK STACKS YNY 

Q - 4 

The Conversion of NOTIS 7.1 Data manual lists several conversion examples of 

records under different options, for example on page 13, 

Example 1-Standard Options 

Where / when are these standard options created? 

What about 'Special options'? 

Is there a limit to the number of special options that can be created. We may 

have to define a large number to cover all the exceptions we have in our data. 

Q - 5 

A - 4 

CC- The options available are those listed in the conversion document. 

Other requests can be submitted with each site's "Data Conversion 

Parameters and Conversion Tables". Additional requests will be evaluated 

on a case-by-case basis for feasibility and for whether or not custom 

programming charges apply. 

On page 14 - example 2- Deleted Items 

reference is made to the use of 'current location policy of 'ITEMTEST' if no item 

recs are linked to a bib rec. 

Is this 'current location' policy defined in the Locations policies by the library 

(along with Bindery, Stacks, etc.)?

A - 5 

CC-Yes, if we want to load them, and it is generally a shadowed location. 

We recommend that we use this option - we can either set up a dummy 

location (best so the libraries can find the items later) or we can use the 

word NONE, so an item will be created but there won't be any special 

indication that it is a dummy item. It is possible in NOTIS (as in Unicorn) to 

have bib and copy holding records without items (such as for serial 

records), however our conversion program WILL NOT generate a bib 

record for these types of records unless we use this option. 

This is from a reply to an email earlier this month and I think it will help 

clarify the information in the conversion doc.: 

How does SIRSI handle empty item records, ones without barcodes? Can 

they be removed during conversion? 

CC-One of the options on converting NOTIS records is: 

Current location policy. Output bib record with one copy using this current 

location policy if no NOTIS items exist. If the current location policy is 

"NONE", the current location (|k) will not be output in the holding. The 

NOTIS copy holding must exist otherwise the bib record will not be written 

to standard output. 

Here's what happens: 

if there is a bib/copy holding and no item record, then no bib record will be 

produced unless we throw this option. 

If we throw this option, we will get a bib record. 

Here is an example I found in the data: 

The bib record (we've snipped most of the tags out): 

*** DOCUMENT BOUNDARY *** 

.RCKEY. AAA0002 

.LDDATE. 19991025 

.LDUPD1. 19991206 

.LDUPTM. 11:12:00 

.LDSECUR. YA 

.LDSRCFLG. 01000100 

.LDSOURCE. o|01010002|O|00000 

.LDSTATUS. c 

.LDRECTYP. a 

.LDBIBLVL. s 

.LDENCLVL.

.LDDCF. a 

.LDFORMAT. S 

.LDTOC. 

.008. |a761217c19509999njuuu1 0 a0eng d 

.245. 04|aThe Merck manual of diagnosis and therapy. 

The copy holding record: 


.THRCKEY. AAA0002 YA 

.THLDDATE. 19990902 

.THLDUPD1. 19991206 

.THLDUPTM. 10:44:00 

.THLDSECUR. YA 

.A08. |ah|19990902|19000101 

.A11. |a 

.A22. 1C|arefr|bREF WB 100 M555M 1992|d990902|n1 

We did not see an item for AAA0002 in the sample items. 

If we do NOT use a current location policy in our conversion, then we will 

not even get a bib record. 

If we use a current location of "DUMMYITEM" we will get: 


.000. |aas a c SYA 

.001. |aAAA0002YA 

.008. |a761217c19509999njuuu1 0 a0eng d 


.998. |a10/25/1999|b12/6/1999|c9/2/1999 

.999. 1C|aREF WB 100 M555M 1992|wLC|hrefr|kDUMMYITEM 

This creates an item with a current location of DUMMYITEM. It will allow 

LOUIS to do selections on this item (and will distinguish it from "regular" 

items). 

If we use a current location of "NONE" as the option: 



.001. |aAAA0002YA 

.008. |a761217c19509999njuuu1 0 a0eng d 


.998. |a10/25/1999|b12/6/1999|c9/2/1999 

.999. 1C|aREF WB 100 M555M 1992|wLC|hrefr 

We created a 999 tag (item holding) but there is no current location, so 

there is no way to distinguish that this was a "created" item.

Q - 6 

We will need to know whether to use this option (keeping in mind that if we 

do not, then any record without an item will not come across), and if so, 

whether to use a dummy current location or the word "NONE". 

ZeeZee - Question from SLU: The same situation also exists at LSU who have a 

much larger number of such docs than SLU. LSU will not be able to correct their 

records. 

We have many, many bib. records in the SG processing unit with the same 

SuDoc call number in the copy holdings record. Will these cause a problem in the 

data migration? 

The records represent House and Senate reports and documents that arrived in 

pamphlet form with unique call numbers, and were then superseded by bound 

volumes with a different call number. Each bound volume includes several of the 

pamphlet reports, so rather than lose the access provided by the individual bib. 

records, we did a major project and changed the call number in the individual 

records to reflect the number of the bound volume in which they appear. Hence, 

if a bound volume has 43 reports in it, we'll have 43 bib. records that have the 

call number of that volume. (You can do a CS search for Y 1.1/2 if you'd like to 

see what I'm talking about.) 

If necessary, we can do another major project to append report numbers on the 

end of the call numbers to make them each unique again. If we can avoid doing 

that though, we'd be much happier. :-} 

A - 6 

If the items belong to different bib records, such as TITLEA has a call 

number of "1234" and TITLEB has a call number of "1234", there is not a 

problem that we can see. (For example, we load a lot of records where the 

call number for all the serial items is "SHELVED BY TITLE".) 

Also if different libraries own items for the same title: TITLEA library1 

callnumber "1234" and TITLEA library2 callnumber "1234" this is OK. If 

there are multiple copies attached to the call number for a given library, 

the copy numbers have to be unique, or they will be considered duplicates 

and not load. For example, TITLEA library1 callnumber "1234" copy1 and 

TITLEA library1 callnumber "1234" copy2 is ok, but two copy1s would be a 

problem. This is one of the reasons we recommend auto-generating copy 

numbers during the load.

Q - 7 

I want to make sure that I understand how the basic MARC holdings conversion 

works. If all we have in our MHLD records are 86x fields, the data will convert, 

right? Is the required 852 field created for SIRSI during the conversion process? 

Q - 8 

A - 7 

Yes, it should convert. We use the bib record to get the LDFORMAT 

(which we need for processing coded messages) and we use the linked 

copy holding to extract the A22 NOTIS location/sublocn to create the 

holding code (and the A23 for the coded messages). 

Specifically, what we really need is just the library and location in the 852 

subfield-b and -c, but what we do is use the NOTIS locn/sublocn and look 

that up in the holding code table to turn it into the |b and |c during the 

conversion). 

I want to make sure that I understand how the basic MARC holdings conversion 

works. If all we have in our MHLD records are 86x fields, the data will convert, 

right? Is the required 852 field created for SIRSI during the conversion process? 

A - 8 

Yes, it should convert. We use the bib record to get the LDFORMAT 

(which we need for processing coded messages) and we use the linked 

copy holding to extract the A22 NOTIS location/sublocn to create the 

holding code (and the A23 for the coded messages). Specifically, what we 

really need is just the library and location in the 852 subfield-b and -c, but 

what we do is use the NOTIS locn/sublocn and look that up in the holding 

code table to turn it into the |b and |c during the conversion). 

Q - 9 

In our weekly conference call with SIRSI today we found out how SIRSI will 

handle NOTIS circulation and acquisitions data in the conversion. 

For circulation, they will convert all items still checked out, bills with outstanding 

fines, all open item requests (holds, recalls, renewals, etc.), and all patrons 

(including pseudo patrons). 

For acquisitions, they can convert open & closed orders. 

NOTIS has an item condition file. I'm assuming this file will be converted, but I 

just want to double-check.

A-9 

Yes, we use the item conditions. It bascially tells where an item is, such as 

LOST or MISSING, and we use it to generate additional charge records. 

For example, if the ICITMCO is STOL, we'll make the PATRON ID for the 

charge record LOST. Here is what I have: 

NOTIS Cond Unicorn User ID 

(ICITMCO) 

STOL -> LOST 

MSNG -> MISSING 

OMSG -> MISSING 

NRTN -> LOST 

RLAP -> MISSING 

BIND -> BINDERY 

MYLR -> BINDERY 

LOST* -> LOST 

The following denoted special circumstances: 

CLMR -> CLAIMS RETURNED 

OCLR* -> CLAIMS RETURNED 

TRAN -> IN-TRANSIT 

If the record is in transit, we report it and take no further action. If it is 

"claims returned", we put out the record with a date claimed returned (and 

the patron id). 

OTHR -> ???? 

We don't process this one. 

August 6, 2001 

Q – 10 

Some sites have call numbers with spaces in them, for example “…” Will these 

spaces mess up the indexing? 

A – 10 

If the call number is taken from the holding entry, 949 subfield 'a' (which is 

created from the copy holdings rec), it is copied EXACTLY AS IS except 

for upper/lower case (see question a above). Catalogload assumes that a 

call number placed in the holding entry looks exactly the way you want it 

to.

Q – 11 

I haven't heard any response from Indiana University on this, but I've been 

wondering if maybe the space/no-space problem might have been caused by 

some SuDoc numbers being entered in the copy holdings screen entirely in the 

"|b" section, and others having been subdivided partly into a "|c" section. For 

instance, 

Some might be: 001 1S CN |a docd |b A 1.2:AL 7/3 

And others: 001 1S CN |a docd |b A 1.2: |c AL 7/3 

I think the records we get from Marcive always put the call number in the 

|b section, but I have seen records we've downloaded from OCLC that subdivide 

the number into both |b and |c. 

If SIRSI copies the call number "exactly as is," and some SuDocs are subdivided, 

maybe that's where the problem arises. Just a theory. 

Q – 12 

A – 11 

If the call number is subdivided between the |b and |c of the A22 copy 

holding, such as (made this example up): 

.A22. 1L|astax|bDS 244 T36 1024|cMore stuff|d990902|n1 

The resulting call number in the item holding (999) tag is: 

|aDS 244 T36 1024 More stuff 

So the space in added. I realize this is not a sudoc number, but the 

processing will be the same. That is true of probably everything we do - in 

a Unicorn display, the "|x" is replaced with a space, and in processing 

records, we normally replace the "|x" with a space when we concatenate 

multiple subfields. 

Also, in the works for a subrelease of Unicorn 2001 is a new SuDoc sort. I 

can't give you a specific date, but understand we are close. 

NOTIS allows only 12 characters (in each subfield) in the call number field of the 

copy holding record i.e. in A22 field |b or in |c. With gov docs the call numbers 

were at times longer than 12 characters. Some sites resolved this problem by 

either splitting the call number between |b and |c. Other sites resolved this 

problem by entering a semicolon to indicate the split.\

During conversion can the semicolon be removed from the call numbers ? 

Q – 13 

A – 12 

Possibly, but we'd need some specs (do you mean only for SUDOC and 

for which of the 27 units?) and this would most likely involve a price quote 

for custom programming. This is a request/specs. that should be included 

with the data loading parameters. When we start looking at the test data, 

we can evaluate the request and determine whether or not it could safely 

consistently be done. 

We would like to avoid having to have multiple size-based locations by 

appending a tag to the call number during data migration. For example, rather 

than having to have two locations "rare" and "rare-oversize" could we say that 

everything that has a rare-oversize location in NOTIS be migration to SIRSI 

location RARE, and have "OVER" appended to the call number ? 

Q – 14 

A – 13 

I think we have seen a similar question and we think it may be possible to 

do this, though it would be quotable. They will need to provide a table for 

mapping this before can provide a quote. 

Can we use a combination of location, format and frequency to determine item 

type during data migration? 

Q – 15a 

A – 14 

Probably, if they can define frequency clearly for us (where in the NOTIS 

record it will be). Currently, the item type is set by the holding code, which 

is defined by the NOTIS location,sublocation. This mapping they are 

proposing would require custom programming and would be quotable. 

Before we can write a quote, we would need to see the mapping. 

Also, I have asked ZeeZee in a separate email to be sure to include these 

types of requests in the Data Conversion Parameters and Translation 

Tables, so that we can be sure to address them when we start working 

with the data. 

Here are some questions related to the options for data conversion. All these 

questions refere to the examples given in 'Conversion of NOTIS 7.1 Data:

Example 1 - Standard options - p.13, The output rec shows 

.949. 1L|aE836 .M63|wLC|hmain|i36197000000010|d7/28/1998|n3|q1 

I know that the '1L' is from the A22 field of the Copy Holding rec, but according 

to the details of the 949 tag (page 3.) the call number in subfield 'a' should be the 

first field. Is this a typo? 

Q – 15b 

A – 15a 

No, it is not a typo. We put the "1L" as the indicator in the 949 tag - it’s not 

a true indicator, but it's there for data purposes (if we have to reference 

them again for some reason). The |a is really the first subfield. 

Example 2 - Deleted Items - p.14, We do understand the options, but 

nevertheless want to double verify: If the linked item rec is missing or if the 

status of the linked item rec is not 'A', then if we want a bib rec created along with 

one copy rec, the current location policy must =ITEMTEST but if current location 

policy = NONE, then no bib rec is created (because no |k will be output). 

Q – 15c 

A – 15b 

If we use NONE, it means that a bib record WILL be put out, but it will not 

have a special current location. It makes the "dummy" items easier to 

identify later if we use some DUMMY location in them as the current 

location. 

Example 3 - Classification Table changes - p. 16, Can you give an example 

where a library will change the location identified in the Holdings tag ('main') by 

overwriting it with a locaiton in the classification table ('newlib'). 

example: 

.949. 1L|aE836 .M63|wLC|hmain|kITEMTEST|mNEWLIB 

A – 15c 

Yes, remember when you were asking about why there was the |\smUVA- 

LIB in one of the tables? It was to do the very thing above, i.e., the 

|mUVA-LIB would be appened to the the 949 tag and THAT is the library 

which the item will load with.

Q – 15d 

Example 3 continued… 

.949. 1L|aE836 .M63|wLC|hmain|kITEMTEST|mNEWLIB 

Q – 15e 

A – 15d 

What you will really see in the 949 tag is the "expanded" version of the 

subfield-h (it's an option in the conversion tools). So if the "main" is 

defined as Library = MAIN, location = STACKS, item type = BOOK (and 

no item category1 or 2 or price), and the "1L" mapped to LC with the 

"\smNEWLIB", the tag we will end up with will be something like: .949. 

1L|aE836 .M63|wLC|mMAIN|lSTACKS|tBOOK|kITEMTEST|mNEWLIB 

and the library which will have this item is NEWLIB. 

Someone in a previous conversion wanted it, so we included the capability 

in the conversion. 

Example 5 - Notes - p.21 Pre-Installation Guide to Loading Data p.24 has: 

* In anticipation of future enhancements to item extended information, comments 

should be preceded by a label to distinguish staff comments from public 

comments. Staff information is designated by. COMMENT. and public 

information is designated by .NOTE. These labels must be in capital letters. 

Follow each label with the text of the comment or note as you wish it to display. 

Notes and/or comments are repeatable up to ten lines. Each line is limited to 75 

characters, including the header .COMMENT. or .NOTE. but on the example of 

the output rec in 'Conversion of NOTIS 7.1 Data' p.21 is: 

.949. 1L|aPS634 .C684|wLC|hmain|i36197000000275|o.COMMENT. 

UNIVERSAL MESSAGE TEST should'nt |o have NOTE since this is a um= 

message. 

Q – 15f 

A – 15e 

We can do that. However, at this time, those designated NOTE do not 

currently display in the OPAC that is the planned future enhancement. 

Example 6 - Call Numbers ... - p.22, The doc states: 'The copy number (|c) is the 

number in the copy holding A22, which follows the location,sublocation (/1 and 

/2)' LOUIS sites have a mixture of situations. Some recs will have 001 2L CN |a 

midl |b SF;221 |c J58 002 2T CN |a midl,inet |b See electronic address (where

the copy statement line number '001' and '002' indicate the copy number) others 

will have 

001 2L CN |a midl |b SF;221 |c J58 

002 2T CN |a midl/2 

I guess this is where SIRSI will recommend that use the auto generated copy 

numbers. Right? 

Q – 16 

A – 15f 

Right. 

I cannot find the list of delivered classification policies. All I can find are the sort 

rules. 

Q – 17 

A – 16 

There is an FAQ that lists all the delivered classification policies. The 

FAQ is titled "Applying Classification Policies" and the section of the 

document they are looking is "What are the standard delivered 

Classification policies?" I found it in the 2001 helps, searching under 

"class". 

What location will such a bib rec have? 

Q – 18 

A – 17 

The home location will be set based on the NOTIS location/sublocation 

defined as a holding code. The current location will be set to whatever the 

home location is unless there is a "|k" in the data. 

If current location policy = NONE, then what happens? 

A – 18 

If we use NONE, it means that a bib record WILL be put out, but it will not 

have a special current location. It makes the "dummy" items easier to 

identify later if we use some DUMMY location in them as the current 

location.

August 24, 2001 

Q – 19 

Section II - Data Conversion and Loading Questionnaire 

A. Bibliograhic data 

7. List of NOTIS loan codes in the C01LOAN field of the NOTIS record 

Sites that currently use the NOTIS circulation module can create a list of the loan 

codes. For sites that do not use the circulation module on NOTIS, they will have 

'norm' (Normal) in the C01LOAN field. When the SIRSI conversion program 

sees this loan code in C01LOAN will it expect other related circulation data? 

A – 19 

"norm" is fine - we only use a short list of whatever they provide to set the 

circ flag. If the C01LOAN code isn't in the short list they provide (and we 

only want the ones which are NOT supposed to circulate), then no action 

is taken. 

August 24, 2001 

Q – 20 

Is there a list of standard error and other loading reports that will be generated 

with the original load? It would be helpful to know exactly what will be reported to 

help us determine which problems we need to identify and clean up before the 

load and which ones can wait until after the load. 

A – 20 

We will provide error reports for anything that does not load. However, 

there is no standard list of error reports, since each load is unique and 

very site specific. 

August 24, 2001 

Q – 21 

All we have to go by for the SIRSI Classification Policy section are the examples 

on pp. 6-7 of the "Conversion of NOTIS 7.1 Data" document. 1. Why is the 

distinction between ?MONO and ?SER required? Isn't that distinction inherent in 

the MARC LDFORMAT code that we are also supplying? Could we not just get 

by using putting 1L||LC (and so forth) for all the formats?

A – 21 

It is not required and MONO and SER are not part of the standard 

delivery. These were part of an example table used by another site. 

August 24, 2001 

Q – 21a 

If that distinction is necessary, why do the examples omit ?MONO and ?SER 

with the ALPHANUM policy? Doesn't the same principle apply? 

A – 21a 

Again, it is not necessary. 

August 24, 2001 

Q – 22 

In order to make sure that we have everything covered, we have provided Class. 

Policy conversions for every NOTIS copy status/class. type/LDFORMAT format 

code combination except for NOTIS class. Types A,X,Z. And we have included 

the ?MONO and ?SER in all cases, which may or may not be needed. Please let 

us know if we can compress any of this information. 

A – 22 

I would recommend they review the delivered Classification Schemes on 

page 2 of the "NOTIS Data Conversion and Loading Parameters" and 

revisit this table. The following changes may be appropriate, but if they 

decide they would prefer the original mappings in the table submitted, they 

will need to chart on pg. 2 for adding additional classification schemes. 

LC-MONO - LC 

LC-SER - LCPER 

ALPHANUM-MONO – ALPHANUM 

August 24, 2001 

Q – 23 

We have also supplied some additional 949 |k and |l holdings data (as suggested 

in the document) if there is a way to manipulate that information also.

A – 23 

That's ok - it means that any item attached to a copy holding with a 

specified A22 indicator and a bib record with a specified LDFORMAT will 

have a current location or home location. This is alright for the conversion. 

August 24, 2001 

Q – 24 

If there is such a thing, we would like our default Class. Policy to dump 

everything that does not match up with a prescribed Class. Policy into a SIRSI 

current location of STAFRECORD, which will be a shadowed location for 

problem records? ? Is there a default Class. Policy that we could use besides 

LC-MONO? 

A – 24 

For the linked items when we run the conversion, ALL items will have a 

class scheme - if some have been missed in the table, we'll be in touch for 

the mapping. We don't think any of the linked NOTIS items will be missing 

the A22 indicators. Since we are doing test loads on the full datasets, we 

shouldn't have too many of these for the final load. 

For the unlinked items, the C50CLASS is used to determine the class 

scheme. 

Anything that's not mapped will be reported during the conversion for the 

needed mapping. So basically, there is no "default" class scheme. 

Everything should be mapped. 

August 24, 2001 

Q – 25 

If we can get the default STAFRECORD location, then do we need to supply any 

conversion parameters for any NOTIS combinations that we want to default to 

that location, e.g., all of our A and X NOTIS class. types, all copy statements with 

copy status/class. type codes 3I, and any LDFORMAT F records with class. type 

L 

A – 25 

Anything they want to include in the mapping, needs to be included in the 

class table within the defined parameters of the table.

August 24, 2001 

Q – 26 

Do we have to supply a SIRSI Class. Policy for all of our in-process records, 

since these are not yet cataloged, and, we presume, would not yet index in the 

call# index? 

A – 26 

If they have an A22 indicator (or C50CLASS for unlinked) the class table 

will be used for mapping. If they don't have a call number, they will have 

an XX call number and the class scheme will be AUTO. 

August 24, 2001 

Q – 27 

The next question deals with the Class. Policy table and Loc,Subloc 

Table: 

Most of our NOTIS copy statements with copy status/class. Type of 0Z are 

for withdrawn material, where we have kept the original NOTIS location code in 

the |a subfield. Missing and lost items have a way of showing up again, so we 

would like to retain this copy information in SIRSI. We have also used 0Z for 

copy statements representing errors, i.e., ones that should have never been 

created in the first place. The latter cases should have a |a location of "none," 

and we do not want to keep this copy information. We also use "none" as the 

default for records just exported from OCLC until we update them to an in 

process or cataloged status. We know that some of these records were never 

updated. 

We've set "none" in our Loc,Subloc Table to convert to STAFRECORD in 

SIRSI. We would like copy statements with "none" and everything except 0Z to 

convert to a SIRSI current location of STAFRECORD. We would like copy 

statements with 0Z and everything except "none" to convert to a SIRSI current 

location of WITHDRAWN. But we'd like copy statements with 0Z and "none" not 

to convert at all. Is that possible? If not, which table would take precedence in 

case of a conflict (or at least a perceived conflict)? If conversion the way that we 

would prefer is not possible, should we run a QuikReport for "none" locations, 

and convert the ones we don't want to keep to another NOTIS location code that 

will not convert at all? 

A – 27 

This one is a bit confusing, so we have made up some examples: 

A22 0Z|anone 

The class table looks like:

0Z||LC|\sKSTAFRECORD 

The holding table looks like: 

none|MAIN|BOOK|STAFRECORD|icat1|icat2|C|I|P| 

The resulting holding will be: 

.999. 

0Z|wLC|mMAIN|tBOOK|lSTAFFRECORD|rY|sY|i37672000035140|kSTAF 

RECORD 

There is no way to distinguish between 0Z and 0Z with 'none' to decided 

between STAFRECORD and WITHDRAWN 

So I think they should change some of the "none's" to something they can 

map differently. 

August 24, 2001 

Q – 28 

We send a site's data to SIRSI 

A – 28a 

We are expecting the files in ebcidc, and you leave them on the test 

server (for the test loads) and/or the production server (for the final loads), 

in the appropriate path. For each institution there should be a "Dataload" 

directory beneath the institutions main directory. This is where the Data 

Loaders will look for an institution's data files. 

SIRSI conversion pgms read them create SIRSI ascii files and the 949 subfield 

'h' with holding code is created (has NOTIS loc,subloc), Example holding code = 

chem,ref 

A – 28b 

Rather than create the holding code in the Unicorn policies, we 

recommend mapping out the "|hchem,ref" to 

"|mLIBRARY|lLOCATION|tITEMTYPE, etc. in the 949. That way the 

holding codes do not have to be entered in the policies. 

Output is SIRSI ascii files? 

A – 28c 

Yes. 

SIRSI bib loader reads the SIRSI ascii files and uses the Translation Table for 

Holding codes to create the Title, Bib, Call, Copy, etc. recs.

A – 28d 

The translation table will be used during the conversion. 

The Holdings table should have all the loc,subloc in it that are in the NOTIS recs. 

These should map to Lib, Item Type, Loc, Cat1, Cat2, CIP. Example: 

chem,ref=CHEMISTRY,BOOK,REFDESK,,,NNY 

A- 28e 

Yes, the holdings table should have all the loc,subloc used in the NOTIS 

data. Each should be mapped to an Library, Item Type, Lcation, Item 

Categories 1 & 2, and CIP. 

But the policies should have only those Locs that the site plans to use in SIRSI. 

Example- they dont want to use chem,ref anymore so its not a Loc in their 

policies 

A – 28f 

Correct, they should only add to the Unicorn policies those locations they 

plan to use in Unicorn. However, all the loc,subloc should be accounted 

for in the holdings table and mapped to a valid Unicorn Location policy, as 

well as Item Type, etc. 

August 24, 2001 

Q – 29 

Those NOTIS Loc that the site does not want to use in SIRSI, must be in the 

Holding table but should indicate what SIRSI Loc the Item Types should now 

map to. (is this correct??). 

Example - the site has REFDESK and do have the translation table with: 

chem,ref=CHEMISTRY,BOOK,REFDESK,,,NNY 

A – 29 

Yes - every NOTIS loc/subloc should be mapped, but if they want to 

combine all their xxxx,ref to REFERENCE that will be great. This is a good 

opportunity for them to consolidate things like this, if they want. 

August 24, 2001 

Q – 30 

So for conversion, each site should provide: 

1. Holding codes translation table 

2. Classification table 

3. Messages table

4. Data conversion parameters i.e. all the exceptions to the Options provided by 

SIRSI (listed on p.9 of Converison of NOTIS 7.1 Data) 

5. all the Policies 

A – 30 

Yes, that is correct. 

In addition to these the following tables are needed: 

User profile table 

Provisional tag mapping 

Processing Unit mapping 

Order type mapping 

Location table for unlinked items 

User Category mapping 

Also, I have some Excel spreadsheets I have been putting together that 

they can use and can forward them later this week. 

August 24, 2001 

Q – 31 

Conversion of NOTIS 7.1 Data p.7 under 'Sample Classification Table' why has 

'UVA-LIB' been added to subfield 'm' (lib) ?? To show what ? 

A – 31 

That is to provide a method to add additional information to the holding 

tag. In the sample listed: 

1Z||ALPHANUM|\smUVA-LIB| 

They wanted every item with a "1Z" in the A22 indicators to have a 

specific library associated with that item in addition to the ALPHANUM 

class scheme. It is possible for our item holding (949) tags to have 

multiple subfield-m's (or l's or t's, etc), but the LAST one found is the one 

used. 

August 24, 2001 

Q – 32 

Call numbers: Will call numbers covert in upper and lower case if they have been 

entered in the NOTIS rec in upper and lower case? 

A – 32 

Call numbers can be loaded mixed case, if they are received mixed case. 

SIRSI generally recommends loading call numbers in upper case as it

facilitates call number browsing. However, this is a choice for the libraries 

to make. 

August 24, 2001 

Q – 33 

Some sites have call numbers with spaces in them, for example after the cutter 

and before the date: 

PN 123 C 45 1995 (space after 45) 

Y 1.2: 25 (space after the colon) 

Will these spaces mess up the indexing? 

A – 33 

If the call number is taken from the holding entry, 949 subfield 'a' (which is 

created from the copy holdings rec), it is copied EXACTLY AS IS except 

for upper/lower case (see question a above). Catalogload assumes that a 

call number placed in the holding entry looks exactly the way you want it 

to. But if the call number is taken from a call number tag in the bib record 

(050, 090, etc.), it is formatted according to the make rule of the 

associated class scheme as described in the documentation/ helps files. 

The space should not be a problem. The routine which builds the shelving 

key for class LC, for example, inserts a space between the class letters 

and numbers in the shelving key so that they will all sort correctly. 

August 24, 2001 

Q – 34 

If requested can SIRSI remove spaces during conversion? 

A – 34 

Probably not, as it is difficult to standardize something as "free-text" as call 

numbers. 

August 24, 2001 

Q – 35 

Converison of NOTIS 7.1 Data p.4 under 949 subfield 'c' “SIRSI requires that a 

library's call number and copy number be unique within a bib rec...” We have 

sites with the following A22 field: 

001 3S CN |a midl,dcor |b T 37.1: |v yr. 

NOTES |a see "Checklist of U.S. Public Docs." 

MHLD ITEM RECORDS 0 

002 3S CN |a midl,dodc

NOTES 


003 3S CN |a midl,dodc 

NOTES 


004 3S CN |a midl,dodc 

NOTES 


This is showing 4 copies in 2 locations ('midl,dcor' and 'midl,dodc') Here the call 

number for all copies is assumed to be the same as the one in the first copy. Will 

the copy+ call no. be considered unique since the copy no. will be different for 

each line? Or is this another example where you recommend 'auto generate' 

the copy number. 

A – 35 

It is the call/copy/library combination that must be unique, and not the 

location. The above copy holding records do not appear to have copy 

numbers usually found following the loc,subloc. These records should be 

OK. 

August 24, 2001 

Q – 36 

While explaining the use of 'DUMMYITEM' creation for bib recs with missing item 

recs, the following example is given: 

If we do NOT use a current location policy in our conversion, then we will not 

even get a bib record. 

If we use a current location of "DUMMYITEM" we will get: 



.001. |aAAA0002YA 

.008. |a761217c19509999njuuu1 0 a0eng d 


.998. |a10/25/1999|b12/6/1999|c9/2/1999 

.999. 1C|aREF WB 100 M555M 1992|wLC|hrefr|kDUMMYITEM 

Should it not be 948 tag (instead of 998) and 949 tags (instead of 999)? The 

Converison of NOTIS 7.1 Data p. 3 lists it as the 949 tag.

A – 36 

It doesn't matter - we tell the conversion programs what tags to use and 

we then tell the loader what tags to load from. We have a habit of 

alternating between 949/999 and 948/998. Sorry for the confusion. 

August 24, 2001 

Q – 37 

In the Class Schemes table in the new updated conversion document (p. 2), what 

exactly do the Display Rules of ASCENDING and DESCENDING signify? 

A – 37 

The display rule determines the order of call number display when multiple 

call numbers are attached to a bibliographic record. 

Ascending: An ASCENDING display rule means that the call numbers 

display in order from lowest to highest. 

Descending: A DESCENDING display rule means that the call numbers 

display in order from highest to lowest. 

August 24, 2001 

Q – 38 

If it is understood to mean the sort order for indexes created, for example the sort 

order of the Call Number indexes, then further clarification is needed: Does that 

mean that if the sort order is DESCENDING, as in the LCPER name, the call #s 

are going to run from "Z" to "A" instead of from "A" to "Z"? Why would anyone 

want it backwards? Am I not understanding something here? 

A – 38 

They will display in order from highest to lowest when multiple call 

numbers are attached to a bibliographic record. LCPER is often 

associated with records with a FORMAT of SERIAL, so that the issues 

associated will display in the order of the most recent to the oldest. 

For example: 

Call number: QL 461 .J67 

ISSN: 0749-8004 

Title: Journal of entomological science. 

Publication info: Tifton, Ga : Georgia Entomological Society, [1985- 

Dates/vols published: Vol. 20, no. 1 (Jan. 1985)-

Frequency: Quarterly 

Latest received: SCI-ENG--V. 35 NO. 4 OCT 2000; 

Previous title: Georgia Entomological Society. Journal of the Georgia 

Entomological Society 

Note: Description based on: Vol. 20, no. 4 (Oct. 1985); title from cover. 

Subject: Entomology--Periodicals 

Subject: Insect pests--Control--Periodicals. 

Subject: Beneficial insects--Periodicals. 

Subject: Insect pests--Control--Periodicals. 

Abbreviated title: J. entomol. sci. 

Related name: Georgia Entomological Society. 

SCI-ENG-- 

Location: SE-JOURNLS -- -- 

Note: ARTICLES PUBLISHED AFTER 1997 ARE AVAILABLE THROUGH 

INTERLIBRARY LOAN (use Request Item button) 

Library has: v.21-32 (1986-1997) 

Library has: v.35:no.4 (2000:Oct.) 

----------------------------------------------------------------- 

Call numbers for SCI-ENG Material Location 

QL 461 .J67 v.32 1997 BOUND-JRNL SE-JOURNLS 












------------------------------------------------------------------ 

Another example with a multi-volume encyclopedia set illustrates the use 

of 

the ASCENDING display: 

Call number: CC100 .E54 2001 

Title: Encyclopedia of archaeology. History and discoveries / edited by 

Tim Murray. 

Publication info: Santa Barbara, Calif. : ABC-CLIO, c2001. 

ISBN: 1576071987 (hardcover : alk. paper) 

ISBN: 157607577X (e-book) 

Description: 3 v. : ill., maps ; 26 cm.

Note: v. 1. A-D. -- v. 2. E-M. -- v. 3. N-Z. 

Note: Includes bibliographical references and index 

Subject: Archaeology--History--Encyclopedias. 

Subject: Archaeologists--Biography--Encyclopedias. 

Subject: Antiquities--Encyclopedias. 

Subject: Historic sites--Encyclopedias. 

Subject: Excavations (Archaeology)--Encyclopedias. 

Related name: Murray, Tim, 1955- 

Portion of title: History and discoveries 

FINE-ARTS-- 

Location: FA-REF -- 

Library has: v.1-3 

------------------------------------------------------------ 

Call numbers for FINE-ARTS Material Location 

CC100 .E54 2001 v.1 REFERENCE FA-REF 



------------------------------------------------------------ 

August 24, 2001 

Q – 39 

And if I have it right, then we would want to use LC for all formats with LC call #, 

and we wouldn't need LCPER, right. And we would need to create an additional 

Class scheme for our SUDOC #s if we also want them to be ASCENDING? Just 

want to make sure that I've got this straight. 

A – 39 

The display rule for SUDOC is ASCENDING. The DESCENDING in the 

chart of the delivered Class Schemes is an error. ZeeZee, I will update 

that page and resend it to you. 

August 24, 2001 

Q – 40 

We use 0Z for withdrawn/msg/lost copies, often in addition to other copy 

statements. Does this mean that we will not get call# for those withdrawn copies 

w/o explicit call# subfields b & c, and instead get an auto-generated one? 

EXAMPLE FOLLOWS: 

LTEE DONE AAX7444 

NOTIS COPY HOLDINGS 

EE BOOKS OCLC ocm09685583 LC 82083812 //r91 ISBN 0840328893 (pbk.)

Political ideas and institutions : introductory readings in political science / Edward 

V. Heck, Alan T. Leonhard. -- Dubuque, Iowa : Kendall/Hunt Pub. 

Co., c1983. 

STATUS h DT 03/15/2001 AD none 

NOTES |a mr/mm;c.g.01.s 

001 1L CN |a stax |b JA66 |c .P63 1983 |d 10/06/93 

NOTES |a #835271 

002 1L CN |a stax |d 10/06/93 

NOTES |a #866395 

003 1L CN |a stax |d 10/06/93 

NOTES |a #866396 

004 1L CN |a spec |d 03/14/01 

NOTES 

ITEM RECORDS 1 

005 0Z CN |a spec |d 03/15/01 

NOTES |a #838879(wd/6/26/92) 

006 0Z CN |a stax |d 03/15/01 

NOTES |a #838880(wd/1/9/91) 

007 0A CN |d 08/16/01 

NOTES 

A – 40 

In previous NOTIS conversion, sites have opted to have current location 

for these set to DISCARD (the class table entry might look like: 

0Z||LC|\skDISCARD| 

We tested this and have have found that if the A22 indicators change, the 

implicit call number is dropped. If the class table had: 

1L||LC|| 

0Z||LC|\skDISCARD| 

and with the following copy holding (made this one up) 


.A22. 1L|astax|n2 

I get the following item holding tags: 

.999. 1L|aDS 244 T36 1024 More 

stuff|wLC|hstax|i37672000035140|o.COMMENT. esr 

.999. 1L|aDS 244 T36 1024 More 

stuff|wLC|hstax|i37672000035141|o.COMMENT. esr 

The call number has carried through. 

However, if I change th copy holding to be: 


.A22. 0Z|astax|n2 

I end up with: 

.999. 1L|aDS 244 T36 1024 More 

stuff|wLC|hstax|i37672000035140|o.COMMENT. esr

.999. 0Z|wLC|hstax|i37672000035141|o.COMMENT. esr|kDISCARD 

(the call number has not been carried to the 2nd item). 

August 24, 2001 

Q – 41 

I am trying to fill out the classification table for SIRSI data conversion. I can list 

all the A22 indicators and LDFORMAT combinations we use. However, I cannot 

find any list or explanation of SIRSI classification policies. 

I looked at the Q&A's on the LOUIS website. The SIRSI answer to that question 

was: 'There is a FAQ that lists all the delivered classification policies. The FAQ is 

called "Applying Classification Policies" and the section of the document they are 

looking for is "What is the standard delivered Classification policies?" I found it in 

the 2001 helps, searching under "class."' 

I cannot find the FAQ mentioned or "2001 helps" on the SIRSI website or on the 

SIRSI CD-ROM documentation. Help!! 

A – 41 

Finding information on Class schemes in the online helps. Here is how we 

got to the information from the Customer Support Web page. 

1. Click on "Online Helps" under the Documentation 

heading. 

2. Scroll down the page to the list of help topics and click on 

the Cataloging/Authority link for U2001. Open the helps and maximize 

the search capabilities. 

3. Under the "Find" tab, type "class" in box 1. 

4. A list of topics will display in box 3. Select and display 

"Classification Policy". 

5. The helps page will appear and there will be a FAQ 

button in the lower left hand corner of the blue bar across the top of the 

screen. Clicking on the FAQ will bring up the information on delivered 

class schemes that Jean is looking for. 

You should also be able to get there from the docs CD. 

August 24, 2001 

Q – 42 

Conversion Document - Page 30 says "In the SIRSI system, there exists one or 

more marc holdings records for each library for each bibliographic record." Is this 

true? If there is no MARC holdings record in NOTIS, what is put in the SIRSI 

MARC holdings record?

A – 42 

The section in question is discussing Marc holding records. The document 

in this particular section is discussing how the marc holdings work and is 

working on the assumption that if you're reading it, you've got some marc 

holdings somewhere. The point is that the marc holdings records belong 

to the library. We could say there can exist one or marc holdings for each. 

However, if there's not a marc holdings associated with a given NOTIS 

record, there won't be one in Unicorn. 

August 24, 2001 

Q – 43 

Classification Tables: 

We have some local classification schemes using two different formats, both 

using upper and lower case letters: 

1. Call letters with a decimal number, followed by a Cutter-Sanborn cutter 

number and date 

e.g.: La.5 R345t 1960 

Sometimes the date precedes the cutter number. 

2. Call letters followed by a Cutter-Sanborn cutter number and date 

e.g.: KBL T462m 1997 

I think I need to set up a classification table for these as follows: 

Name:LOCAL; Sort:DEW-SANBORN; Make Rule:ASIS; Display:ASCEND; 

Case:Mixed 

If this would be correct, where do I set this scheme up. I will have a few others to 

create also. I will need some class types to display descending rather than 

ascending and I will need to autogenerate some call numbers based on NOTIS 

locations. 

Do I need to provide for NOTIS A22 indicators of 1Z and 2Z, if I decide not to 

migrate them? 

A – 43 

What do they mean by not migrate - they do not want to migrate any items 

whose copy holdings A22 indicators are 1Z or 2Z? If so, the best thing to 

do is to provide a table with these values but indicate a current location of 

something like "DELME" (for delete me), then after the records are loaded, 

we can do a selection on DELME and remove the items. The way to 

indicate this in the Classtable is:

1Z||ALPHANUM|\|kDELME| 

2Z||ALPHANUM|\|kDELME| 

Also, we deliver a sort rule of DEWEY_SANBORN as part of the standard 

delivery. To set up the new class schemes they can provide them with the 

Data Loading Parameters. The list of attributes they'll need to define are 

available in the online helps (search with Classification Policy). They can 

then map the indicators to these new class schemes. 

August 24, 2001 

Q – 44 

Loc-sublocation: 

I want to have some NOTIS item records (depending on NOTIS location) with a 

loan code of "rest" to have the item type "IN-LIBRARY". Where do I make 

comments like this? 

A – 44 

Please include this with the Data Loading Parameters and Translation 

Tables and evaluate it when we get the data. 

August 24, 2001 

Q – 45 

How will copy holdings like the one below convert? 

We did not repeat the call number in the copy statement 2. Will SIRSI pull the 

call number from the first statement? 

In the third copy statement, the record has a different classification type. Would 

a call number be autogenerated? or would it also be pulled from the first copy 

statement? 

LTMD,DONE AFM3645 


LUDA, 

MD SERIALS OCLC ocm27306664 S/STAT c FREQ w S/T n 

aker observer. 32nd year, no. 40 (Dec. 28, 1989)- -- Baker, La. : Pamela 

Mitchell-Wagner, 

STATUS,h,DT,05/30/1994,AD,none , 

NOTES,|a rev:syl;LNP 

001,2Y,CN,|a hill,lamf |b Microfilm |c 2670 , 

|d,10/04/94 

NOTES, 

MHLD

002,2Y,CN,|a hill,mmmf , 

|d,10/04/94 

NOTES,|a mneg 

MHLD 

003,2T,CN,|a hill,mnwp , 

|d,04/29/97 

NOTES, 

MHLD 

A – 45 

Based on a quick test, it appears that if the class scheme changes, the 

implicit call number is lost and the call number is auto-generated. The 

reasoning is that if the class scheme changes, then the call number 

should be also different. 

August 24, 2001 

Q – 46 

This time the focus of the question is on whether 'subrecords' marked 'I'= 

inactive will also convert along with the circ data linked with them. This had not 

been discussed before. 

Page 4 says only item records with C00STAT and C01STAT 'A' are processed. 

We would want item records with C00STAT 'W' transferred also. What would 

happen to the inactive subrecords? Are they and the circulation data in them 

lost? 

A – 46 

If the C00STAT is not "A" or the C01STAT is not "A" we don't process. If 

they want the C00STAT 'W" to process (these are withdrawn items), we 

can quote that, and if they want the I = inactive subrecords to process, we 

can include that in the quote also. 

August 24, 2001 

Q – 47 

In the following question, the library is referring to the code in A08 field subfield 

'a' of the Copy Holding record (in the NOTIS Cataloging manual it is called 

'catalog status code') 

Page 6 - Does the conversion program look at the cataloging status code when 

converting data? CC-We look at the LDSTATUS for deleted records. (Or are 

they asking about the record status in the leader of the USMARC record?)

A – 47 

Thanks. It looks like the only thing we take out of the copy holding A08 

are the dates for the title holding tag. I cannot find anywhere that we use 

the copy holding A08 status. 

August 24, 2001 

Q – 48 

If the classification scheme does not change (as in the first 2 copies in the 

example below), then will the call number be pulled from the first copy for copy 

statement no. 2 ?? 

LTMD,DONE AFM3645 


LUDA, 

MD SERIALS OCLC ocm27306664 S/STAT c FREQ w S/T n 

aker observer. 32nd year, no. 40 (Dec. 28, 1989)- -- Baker, La. : Pamela 

Mitchell-Wagner, 

STATUS,h,DT,05/30/1994,AD,none 

NOTES,|a rev:syl;LNP 

001,2Y,CN,|a hill,lamf |b Microfilm |c 2670 

|d,10/04/94 

NOTES, 

MHLD 

002,2Y,CN,|a hill,mmmf 

|d,10/04/94 

NOTES,|a mneg 

MHLD 

003,2T,CN,|a hill,mnwp 

|d,04/29/97 

NOTES, 

MHLD 

A – 48 

That is correct. If the class scheme doesn't changes, the call number will 

be the same as the first. 

August 24, 2001 

Q – 49 

The data conversion document states that SIRSI does not use negative values 

for any field that pertains to a dollar amount. The WorkFlows online help for the 

topic Invoice Information and Maintenance states:

Understanding the Invoice--Order Relationship 

An invoice can be created for orders received or not received. Once an invoice 

is created, it may be linked to a specific order line item. When paying for the 

ordered items, payment is marked on the invoice, and the invoice-order link 

allows Unicorn to update the order line item, vendor, and fund records with 

payment information. The link between the invoice and the order can be made 

for each line as the invoice is entered, or all invoice information can be entered in 

batch and linked to orders at another time. Even negative amounts can be 

entered on an invoice line. This permits credit adjustments to invoices. When a 

negative amount on an invoice line is marked as paid, linked price fields are 

updated with a smaller amount. An order does not even have to exist at the time 

an invoice is entered. A vendor may send an invoice for material ordered by 

phone. This invoice can be entered without a link to an order. The vendor 

record shows the amount invoiced and the number of copies invoiced without 

order or fund identification. 

My understanding of the paragraph above is that you can enter negative 

amounts in an invoice line. Which is true? 

A – 49 

The paragraph below is relating to invoices. 

What the conversion document says is: 

All negative amounts for the field(s) chosen to be used for the 

FUND_BUDGET_AMOUNT will be converted to 0.00 because Unicorn 

does not accept negative amounts in this field. This is because this 

particular field in the fund cycle record must not be a negative number. 

It also says in the order section: 

SIRSI does use negative values for any field that pertains to a dollar 

amount. A negative number will be converted to 0.00. (This is for the 

LINE_UNIT_PRICE and FUND_AMT_PAID.) The Unit price cannot be a 

negative number and it looks like the fund amount paid should not be 

negative also. 

August 24, 2001 

Q – 50 

Will all memo, note, and receipt statements in NOTIS order records convert? 

Is there a limit to the number of statements that will convert? Can we specify 

which type of notes or notes by date we want converted? 

Receipt statements follow all memo and note statements. If there were a limit, 

many of the receipt statements would not be converted. For example:

ABH9077 (contains 32 note statements and 14 receipt statements) 

AER2053 (contains 83 note and memo statements) 

A – 50 

These are stored as extended information and I think the limit is a pretty 

large number. There should not be a problem. It is possible though that 

the records may get too large (they'd have to be pretty big), and if we run 

into that in the test load, we'll have to start to pick and choose. We've 

never seen the limit hit. 

The item record comment is not extended information and is limited to 10 

comments/notes at about 75 characters per note. 

August 24, 2001 

Q – 51 

Will the conversion programs pick up Temp Location (C01LOCN3) from the 

Item record? 

A – 51 

We do not use the C01LOCN3 in the conversion. However, they can 

include it with the data loading parameters. When we review the test 

data, we can valuate 

it for a possible quote for custom programming. 

Friday, August 24, 2001 

Q – 52 

CONVERSION DOCUMENT: 

In the new data conversion document, is the "Library table" equivalent to the 

"processing unit table" from the previous document? Do they want NOTIS 

institution codes or processing unit codes or service unit codes? What if one 

NOTIS library is equivalent to 9 SIRSI Libraries -- how to we indicate that in the 

table? 

A – 52 

Yes, it is the same table, and each unit can be mapped only once. If the 

question regarding mapping a single NOTIS library to 9 SIRSI libraries is 

in regards to wanting separate libraries for different types of materials, i.e. 

govdocs in a govdocs library, we would do this based on the holding 

codes (NOTIS loc,subloc). So, if they have unique holding codes, the 

materials can be loaded into separate libraries.

Bib: we don't use it (we can append the processing unit to the NOTIS key 

to make the NOTIS key unique for loading). The library comes from the 

holding code. 

Bills: we need a map for the PAIIKEYP for the patron accounting record. 

This is the Processing Unit. 

Circ: we need a map for the A1SRVC libary (this is the service unit where 

the item was checked out) from the Active item records. 

Condition: we need a map for the ICSERVU from the item condition 

records. (service unit) for the charging library and ICSERVH for the 

home libary. 

Fund & Fund cycles: Processing unit (E00PROS) 

Holds: IRPKUSU (service unit) for the pickup library (from the NOTIS 

request record) 

Marc holding: we get the library based on the holding code. 

Orders: Processing Unit 

Unlinked items: the library comes from the holding code. 

Patrons: The library is set as a default. 

Vendors & Cycles: we use the order records to determine which library the 

vendor & vendor cycle records should have. 

For any libraries where these would be the same, one table of mapping 

will be fine. If these are different, please do the table twice, once with 

processing unit mapping and another with service unit mapping. 

August 24, 2001 

Q – 53 

BIB DATA: 

How do we protect specific fields from being overlaid during batch loads? Is 

there a way to set this at the database level, or must it be done individually on 

each record?

A – 53 

Marking the tags local (in the Formats) will keep them from being overlaid, 

however, it may also result in duplication - if they have the 590 tag marked 

as local and they have a record in Unicorn with a 

.590. |aThis is a 590 tag 

and then the overlay that record which also has: 


Then they will end up with a record with 2 590 tags: 



We see this happen when folks export their data for authority work and do 

not exclude the local tags from the export. When we do the overlay, we 

often have to remove these local tags from the incoming file. 

August 24, 2001 

Q – 54 

Will the encoding level in individual NOTIS records migrate? 

A – 54 

We put the encoding level (LDENCLVL) in the 000 tag. We also put the 

LDSTATUS, LDFORMAT, LDSECURE, LDRECTYP, LDBIBLVL, LDDCF, 

and the LDTOC in the 000 tag. 

August 24, 2001 

Q – 55 

What happens if there are multiple user message per copy statement? Will the 

conversion jobs pick those up, and, if so, how will they look in SIRSI? 

A – 55 

If they are the A23 (copy level notes) tag and the copy holding looks 

like: 


.A23. |aA sample note|aA new sample note|n1 

The item will be: 

.999. 1L|aDS 244 T36 1024 More stuff|wLC|hstax|i37672000035140 

|o.COMMENT. A sample note|o.COMMENT. A new sample 

note|o.COMMENT. esr (so it picked up both of them) 

If the copy holding looks like:


.A23. |aA sample note|n1 

.A23. |aA new sample note|n1 

The item does not get the second A23 note. 

August 24, 2001 

Q – 56 

Can there be multiple marc holding records for a title in a particular library? 

A – 56 

Yes 

August 24, 2001 

Q – 57 

CIRC: The conversion document says that the blocked status will not be 

retained during conversion. Is this true? If it is, that is a BIG problem because 

LSU runs the X-out job to zero out our fines as they are transferred to the 

Bursar's office, so there will be no way for SIRSI to recreate the blocks after 

conversion. How will we deal with this? 

A – 57 

The reason we don't set the blocked status is because the first time the 

setdelinq report runs, it will undo any of this information. Once we load the 

circulation, and they start running the setdelinq report it will set the user's 

status based on a whole list of stuff (fines, overdues). What we've done in 

previous NOTIS loads was if the P2STAT field P2OTHR field (the 5th 

field), was not a space, we set the user_status to BARRED. They referred 

to this as an Administrative Block. 

An example of the P2STAT field is: 

NNNNXNN 

or 

NNNN NN 

We can set BARRED based on the P2STAT, but we would need some 

criteria - 

if 1-4 are not N, 5 is not blank and 6-7 are not N perhaps? 

BARRED users cannot checkout items. A user cannot be automatically 

barred or unbarred by Unicorn. This status must be set or removed by a 

workstation operator with special privileges.

Users are BLOCKED when their unpaid bills and accruing fines reach a 

certain amount or they have a certain number of overdue items (as 

specified in the 

User Profile) A special operator is required to check out items to a blocked 

user. 

August 24, 2001 

Q – 58 

ACQ: Are we limited to 10 characters for Vendor Names? If so, does SIRSI 

have any suggestions for vendor naming conventions? 

A – 58 

The Vendor ID is limited to 20 characters and comes from the NOTIS 

ENRCKEY field. The Vendor name is 1-70 characters and comes from the 

NOTIS ENNAME field. The Vendor name is used for printing such items 

as claims or orders. 

August 24, 2001 

Q – 59 

Is there a policy to determine what fields display in the opac, or does this have to 

be set field by field in Workflows? What about fields that are indexed? 

A – 59 

Yes, there is a policy that controls which fields display and it is the Format 

policy. This is covered in System Administration training. 

Some information on the Format policy from the helps: 

The Format policies define the name of the format, the record type, the 

way the format will be used (purpose), the type and amount of record 

information displayed, and whether the format can have call numbers and 

copies attached. A list of entries or tags appropriate for the format is also 

included in the policy. How these entries are displayed, entered, and 

edited is determined by the information in the Format policy's Entries 

folders. 

The Format policy controls the editing, data validation, and indexing of all 

fields in bibliographic and holdings records and extended information 

fields in every record used in Unicorn. A Format policy is a list of entries 

allowed to be used by a given record, along with the characteristics of 

each entry. One example of a Format policy would be SERIAL, for MARC 

serial records. An example of an entry in the SERIAL format would be the

245 field, which contains the serial's title. Each entry has characteristics; 

for instance, the 245 entry has a list of valid subfields that may be used. 

Format entry descriptions may be fully maintained by the system 

administrator. Entries may be added to and removed from Format 

policies, and the display, labeling, indexing, and data validation 

characteristics of any given entry may be modified. 

August 24, 2001 

Q – 60 

It states on page 5 of the NOTIS document that the "note text" from the NOTIS 

linked item record goes into the SIRSI item comment area. Does that also 

happen to the "note text" from the NOTIS unlinked item record? (I can't find that 

answer specified anywhere.) If not, is that possible with special programming? 

A – 60 

The item comment for the unlinked items comes from the C53MIDS field 

(midspine). 

August 24, 2001 

Q – 61 

Do the "CREATED" and "UPDATED" dates from the NOTIS linked and unlinked 

item records (see also example above) convert into SIRSI along with the "LAST 

USE" date ("last activity" date in SIRSI? 

A – 61 

The date information we use comes from the following: 

The LDDATE field from the NOTIS bibliographic record leader is placed in 

the title date created field. 

The LDUPD1 field from the NOTIS bibliographic record leader is placed in 

the title date updated fields. 

The THCDATE from the NOTIS A08 field of the copy holding record is 

placed in the title date cataloged field. 

August 24, 2001 

Q – 62 

We've used the NOTIS midspine field on serial linked and unlinked item records 

to reflect the second level of enumeration/chronology, usually the year (see

example below) and would like for that data to display. The two options that we 

see would be: 

(a) put that midspine data into the SIRSI call# after the vol.# data; 

or 

(b) put that midspine data into the item .NOTE. field (which I believe does not 

display now, but might in the future?) Where would such an item .NOTE. display 

in relation to the call#? 

Would both of these requests require special programming? Are there any other 

options available to get that data to display without a lot of manual clean-up? 

A – 62 

The midspine note currently goes in the note. We can do some 

programming to include it in the call number appended to the volume. In 

which case, we would NOT include it in the item comment. Please put it 

as a request for this in Section III of the "NOTIS Conversion and Data 

Loading Parameters" document and be VERY specific. If the 

specifications are not specific then EVERY midspine note will be treated 

this way. It may be that they only want it for SERIAL linked and all the 

unlinked. 

August 24, 2001 

Q – 63 

We were thinking of having our unlinked item records load with a shadowed 

SIRSI current location of "UNLINKED" so that they would all be in one location. 

Cataloging Q/A #48 states that "CATALOGING [location] is used by the 

circulation module when you create a brief record so when it comes back it is 

routed to CATALOGING to fill in the record more completely." 

Could we have our unlinked item records converted with the current location of 

CATALOGING so that the ones already created (and converted into SIRSI brief 

records, etc.) will also come back to Cataloging when they are checked out and 

returned? Or does that only work with brief records "created" in SIRSI? We 

were not planning on using the delivered CATALOGING location since we 

preferred using ones that we created ourselves, so there would not be any 

conflict for us in using CATALOGING for these items. Is special programming 

required to get our unlinked item records into one SIRSI current location? 

A – 63 

It may be possible to do after the load, but I would recommend setting the 

home location to CATALOGING, rather than the current location. If we set 

the current location to CATALOGING and the item is checkedout and 

returned, it will be routed to the home location (the previous current

location is gone). If they want to do this, please submit the request with 

the "NOTIS Data Conversion and Loading Parameters". 

August 24, 2001 

Q – 64a 

Conversion of NOTIS 7.1 Data - p.14 - Example 2 -Deleted Items 'If we do not 

specify a current location policy in the conversion options, no bib record or item 

will be generated if the item record does not exist or does not have a C00STAT 

or C01STAT of 'A'. 

If we use a current location policy of "ITEMTEST" and use the following 

options... 

NOTIS copy holdings with no attached items will have one copy created with the 

current location of ITEMTEST.' 

LSU has 200,000 titles in more than a dozen separate collections in the Special 

Collections library. These do not have linked item recs. They will map as: 

NOTIS loc = hill, rare (only one location, used as an example) 

Library:Special Collections 

Location=Rare 

Item type= ... etc. 

Can location policies be defined so that each NOTIS loc has its own current 

location that maps to the |k? For example: 

NOTIS loc hill,rare would generate the current location Rare instead of 

ITEMTEST; NOTIS loc hill,mcil would generate the current location McIlhenny 

instead of ITEMTEST (both Rare and McIlhenny are defined locations in our 

SIRSI policies) 

A – 64a 

The current location in Unicorn acts like more of a status and is 

changed/set by a transaction, such as a charge or discharge of the item. 

Based on the information above, it sounds like you could map the codes to 

home locations of RARE, MCILHENNY, etc, and use the current location 

ITEMTEST. ITEMTEST will help you identify these items after the load. 

August 24, 2001 

Q – 64b 

If the status field C00STAT or C01STAT is 'W', can they be converted with the 

loc shadowed ?

A – 64b 

This is something we can look into, and should be added to the data 

loading parameters. 

August 27, 2001 

Q – 64c 

If the linked item rec is missing, we know that a current location policy of 

ITEMTEST” is needed so that bib recs are created. How do we specify for what 

NOTIS locations this policy should be activated? For example: create dummy 

items for NOTIS loc = hill, rare 

A – 64c 

We don't activate this option based on the location,sublocation codes. 

This option is used or not used for the entire file. 

If the linked item is missing, we can either use a dummy current location 

or we can use the word NONE. So the questions are: 

1. If there is no linked item (or the item doesn't have a status of A) should 

the record be processed? 

2. If we are going to process these records, do they want the "dummy" 

item to have a special current location policy which is different from the 

home location so that it will be obvious when looking at the item that it was 

a "dummy" item created because of this particular circumstance? If so, 

what "dummy" current location policy would they like to use? (Does not 

have to be "ITEMTEST", could be something like "NOITEM" etc.) OR do 

we use NONE, so the current location will be the same as the home 

location? 

August 27, 2001 

Q – 64d 

If the linked item rec is missing, and the current loc policy of "ITEMTEST" is in 

place, and the copy holding rec has the following: 

001 1L CN |a hill,la |b PS;3557;R5355 |c C57 |c 1993 

002 1Z CN |a midl/2 

003 1L CN |a midl/3 

Can we convert the copy with the classification type code=Z to a shadowed 

copy? If not, can the information that this title had more copies be stored 

somewhere? Where? 

A – 64d 

It looks like 3 items will be created - one for each of the A22 (001). If they 

want the class code=Z to be shadowed, they can used the "|\slXXX" 

where xxx is some shadowed location. This will take precedence of the 

home location defined by the holding code (midl). 

August 27, 2001 

Q – 64e 

If the conversion program gets a record that has an Item type not listed in the 

Holding TranslationTable, What will it default to? Will a report be generated? 

A – 64e 

If and when that happens during the conversion, we will be in touch. 

August 27, 2001 

Q – 65 

LSU does not want to auto generate the copy numbers as these may not match 

the copy numbers currently on the spine labels of the items on the shelves. If 

they have the following Copy Holdings record (NOTIS rec # AFD8201) with three 

A22 fields: 

001 1L CN |a hill,la |b PS;3557;R5355 |c C57 |c 1993 

NOTES |a firm; 

HN-001-001 


NOTES |a firm;OD IN CCN 001;ombudsman 



NOTES 


ZA-002-001 

Is it alright to have copy # 2 and 3 in MIDL, while copy #1 is in HILL? In other 

words will the system be able to indicate that MIDL does not have copy #1?

A – 65 

Normally, in Unicorn copy 1 and 2 would not reside in separate libraries, 

rather these would load as copy 1 HILL and Copy 1 and 2 for MIDL. Also, 

with regards to retaining existing copy numbers, there's no good way to 

tell until the records are being loaded what's going to bump out as an error 

(copy X already exists type of thing). If they want to use their copy 

number, we can do it. If the error rate is too high during the test load, they 

can change their minds for the final. 

August 27, 2001 

Q – 66 

Conversion of NOTIS 7.1 Data - p.9 - Bibliographic Conversion Options 'Output 

NOTIS copy numbers in |c of holding tag?' If the NOTIS record has : 


NOTES |a firm;OD IN CCN 001;ombudsman 

Is it the '/2' or '002' that will be output or is it that the conversion program will 

read either one and generate just the numeric '2' ? 

A – 66 

'2' is going to be the copy number. 

August 27, 2001 

Q – 67 

Conversion of NOTIS 7.1 Data - p.14 - Example 2 -Deleted Items 'If we use a 

current location policy of "ITEMTEST" and use the following options: 

August 27, 2001 

Q – 68 

In NOTIS, the linked item rec has multiple barcode fields. This is done so that if 

the physical barcode is ripped in the book, a new barcode can be added. In 

NOTIS ver 6.2 the new barcodes were added to the bottom of the barcode list. 

In the later versions of NOTIS the barcodes were added to the top of the list. 

Will the conversion programs be able to pick up the last barcode added 

regardless of its position in the record? If not, which barcode will it pick up? 

A – 68 

Could we see some sample records? 

August 27, 2001 

Q – 69a 

Conversion of NOTIS 7.1 Data - p.9. Bibliographic Conversion Options 'List of 

NOTIS loan codes that do not circulate from C01LOAN' 

The above statement is very ambiguous. Are you asking the libraries to provide 

SIRSI with a list, or is the SIRSI conversion program going to output a list and the 

option is whether the library wants it or not? 

If the former is true (i.e. we need to provide a list) please tell us what this list will 

be used for so that we can include the appropriate information. 

A – 69a 

Based on the C01LOAN code in the NOTIS item, we can set the "C" flag 

(of the CIP) to NO. This will take precedence over the circulate flag set by 

the holding code. If they want to take advantage of this capability, they 

can tell us which loan codes indicate an item does not circulate. 

August 27, 2001 

Q – 69b 

Conversion of NOTIS 7.1 Data - p.8 Holding code table 

To a question asked earlier the response given was: 

Q.-Can we use a combination of location, format and frequency to determine 

item type during data migration? 

A- Probably, if they can define frequency clearly for us (where in the NOTIS 

record it will be). Currently, the item type is set by the holding code, which is 

defined by the NOTIS location,sublocation. This mapping they are proposing 

would require custom programming and would be quotable. Before we can write

a quote, we would need to see the mapping. Should the additional criteria be 

added to the holding code table so that you can see the mapping i.e. instead of 

sending the holding code table with the format? 

NOTIS 

location,sublocation|Library|ItemType|Location|ICat1|ICat2|Price|C|I|P| 

add, for example, 'Format', 'Call Number', etc and send: 

NOTIS location,sublocation|Library|ItemType|Location|Format|Call 

Number|ICat1|ICat2|Price|C|I|P| 

and define clearly where this information is in the NOTIS record. 

A – 69b 

If they do this, have them put the FORMAT and CALL NUMBER before 

the library in the table. Please note - due to the 'free-text' nature of call 

numbers, they often make for inconsistent mapping. 

August 27, 2001 

Q – 69c 

Conversion of NOTIS 7.1 Data - p.7 Message Table In the Pre-Installation Guide 

to Loading Data - p.24 is: 

'* In anticipation of future enhancements to item extended information, comments 

should be preceded by a label to distinguish staff comments from public 

comments. Staff information is designated by .COMMENT. and public 

information is designated by .NOTE. These labels must be in capital letters. 

Follow each label with the text of the comment or note as you wish it to display. 

Notes and/or comments are repeatable up to ten lines. Each line is limited to 75 

characters, including the header .COMMENT. or .NOTE.. ' 

Should these labels ( .COMMENT. or .NOTE. ) be included as a prefix in the 

Message table described in Conversion of NOTIS 7.1 Data - p.7? 

A – 69c 

No, do not include them in the message table. Currently the program 

defaults to COMMENT. 

August 27, 2001 

A – 69d 

If the format=s, the coded notes and um= messages will be put in 852 subfield 'z' 

If a rec with format=s has copy holding notes as well, will they go into 949 

subfiled 'o' (Item comment field)?

A - 69d 

Yes, if it is an A23 copy holding note, it will go in the item comment field. 

August 27, 2001 

Q – 69e 

Cataloging and Authorities Training Guide - p.9 states: 

"Comments: If there are comments associated with a copy, they display in the 

Vol/Copy folder in the Comments screen area. When a copy is created or 

modified, up to ten lines of copy level comments can be entered. Each line 

contains up to 75 characters but text will not wrap to the following line. Comment 

information is not searchable and can only be seen by staff". 

Will an API have to be written to search the notes in the comments field? 

A – 69e 

This is certainly something you can investigate after API training, but it 

may or may not be possible. 

August 27, 2001 

Q - 70a 

Conversion of NOTIS 7.1 Data - p.61 FundCycle Record Special Notes: 

'All negative amounts for the field(s) chosen to be used for the 

FUND_BUDGET_AMOUNT will be converted to 0.00 because Unicorn does not 

accept negative amounts in this field.' 

What are the options for sites that want the negative amount to convert as a 

negative amount, since they do not want to lose this information? 

A – 70a 

Unicorn does not accept negative amounts in this field. We could have 

the program put some brief information about the record into a report. If 

they are interested in that, please include the report request in the data 

ccnversion/loading parameters. 

August 27, 2001 

Q - 70b 

Conversion of NOTIS 7.1 Data - p.73 Order Record 

'For the FUND_AMT_PAID field the accumulative value of PSTPAMT will be 

used, unless it is a Serial order. If the NOTIS record has a status of Active Serial 

then the last value will be used.'

At times the last value may be shipping/handling, credit, added charge, 

miscellaneous service fee etc. If this is picked up the Fund amount paid will not 

reflect the correct value. How will the conversion program handle this, or is 

there a workaround? 

A – 70b 

If you can send a sample, we can take a look at it. 

August 27, 2001 

Q - 70c 

Conversion of NOTIS 7.1 Data - p.72 Order Record 

'For NOTIS records that contain multiple OSTFY fields multiple SIRSI order 

records will be created.' 

How can there be multiple OSTFY when you can have only one OS, for example 

BN. Is the above statement for multi-divisional order records? 

A - 70c 

The Order Division Subfield (scope, claim, note, payment, receipt) is 

repeatable. The OSTFY is the Fiscal Year - it's conceivable that an order 

can over multiple fiscal cycles. So I would say, yes, the above statement is 

for multi-divisional order records. 

August 27, 2001 

Q – 71 

We do not use the P2&PC1 or P2&PC2 fields. We would like to map the user 

profile and user category 1 from the NOTIS patron category. Ex. NOTIS PCAT 

"ALUM" mapped to SIRSI user profile "OTHER" and user category 1 "ALUMNI". 

Is that possible and does it require custom programming? 

A – 71 

It probably will be custom, but we will evaluate that when we are working 

with the data. They should provide the mapping in the following manner: 

P2CAT|PROFILE|UCAT1| 

ALUM|OTHER|ALUMINI|

August 27, 2001 

Q – 72 

Will we get an error report for patrons, charges, or bills not loaded? What 

information is included in error reports? 

A – 72 

Yes, we will provide an error report. Generally, such load reports include 

counts and descriptions of the error messages. We will also provide the 

entire "error file" in their finished reports. This has the error message and 

the record which was in error. 

August 27, 2001 

Q – 73 

All our funds are in the same processing unit but they are not all going to be in 

the same SIRSI library. Is it possible to convert all the funds to library SLU-SIMS 

and then change the library for the 5-6 funds which should be in SLU-BRNL? Or 

can we specify at conversion which funds go to SLU-BRNL? 

A – 73 

I believe the order must link to a fund of the same library. For example, if 

your order is for library=MAIN, fiscal cycle 2001, fund ID=OURFUND, you 

must have a matching fund record with an id of OURFUND, library=MAIN 

and fund cycle of 2001. If it is a short list of funds (5 or 6), we can make 

the fix by hand. 

August 27, 2001 

Q – 74 

Can SIRSI convert only the active vendor records? We don't want the 

deactivated vendor records in SIRSI. 

A – 74 

Can they provide only active vendor records in the file? If they are going to 

load closed orders, is it possible that the order will link to an inactive 

vendor? We can look at the VENSTAT and only convert those with an 'A'. 

Please write this up and include the specs with the returned "NOTIS Data 

Conversion and Loading Parameters".

August 27, 2001 

Q – 75 

The fiscal cycle mapping options say "fiscal cycle options (19 or 20) must be 

consistent throughout the conversion." Does this mean if we choose to convert 

00/01 to 2001, we cannot convert 98/99 to 1999 but instead 98/99 would convert 

to 2099? 

A – 75 

What that means is that they need to choose the same options for their 

order cycles as their fund cycles. If the fund cycle converts to 2001, the 

order cycle must also convert to 2001. 98/99 won't convert to 2099, it will 

convert to 1999. The addition of the 19 or 20 happens automatically. The 

program has the following parameters: 19 if greater than 60, otherwise 

preceed with 20. If the NOTIS record had 61, the Fiscal cycle will be 

1961, but if the NOTIS record has 01, the Fiscal cycle will be 2001. We 

need to know if the want the first 2 digits (00/01 would become 2000), the 

last 2 digits (00/01 would become 2001) or to just remove the "/" (00/01 

would become 0001). 

September 18, 2001 

Q – 76 

As per our phone discussion, we are trying to fill in our User Profile Table. In the 

table, we have the entries 

PCAT (NOTIS) User Profile Name 

For most categories, this is fine: 

FAC becomes FACULTY 

STA becomes STAFF, etc. 

But we have many Patron Categories in our "Other" patron group which all 

translate to the LALINC user profile name: 

DIL LALINC 

LOY LALINC 

GRAM LALINC 

The thing is, we anticipated using User Category 1 to distinguish all these 

LALINC borrowers from one another. We have entries in our User Category 1 

table for DILLARD, GRAMBLING, and LOYOLA (and many others). 

Question: How do we covert our patron categories into the LALINC User Profile, 

but also have them set the appropriate User Category 1 (and in some cases, 

User Category 2)? Are there other columns on the User Profile Table that let us

specify User Cat 1 and 2 at the same time we are specifying the User Profile 

Name? 

A – 76 

Yes, we should be able to do it. It would be a one to one map. For 

example, if the NOTIS field is STAF, and the user profile will be STAFF, 

the usercat1 will be CAT1 and the usercat2 will be CAT2. 

If they want to do this, the map will be 

STAF|STAFF|CAT1|CAT2| 

So, add the cat1 and cat2 columns to the table and write the request up in 

Section III of the conversion document. 

Please let me know if we have misunderstood the question. 


Q – 77 

NOTIS allows the use of more than one barcode # in the linked item record. We 

have used this for some new books that are substituted for an older piece that we 

then discard. See sample below. The newer (and currently correct ITEM ID) 

displays first, above the older ITEM ID (and the one we don't need to keep). 

Which barcode # is going to get converted? 

A – 77 

The FIRST C05ITMID encountered in the NOTIS item record will be the 

one which is used. I believe that NOTIS pushes the "old" barcodes down 

one level, so that the current one is the first one. 


Q – 78 

This question has to do with our choice of some location names that we have set 

up (and is akin to the question that I already asked about the CATALOGING 

location and unlinked item records). We opted to use WITHDRAWN instead of 

the delivered DISCARD; and to use INPROCES-O (for Order Section), 

INPROCES-C (for Cataloging), and INPROCES-S (for Serials Section) instead of 

the delivered INPROCESS so that we can keep track of where an item is while it 

is in process. We don't know yet how the various wizards are going to work with 

certain acquisitions and cataloging functions, so we want to make sure that our 

use of location names different than the delivered ones will not conflict with any 

SIRSI functionalities. If so, are there any other delivered locations that are 

automatically used by the system with certain functionalities?

A – 78 

There is another posssible option for UNO's unlinked items that we can 

consider. This would be quotable, but it is another possibility we can 

explore further if they are interested. 

For the unlinked items, we can load them with the regular home location 

(whatever maps out of the NOTIS record), then for every unlinked item, 

we can create a charge record with the item id, a user ID of 

CATALOGING (which has a location of CATALOGING, and a profile of 

CATALOGING that has the recirculate item attribute set to YES) with a 

due date of NEVER. This means that these items will be charged to the 

CATALOGING user, but they can then be charged to a "real" user. When 

discharged from the "real" user they will be routed back to CATALOGING. 

When they move the item to the full bib record, they can discharge it from 

the CATALOGING user and the item will be routed back to its home 

location. If they move the item while it's charged out to "John Doe" - when 

John brings it back, it will still go into the CATALOGING current location, 

but then they can identify that and discharge it. 


Q – 79 

Will patrons who are blocked in NOTIS at the time of our conversion, be blocked 

in SIRSI? Delinquency Status - will this be established during the conversion 

process and based upon a patron's status in NOTIS? 

A – 79 

We don't BLOCK patrons. The reason we don't set the blocked status is 

because the first time the setdelinq report runs, it will undo any of this 

information. Once we load the circulation, and they start running the 

setdelinq report it will set the user's status based on a whole list of stuff 

(fines, overdues). There is that "administrative block" in NOTIS which is 

what we are going to turn into BARRED status. 

BARRED users cannot checkout items. A user cannot be automatically 

barred or unbarred by Unicorn. This status must be set or removed by a 

workstation operator with special privileges. 

Users are BLOCKED when their unpaid bills and accruing fines reach a 

certain amount or they have a certain number of overdue items (as 

specified in the User Profile). A special operator is required to check out 

items to a blocked user.


Q – 80 

Will the current circ info for an item be the same in SIRSI? (i.e., will the item still 

show "checked out", to whom, and due date? (I believe we will lose all previous 

circ history, is that correct?) 

A – 80 

The current circ information should show to whom the item is checked out 

and their current location (most patrons have a current location of 

CHECKEDOUT). As long as the NOTIS record does not show that the 

item has been returned we will create a charge record. If the item shows a 

date returned, we do not create a charge record. 


Q – 81 

Should user data fields be entered upper case, lower case, or mixed 

as we would prefer to see it printed? 

A – 81 

Policy controlled fields must be entered all upper case. User name and 

address information should be entered as you would prefer it to print 

(generally mixed case). 


Q – 82 

Date Privilege Granted - will this automatically be established at the time of the 

conversion? Will this change the date in an existing record if it is include in each 

load? Is this date comparable to the NOTIS "activation date", i.e., it will never 

change? If not is there a separate date kept for date of initial activation? 

A – 82 

For the initial load done by SIRSI, this is mapped from the P2DATES field 

in the NOTIS user record. This field is not generally included in 

subsequent loads done by an institution, so it would remain the same. 


Q – 83

Last Activity Date - If this means circ activity, why would it be included in a user 

data record? I plan to exclude this field from our user data file. 

A – 83 

The User Last Activity Date reflects the user's last date of any circulation 

activity, and not that of an item. For the initial conversion/load done by 

SIRSI this information is mapped from the P2DATEZ. After the load, this 

information is maintained by the system. 


Q – 84 

Personal Identification Number: I want this established initially as CHANGEME. 

Can this be done during the conversion process? I see no reason to have this 

field in our user data file and will omit it. We want it set initially and then under 

the control of the user. 

A – 84 

Yes, for the initial conversion SIRSI will include a PIN of CHANGEME in 

user records for those institutions that request it. 


Q – 85 

Number of Claims Returned - I will not include in our data file. (Actually, many 

fields that are listed as optional input make it appear that the library itself is 

creating the user data file. This is not applicable to a university environment 

where the data is being drawn from student and human resource databases.) 

A – 85 

That's fine. This is another field updated by the system. For an initial 

conversion if this information exists in the in the user records, it can be 

mapped to this field for the initial load. 


Q - 85 

I understand that there can be up to three user addresses. In NOTIS we could 

cause the system to switch from the "local" address to the "permanent" address 

(at the end of the semester) by setting the expiration date on the local address. I 

see no way to accomplish this in SIRSI. I do understand that the user data field 

Mailing Address indicates which of the 3 user addresses is to be used for printing

notices. Does that mean that we must remember to manually intervene at the 

end of the semester and have the computing center change this field from 1 to 2? 

A – 85 

Yes, Unicorn will use whichever address is set as the primary address. 

This can be changed by the workstation operator on a record-by-record 

basis, or in batch by loading a file of updated user records with the 

userload rpt. (admin group of reports). 


Q – 86 

The examples in the documentation show the User Name entered as lastname, 

firstname MI. Is the software capable of rearranging the name when printing 

notices so that it is printed firstname MI lastname? Similiarly, if we want a 

comman after city on our notices, should we enter city, state in the CITY/STATE 

field? 

A – 86 

User names must be entered as lastname, firstname, MI. The notices do 

print the names as firstname, MI, lastname. Yes, you should enter the 

CITY/STATE as city, state: Huntsville, AL 


Q - 87 

Extended Information: Will it be possible to extract info in the NOTIS note field 

and insert it as extended info during the conversion process? 

A – 87 

Currently, the P1NOTE and P2NOTE fields are mapped the extended info. 

of the user record. Any other note info. that the library would like mapped 

to the extended info. should be submitted in Section III of the conversion 

document. 


Q – 88 

ZIP - Is this 5 digits or 5 + 4 ?

A – 88 

This can be either 5 or 5 + 4. 


Q – 89 

Bib records 

In the conference call, they said they were going to look into the possibility of 

using the A22 |k as a suffix instead of a prefix. Does this item mean that they 

looked into that possibility and can't do it, or are the two things unrelated? 

A – 89 

Subfield-k - I'm pretty sure we can do it. My understanding is that the A22 

copy holding subfield-k in NOTIS displays as a prefix. Since this request 

is a programming change to the conversion, it most likely will be quoted. 

Please write the record the request in Section III of the NOTIS Conversion 

and Data Loading Parameters doc. 


Q – 90 

Authority records 

How do they define "first" and "last" -- by load date, notis number, or something 

else? 

A – 90 

Authority - First/last is order in the NOTIS file as we get it. Normally this 

does seem to be by NOTIS number. 


Q – 91 

Patron Records 

If we want all inactive records remove, must we provide a last activity date? If 

yes, and we provide a last activity date of 12/01/01, will it still remove only the 

inactive records? 

A – 91

ALL patron records which have a last activity date before the given date 

which have no holds/charges/bills will be removed. Unicorn doesn't have 

an active/inactive status. 


Q – 92 

I'm not sure if this question has already been asked. Please ask SIRSI what 

happens to call numbers that will have semicolons removed. Will a space 

replace the semicolon? 

A – 92 

The default for this process and our recommendation is put a space where 

the semicolon was. They may, however, request that we not do that and 

close the space up. Let me know if there are questions. 


Q – 93 

Please ask SIRSI to provide us with some guidance on the "IF" parameters of the 

holding code table. 

Many of the NOTIS bibliographic formats can apply to multiple types of material. 

Because of this, we cannot always rely on just the LDFORMAT when composing 

our "IF" statements. Other parameters must be used. Does SIRSI have any 

requirements for where this information can/cannot be obtained? Is there a 

preference for data from the NOTIS bibliographic record or copy holdings? Will 

the location/type of information affect the cost? 

A – 93 

We may have discussed this in a call, but I don't remember exactly. 

Basically, we will load the LDFormat information, in addition to the basic 

information found in the holding code table. So, they can add the one 

column to the holding code table. Any additional work based on the "if" 

parameters will fall under the category of special request and will be 

examined and possibly quoted. 

October 9, 2001 

Q – 94 

We also used the DEPT Location of the item record, which we would like 

converted also.

A – 94 

The DEPT (C01LOCN2) field is not converted. 


Q – 95 

If we have inactive or other locations in NOTIS that we do not want to convert to 

SIRSI, can we omit them from the Loc/Subloc Holdings Table altogether, or do 

we need to list them in the table with an Ignore flag of Y? Or what? 

A – 95 

All loc,subloc should be accounted for in the holdings table. They can set 

the IGNORE flag to YES. Any items associated with the code will not 

load. 


Q – 96 

We understand that if we want to have a combination of location and MARC 

format to determine item type, and possibly item category, this would require 

custom programming. We have numerous, and I mean numerous, location 

codes in NOTIS that represent materials of more than one format, e.g., our "lcol" 

(Louisiana Collection) locations house books and journals, each with a different 

loan situation controlled by item type, and each with a different item category 1. 

Preferably, we'd like the exact conversion to take place during the load, but if that 

is not possible for us, is there a way to easily and quickly convert the incorrect 

item types and categories to their correct names by MARC format after the load, 

maybe by an API? We would then, for the conversion process, just provide the 

SIRSI item type and item category 1 that matches the majority of the items in 

that location. 

A – 96 

We have added the LDFORMAT to the conversion program and there will 

be no charge for this request. Looking at LANO's loc,subloc table, it 

appears they have mapped based on the format: 

"Loc,subloc " LDFORMAT Call# Subfield b Library Name Item Type Location Item Cat1 Item Cat2 CIP 

lcol B DISS UNO-MAIN BOOK LACOL DISS NOT-FEDDOC YNY 

lcol B HONORS UNO-MAIN BOOK LACOL HONORS NOT-FEDDOC YNY 

lcol B MASTERS UNO-MAIN BOOK LACOL MASTERREPT NOT-FEDDOC YNY 

lcol B THESIS UNO-MAIN BOOK LACOL THESIS NOT-FEDDOC YNY 

lcol B (all others) UNO-MAIN BOOK LACOL BOOK NOT-FEDDOC YNY 

lcol M UNO-MAIN SCORE-N LACOL SCORE NOT-FEDDOC NNY 

lcol P UNO-MAIN BOOK LACOL MAP NOT-FEDDOC YNY 

lcol S UNO-MAIN JOURNAL LACOL JOURNAL-B NOT-FEDDOC YNY 

lcol (all others) UNO-MAIN BOOK LACOL BOOK NOT-FEDDOC YNY


Q – 97 

We also have at least one NOTIS location where the format is the same, but the 

alphanumeric call# string could be used to distinguish a COMPACT DISC 

(AUDIOCD) from a VINYL RECORDING (SOUND-DISC) for item category 1. 

Could this be programmed for the conversion load? Could it also be 

accomplished easily and quickly after the load by an API? 

A – 97 

Possibly, as with the lcol that they have mapped based on a call number 

string, these should be accounted for in the mapping tables, and 

conversion document. We will be evaluating all the special requests 

received in the upcoming weeks and getting back to the libraries with price 

quotes for those that can be done. 


Q – 98 

In the "Conversion of NOTIS 7.1 Data" section on order records, it says the valid 

values known to Sirsi for the OSTSTAT field are A, B, X, Z. From NOTIS 

documentation, the valid values are: 

A=open order/not rcvd. 

B=stand. ord rcvd (suppresses purchase order, use for currently received 

serial titles) 

C=partially rcvd 

D=rcvd, not paid 

V=failed order; vendor cancels 

W=canceled, returned to vendor 

X=canceled. library initiated cancellation 

Z=completed, rcvd 

H=successful order/offline 

Y=unsuccessful/offline 

We use A, B, D, V, X, and Z in the OSTSTAT field. Will SIRSI recognize the 

D and V status? 

A – 98 

This is something we will investigate. It will probably be possible, but will 

require some additional investigation. They need to be sure and include it 

as a request in the Conversion Doc. I see that in Section III the asked to 

have all open orders converted (OSTAT field A, B, C or D). They didn't

mention V in that document. If they want this, please update the 

document. 


Q – 99 

Also in the section on order records, it says "Sirsi does use negative values for 

any field that pertains to a dollar amount. A negative number will be converted to 

0.00" Do they mean Sirsi does NOT use negative values? Will we get an report 

of all the negative numbers they convert to zero? 

A – 99 

Unicorn does not accept negative amounts in this field. We could have 

the program put some brief information about the record into a report. If 

they are interested in that, please include the report request in the data 

conversion/loading parameters. 


Q – 100 

LALW would like to know the defaults used by you where ever their mapping was 

either missing or incorrect in the Data conversion tables and parameters. 

A – 100 

The default class scheme is LC. 

The default holding code is defined as: 

Item Type: UNKNOWN 

Location: STACKS 

Library: LSU-LAW 

CIP: YNY 

Price: 0.00 

If there is an item type or location in the item holding tag which is not in 

the policies, the item type/location/library, etc. is assigned based on 

whatever the DEFAULT holding code item type is. So the items that were 

mapped to TUCKER-REF will load with a location of STACKS. 

If there is a notis location/sublocation which is not in the holding table 

provided, the notis location/sublocation is put into the item holding tag as a 

holding code (|h). When the record is loaded, since the holding code is not 

defined in the policies, the item information is assigned based on the UNK 

holding code, which is defined as: 

Item Type: UNKNOWN

Location: UNKNOWN 

Library: LSU-LAW 

CIP: YNY 

Price: 0.00 


Q – 101 

Can we use 'format' as a selection criteria in the Holding Table? 

A – 101 

I believe that Rob let you all know last week that we will modify the current 

holding table format so that the LDFORMAT is used by all the conversion 

programs. 

This will become part of our standard NOTIS convesion, so we will not 

quote or 

charge for this change. (Note that additional work based on the "if" 

parameters 

will be evaluated and possibly be quoted.) It will be simillar to the class 

table 

in that if the LDFORMAT does not matter, sites can leave the column 

entry blank. 

A sample (the first line of LALU's table): 

locn|LDFORMAT|library|itemtype|... 

BURD,RP|B|MILD_MAIN|BOOK|... 

BURD,RP|S|MILD_MAIN|SERIAL|... 

BURD,RP||MILD_MAIN|UNKNOWN|... 

That being said, we feel that you and any of the libraries wishing to use 

this 

should be aware of some potential risks in implementing this change. Any 

problems resulting from the use of the LDFORMAT will likely have to be 

corrected with manual cleanup after the loads have been completed. 

The potential issues: 

1. The holding code table is also used to map MARC holding code library 

and 

location. Adding the LDFORMAT to the mapping may affect the MARC 

holdings 

display. 

Here is a potential problem: the holding code table was modified to 

change

the location based on certain "added column" information (such as the 

gmd 

from the bib record). However, the unforseen problem was that the 

matching 

marc holding record had the wrong location because the modified 

mapping was 

not/cannot be done for the marc holding records. In other words the 

location 

information associated with the MARC holdings may indicate STACKS, 

but location information associated with any items attached to the bib 

record may indicate a different location alltogether. 

2. We also use the holding code in the order record straight from the 

NOTIS 

copy holding A22 location/sub-location. There is no additional LDFORMAT 

mapping available to distinguish this information - the data stored in the 

order record is an actual Unicorn Policy Holding Code. 

For example, if we have a bib record with some items already, CHEM 

format="S" we do the special mapping requested, (item type = SERIAL, 

location=JOURNAL), but if there is also an order record linked to that bib 

record, the holding code used in the distribution segment will be "CHEM". 

The CHEM holding code will probably be setup in the Unicorn policies with 

the following library=CHEM, item type=BOOK, location=STACKS. So that 

any new items received from that order will be assigned an item type of 

BOOK, and a location of STACKS. There is no way around this, since the 

Unicorn Holding Code policy does not allow for an "If" column. 

We may need to use the holding code table to lookup the library for the 

orders 

(if the processing unit does not determine the library on a one-to-one 

basis). 

If the library has been modified based on an "IF" column, it could affect the 

library for the order. 

3. We also use the holding code table to map the unlinked items. The 

unlinked items do NOT have an LDFORMAT - this is where it becomes 

critical that default values are included in the table. 

Many times the unlinked items will not have the same information in them. 

So using the map provided, 

CHEM | FMT = B | CHEMISTRY | BOOK | STACKS | BOOK | | Y | N | Y | 

CHEM | FMT = S | CHEMISTRY | SERIAL | JOURNAL | JOURNAL-B | | Y 

| N | Y| 

If the unlinked item has a location number which maps to CHEM, the that 

item will not find a match in the holding table because the FMT = test will

never be true. These defaults will need to be accounted for in the holdings 

table. 

Please verify that we should proceed with the addition of the LDFORMAT 

to the holding table. 


Q – 102a 

SIRSI asked us to move the 599 tag information to another tag, perhaps 595. We 

agreed to 595, however, 595 is not an OCLC supported tag. We would like to 

continue to retain this information in OCLC (archival holdings). Is there another 

tag that we could use that would serve both? (Perhaps 946 or 947) 

A – 102a 

Yes, for the next load, we can move the information in the 599 to another 

tag of their choice, 946 or 947 would be fine. 


Q – 102b 

Also, can the bib load report (or a custom bibload report) be set to import the 

barcodes into the item records? 

A – 102b 

I am not sure I understand the question, but Bibload offers copy 

processing for the following holdings formats: 

NOTE: It is important to understand that only ONE preprocessing option 

may be selected when setting up Bibload. In other words, Bibload only 

allows one selection per file, so one file of records cannot have some 

holdings expressed in a 949 and some with holdings expressed in an 852, 

or an 049. 

-Holdings statements in the specified SIRSI format in the SIRSI holdings 

entry (949), the barcode is taken from the 949 |i. 

-New Microlif records with holdings statements in the 852 tag, 

preprocessing option in Bibload is "marcprep852". Barcode is taken from 

the |p of the 852. 

-Old Microlif records with the holdings statements in a 9XX tag (901 or 

916), preprocessing option in Bibload is "marcprepbt".

Note: "marcprepbt" processes only the barcode from these tags. 

-OCLC holding codes in a 049, preprocessing option in Bibload is 

marcprepOCLC. 

NOTE: When last we checked this, there was no place in the 049 (OCLC) 

tag for item information such as barcode. OCLC sites that want to include 

such item information should include a 949 for each copy. 

Most recent data conversion questions… 

Return to the top… 


Q – 103 

Please look at Indiana's cataloging work group web page with a Powerpoint 

presentation including which fields "do not convert" and explain which don't, and 

which are just moved elsewhere. http://www.indiana.edu/~sirsi/wg/cat/ 

A – 103 

In general, this information does convert, but is stored in a different place 

than that to which we are accustomed. 


Q – 104 

Will we have any problems migrating bibliographic records with encoding levels 

1, 2, 3, 4, 5, 7, 8 , 9, u, or z? 

A - 104 

They convert with those levels. We will be able to indicate if we need 

additional processing done on each, such as authority processing. 


Q - 105 

How are OCLC encoding levels I, K, L, M, E, J handled when importing/loading 

bibliographic records into Unicorn? (In NOTIS, they were converted to one of the 

numeric encoding levels or u or z.) 

A - 105 

These also come in as is.


Q - 106 

RFP 1.1.3.18 Please send a list of coded data elements which cannot be 

indexed. 

A – 106 

Only CAN index Format, Language, and Publication Year. 


Q - 107 

2.5.3.20.1 Please send information regarding 006, 007, and 008 fields values 

not validated. 

A – 107 

Only Format IS validated.

Questions for SIRSI: Data Conversion - Louisiana State University

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