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OneSearch, E-Resources, and Dedup
Over the winter break, OLS applied a major improvement to OneSearch results: we “de-deduped” many e-resource records!
The Problem
As OneSearch was initially configured, it applied its dedup process to all records equally, whether they were print or electronic.
What is dedup? The dedup process allows OneSearch to present a single result when the identical resource is held by multiple schools. Multiple records are merged into one display record. This is useful in the case of print resources, allowing the system to offer all CUNY locations to the user in one result.
However, this proved a major problem for e-resource records as the merged data includes the MARC 856 fields (which often provide links to electronic resources). OneSearch uses these fields to create a “View Online” button which links to full-text whenever the underlying metadata indicates this is the purpose of the field (see Why Does OneSearch Say We Have the Electronic Book?).
Deduped e-resource records with multiple 856 fields included in the merged records made it difficult for OneSearch to determine the correct availability for many deduped records. This resulted in the dreaded Full text may be available, see “Details” for links availability message with its accompanying grey dot and lack of a “View Online” button:
The Solution
E-resource records whose links require proxying are being prevented from matching other records for the purpose of deduping. This allows each local view to accurately identify the availability status of its e-resource:
The solution was only applied to records which require proxying on the assumption that e-resources that do not require proxying are freely available to everyone and should be shared with everyone.
The Caveat
Please note that this solution works best in the local school views. A version of the problem still exists for many records in the CUNY view. Instead of a single, deduped record, the CUNY view now displays a group of records (as they are now FRBRized instead of deduped):
Clicking on the title will take the user to a list of individual e-resource records. Records which are only available via a local library will still show the Full text may be available message in the CUNY view.
If you run across any problems, please be sure to report them to OLS by opening a work order with the CUNY Service Desk.
Missing Bibliographic Details in Aleph Record Display
As reported in an email to the CULIBS list yesterday, OLS is aware of and has been working on a temporary problem with the display of titles and other bibliographic information in some areas of the Aleph GUI and OPAC.
Important to know:
- This is only an Aleph display issue, not a problem with the missing underlying metadata.
- There is a general, record-level workaround for staff with access to the catalog record: Opening and saving any record whose bibliographic information is not showing will force the system to refresh its internal record and cause the bibliographic information to display as expected.
- Most of the known issues below are only in seen Aleph. Loan list titles are also missing in OneSearch.
Because it is visible throughout the GUI and OPAC, resolving this problem is a high priority.
Unfortunately, the required fix can only be run over the weekend because it locks the bibliographic library, preventing updates to the bibliographic record, e.g., cataloging. This will not impact circulation processes, nor acquisitions processes that do not update the bib record. We will run the job overnight on Friday and though we expect it will complete by Sat morning, it might not. In that case, we’ll let everyone know. For the most part, the primary impact is with cataloging. This will not impact circulation processes, nor acquisitions processes that do not update the bib record.
For that reason, all the missing information will not display again until next week.
Known Issues
This an overview of the known areas where this problem is observed. Click on each to see an example and more information.
- GUI Cash Transaction List: “No bib information” displays in the Bibliographic Info column. The item’s bib information does display in the bottom pane (Cash Details > Bib Info).
- GUI Loan List: Nothing displays in the Bibliographic Info column. The item’s bib information does display in the bottom pane (Loan Details > Bib Info).
- OPAC & OneSearch Loan List: Some item titles are not displayed. The item barcode can be used to find the bib information in the OPAC.
- GUI/OPAC Call Number and ISBN Browse List: Nothing displays in some title fields.
- Item Headings: Nothing displays in the bib information header at the top of some item records
- Order records: We don’t have an example of an order, but the result is similar to display in circulation records.
- Important: Titles can be missing in EDI transfers to vendors like Coutts
Detailed Explanation
The problem was caused by a system error when we last ran the Update Short Bibliographic Records (manage-07) job. Any function in Aleph that uses “short” bibliographic information as part of the display can be expected to have the missing information issue.
A Short Bibliographic Record (z13 table) is an abbreviated version of the bibliographic record in standard Oracle table format. It contains up to bibliographic information fields like year, call number, call number key, author, title, imprint, and ISBN/ISSN and more. The purpose of the Short Bibliographic Record is to provide bibliographic information in an efficient and timely manner, particularly for instances where bibliographic information is an adjunct to administrative information
GUI Cash Transaction List
“No bib information” displays in the Bibliographic Info column.
Workaround: The item’s bib information does display in the bottom pane (Cash Details > Bib Info).
GUI Loan List
The Bibliographic Info column is empty.
Workaround: The item’s bib information does display in the bottom pane (Loan Details > Bib Info).
OPAC & OneSearch Loan Lists
Some item titles are not displayed. This occurs both in the OPAC and in OneSearch loan lists (both active loans and loan history) because loan information is provided on-demand from Aleph to OneSearch.
OPAC Workaround (non-trivial): Click on the number at the left of the empty Title space (for example 3, above). The item’s barcode appears on the next screen. It can be searched via the OPAC Command Search option (bar= 31470001732427).
GUI & OPAC Call Number and ISBN Browse List
Some titles are missing in some browse lists. These examples are from the GUI, but the same thing happens in the OPAC.
Item Heading
Nothing displays in the bib information header at the top of some item records.
