Related product I-Share

Suppressing Bibliographic Records from the I-Share Universal Catalog using the "Suppress from UC" Function

Overview

Many I-Share librarians have wished for a way that individual bibliographic records could display in the local database (and therefore not be marked as “OPAC suppressed”), but that these records be excluded from display in the Universal Catalog (UC). A common scenario for this desired functionality is for Acquisitions order records, which the library wants their public to see, but which may not be appropriate for loading into the I-Share Universal Catalog.

This functionality is still not present from within Voyager itself, but CARLI staff have created a clever workaround in the behind-the-scenes UC processing that enables this functionality.

Bibliographic records can be suppressed from the Universal Catalog while remaining visible in a library’s local OPAC. This functionality, called “Suppress from UC,” is accomplished by particular coding of the 049 field in the bibliographic record. In contrast, the “Suppress from OPAC” setting, available in a bibliographic record’s System tab in the Voyager Cataloging Client, causes record bib record suppression from both a library’s local OPAC and the UC.

To cause a bibliographic record (and its associated holdings) to be suppressed from the UC, include a $u nouc in the 049 field of the desired bibliographic record. This $u nouc can be added to the bibliographic record at any time: when the bib record is already present in the local Voyager database; prior to performing the update/produce command on the bib in OCLC; during manual import of a record into Voyager (before the record is saved to the database); or, added by a vendor into a set of vendor records being purchased and loaded into your local database.

To remove the “UC suppression” from an individual bibliographic record (for example, when the Acquisitions order has been received by the library and the material is fully cataloged), staff simply delete the 049 $u nouc. Note that when a bib record is replaced/overlaid, unless the incoming bib also contains the 049 $u nouc, the act of replacing the bib will remove the code that triggers the “Suppress from UC” action.

Appropriate Use of This Option

In 2004, ILCSO's Consortial Cataloging and Authority Control (CCAC) committee was asked to draft a "best practices" document concerning the appropriate use of the Suppress from UC option in our consortial environment.

A summary of the CCAC recommendations, as approved by the ILCSO Users’ Advisory Group, follows:

... the Universal Catalog should reflect as complete a picture as possible of the resources available in each member library, whether these materials are available for consortial borrowing or not. To this end, we believe that suppression from the Universal Catalog should not be applied to non-circulating collections or records representing electronic resources available only to a single library’s patrons. Such restrictions should be reflected in the circulation policies and through appropriate displays in the catalog rather than by suppression from view.

Suppression from the Universal Catalog may be appropriate, but not required, for the following types of bibliographic records:

  1. Bibliographic records during the order process.
  2. Bibliographic records that do not contain appropriate control number fields used in the de-duplication process, which would potentially result in duplicate records if loaded to the Universal Catalog by multiple libraries.
  3. Bibliographic records with vendor-imposed use restrictions.

049 $u coding examples

Bib already in local database

If the bibliographic record is already present in your local Voyager database, add $u nouc to the 049 data already in the bibliographic record, and then save the record to the database.

Example: 049 _ _ $a ABCD $u nouc
Example: 049 _ _ $a ABCD $m no $u nouc
Example: 049 _ _ $a ABCD $m no $r rep $u nouc

If the bibliographic record already present in your local Voyager database does not have an 049 field, create one and add the $u nouc, then save the record to the database.

Example: 049 _ _ $u nouc

NOTE: If an individual bibliographic record already present in your local Voyager database is marked as OPAC suppressed, but you want change this to “Suppressed from UC,” so that the bib will display in the local database but not display in the UC, you can uncheck the “Suppress from OPAC” option in the bib record’s System tab, and in the same transaction add the 049 $u nouc to enable the “Suppress from UC” function. Both actions can be done during the same editing session on the bib (i.e., before you save to the database); you do not need to build in any kind of delay to enable this new functionality.

OCLC update/produce transactions

In OCLC update/produce transactions, add the $u nouc to the 049 field of the bibliographic record just as you would any of the other coding for Bulk Import Modes. Then, update/produce the OCLC record normally. A $u nouc can be used in conjunction with all Bulk Import Modes and coding, including I-Share Express Mode, No Holdings Mode, and No Holdings Replace Mode. (For more information on I-Share’s Voyager Bulk Import Modes, see Using OCLC for Batch Loading 
Records into I-Share Databases
.)

Example: 049 _ _ $a ABCD $l bk1 $p 12345678901234 $u nouc
Example: 049 _ _ $a ABCD $m no $u nouc
Example: 049 _ _ $a ABCD $m no $r rep $u nouc

Manual import into the local database

During manual import of a bibliographic record into the local database (for example, with OCLC Export transactions, or when a bib is copied from the Universal Catalog), add $u nouc to the 049 data already in the record, and then save the record to the database.

Example 049 _ _ $a ABCD $u nouc

If the bibliographic record being manually imported does not have a 049 field, create one and add the $u nouc, then save the record to the database.

Example: 049 _ _ $u nouc

Vendor supplied bibliographic records

You can also instruct your vendor to include a 049 field with $u nouc in appropriate bibliographic records.

Example: 049 _ _ $u nouc
Example 049 _ _ $a ABCD $u nouc
Example: 049 _ _ $a ABCD $l bk1 $p 12345678901234 $u nouc
Example: 049 _ _ $a ABCD $m no $u nouc
Example: 049 _ _ $a ABCD $m no $r rep $u nouc

Workflow Implications

The “Suppress from UC” functionality may be particularly useful for brief acquisitions records used for ordering that will later be replaced or overlaid by full bibliographic records. It will allow for the short order record to be visible in a local library OPAC, but the bibs will not be added to the UC.

If the 049 $u nouc is included in the short record when it is added to the local database, so that the order record is never added to the UC to begin with, replacing the short record with a full bib record can take place without having to manually suppress the bib record first. Overlaying the short record with a full bibliographic record will eliminate the 049 $u nouc, and then the full record will be sent to the UC along with the library’s holdings.

To simplify this process for Acquisitions staff, libraries can add the Suppress from UC coding to the Acqbib.cfg file that controls the content of bib records manually created in the Acquisitions Client for a line item added with “Add Line (Template)”.  Please see the document Editing the Acqbib.cfg File for I-Share Libraries 
to Include “Suppress from UC” Coding
 for instruction on editing the Acqbib.cfg file.

While there are now two different options for suppressing bibliographic records (“Suppress in OPAC” and “Suppress in UC”), this does not obviate the need to follow safe record replacement practices.

In other words, if the bib is marked as OPAC suppressed or includes the 049 $u nouc at the time the bib is added to the local database, then the library does not need to suppress on day 1, and then replace the bib on day 2, because the bib was never sent to the UC. But, if the library is adding the 049 $u nouc to an existing bib so that the bib can be replaced, the library still must wait at least a day between the “Suppress from UC” action and the subsequent replacement of the bib record.

For information on the correct way to replace/overlay records in your local Voyager database, please see Safe Bibliographic Replacement Routines

Technical Details on the “Suppress from UC” Option

Standard Voyager functionality for the Universal Catalog includes performing extracts from the local databases, which CARLI loads into the UC on a daily basis. Whenever a library does a “Save to database” in the local database, a UC update transaction is extracted for that library. Whenever the library deletes a bib record, or marks a bib as “OPAC suppressed,” a UC delete transaction is extracted for that library. These update and delete transactions are extracted from the local database as separate files per library, and they are loaded into the UC every evening.

The “Suppress from UC” workaround created by CARLI Data Resources staff involves taking the daily update transactions for each library, and using the MARC Split program to remove the bib records that contain the 049 $u nouc trigger. (MARC Split is the same program CARLI uses to divide incoming OCLC transactions into the different queues for daily processing). The “Suppress from UC” transactions that were removed from the update file are then submitted to the UC loads as delete transactions.

If the bib in question was never in the UC to begin with (e.g., it is a newly added bib record to the local database or it was already marked as OPAC Suppressed), when it is fed into the UC as a delete for that library, no existing match is found in the UC for that library, so no action is taken within the UC. But if the bib was already in the UC for that library, sending the delete transaction to the UC will result in the library’s UC MFHD for that UC bib being deleted, and, if no other I-Share libraries have holdings on that bib in the UC, the UC bib will also be deleted. if you have any questions about the “Suppress from UC” option, or if you encounter any problems using this new option.