Sample ABBA Table for New I-Share Participating Libraries

One of the most confusing yet also most important parts of the migration to Voyager is creating the “Location Load Mapping Table” (i.e., the ABBA table).

To assist the new I-Share libraries with this task, the CARLI Office thought it might be helpful to see an example ABBA table that was used in a previous conversion to Voyager.

Linked to this document is an Excel spreadsheet called “ABBA_generic_2008.xls.” This ABBA table is a slightly edited version of a real ABBA table used in an earlier conversion for one of the smaller I-Share libraries.

Concepts in the ABBA_generic.xls file

Even though the data in the ABBA_generic.xls are specific to the decisions made by this other library, we hope that all new I-Share libraries can interpret the basic concepts used in the mapping.

The values entered in Columns A and B were generated from a report that identified each unique combination of previous system location and material type code (a.k.a., item type code) used by the library at the time the report was generated (prior to the test bib load extract). If your library’s current local system cannot produce such a report, your Ex Libris Data Analyst can run such a report for you, once they have received your test bibliographic load data. However, the new libraries should make at least preliminary decisions on this mapping prior to the test extract of your data. If the core decisions have been made, then the report that EXL staff run for you can be used to supplement your existing ABBA mappings, rather than starting from scratch on this very important decision making process.

In Column A (Old Location) are found the previous system’s location codes in use by this library at the time of the data extract for conversion to Voyager. This library’s previous system had a three-character limit to location codes.

In Column B (Old Material Code) are found the previous system’s item type codes used by this library in connection with each location code. Since this was a small library with very straightforward circulation policies under the previous system, they had used a limited number of material (item) type codes.

In Column C (Voyager Item Type) is entered this library’s decisions on the Voyager item type code to use for each combination of old location and old material type code. The codes used here are from the list of “approved” I-Share Item Type Codes. The full list of these codes is available from the URL below:

http://www.carli.illinois.edu/mem-prod/I-Share/cat/itemtypes.html

In Column D (Voyager location) is entered this library’s decisions on the Voyager location code to use for each combination of old location and old material type code. In Voyager, location codes have a limit of 10 characters, including spaces and punctuation.

Specific decisions in the ABBA_generic_2008.xls file

Review row (row 2). Each ABBA table must have a first row that contains the default Voyager item type and Voyager location code that will be assigned whenever the incoming data contains combinations of old system location and material/item type codes that are NOT represented in the rest of the ABBA table. In other words, rather than reject any records that are not accounted for in the rest of the table, the values entered in this “review row” will be used by default if the specific combination is not found in the table. For this review row, both the values in columns A and B should be the word “review.”

In row 2 (i.e., the “review” row), this library made the decision to assign the Voyager item type (Column C) of “Error” and Voyager location of “main” by default to any converted item records that didn’t match any other rows in the ABBA table during the migration.

This library decided to use the Voyager location code of “main” rather than an “error” location because the vast majority of their collection is cataloged into the main location. Manual cleanup of these “Error” items is easier if the only data element to be changed in the cleanup is the item record’s Item Type.

A potential disadvantage of this location mapping decision is that until these items were cleaned up after the conversion, the patrons were told in the OPAC that these materials are found in the main collection, when in fact, they could have been physically located in one of this library’s other storage locations.

To address this concern, some other I-Share libraries created a Voyager location code called “error” to which they mapped their review row’s column D. After the library was live on Voyager, the “error” location code was then edited in Voyager’s SysAdmin with an OPAC display name such as “Ask for help” which pointed the patron to library staff for assistance in locating these materials prior to manual cleanup.

Reports can be run to find all item records with the item type of “Error,” to be used for the manual cleanup after the conversion to Voyager. Such reports can also be run to find location codes of “error” if the library decides to map any materials to this kind of location in the ABBA table.

Rows 3-5. These rows demonstrate that it is possible to convert different item types (BookN, Book1, Error) within a single Voyager location code (main).

Row 5 also demonstrates that it is possible to convert to a Voyager item type of Error any items that the library isn’t sure what to assign for the “real” Voyager item type. (In this sample library’s former system, the material type code of “Unknown” was assigned as the default material type for batch loaded records that had any problems associated with them.)

Rows 6-7. These rows demonstrate that it is possible to convert different item types (BookN, Error) to a different Voyager location code (ref) from the first three rows (main). It also demonstrates that a single Voyager item type code (BookN or Error) can be used in conjunction with different Voyager location codes.

Row 7 again demonstrates that it is possible to convert to a Voyager item type of Error any items that the library isn’t sure what to assign for the “real” Voyager item type. For this library, having a circulating book (BK 16/8/4W) in their old system’s reference location was a violation of local cataloging policy. They wanted to isolate these items during the conversion by assigning an item type of Error, which could then be included in the manual post-conversion cleanup.

Rows 8-10. These rows demonstrate additional variations possible in the ABBA table mapping. The value entered in Column D of row 9 demonstrates that the Voyager location code contains a maximum of 10 characters, so abbreviations to the code may be necessary. The slash “/” used in the Voyager location code counts towards the 10 character maximum.

Rows 11-14. These rows demonstrate additional variations possible in the ABBA table mapping. Row 11 is another example of the library isolating into the Error item type those items that appear to have been cataloged with incorrect previous system material type codes. Rows 11-14 also demonstrate that Voyager item types that represent different physical formats can be mapped to a single Voyager location.

Row 15. This row demonstrates additional variations possible in the ABBA table mapping.

Please contact the CARLI Office at support@carli.illinois.edu if you have any questions about this ABBA_generic_2008.xls file or general questions about the ABBA mapping process.