SBII_Library_Data_Overview.doc

SUNY Business Intelligence Initiative

Library Project Data Summary

General

Data includes campus bibliographic and circulation information taken from these Oracle tables:

        Bib (z13/z13u)

        Circ Events (z35)

        Item Status (z30)

NOTE:  OCLC numbers play a critical role in the SBII Library Dashboards.  D ata cleanup is necessary to remove non-OCLC values such as (OCoLC)MIU000000000135, (OCoLC)DLC432, 9460$$b(N$T), etc.  OCLC numbers need to be accurate and included in the local campus Aleph records as they are used to:

        determine uniqueness/overlap of titles across campuses

        via SUNYSearch - link title level information from SBII to the bib record in the local campus WebOPAC

Data Elements and Source

Bibliographic data from z13/z13u – values in the z13/13u tables are defined in tab22

Notes on bibliographic data:

1. Each z13/z13u record is considered a bib record
2. Any record with an Aleph STA field (generally indicates statuses such as withdrawn, suppressed, deleted, etc.) are not part of the extract
3. Publication year (from 008 MARC field) is used to determine when a bib record entered the collection .  Publication year anomalies:

a.      Cataloging rules allow for publication date  values such as 19uu or 199u when only the  century or decade of  publication is know

b.      Some publication years have a lower case letter “l” rather than the numeral “1”

c.      in both cases above, the Aleph system translates all non-numeric values in the 008 fields into zeros, so 199u becomes 0000;  these were translated into publication years of Unknown

d.      publication years such as 2027 or 5930 will also be treated as Unknown

4. Conspectus was used to map LC, Dewey, and NLM call numbers to subject divisions and categories for subject analysis; source http://www.oclc.org/us/en/search/search.pl?site=new_us-en&client=new_us-en&q=conspectus&submit=Go

a.      LC, Dewey, and NLM call numbers rangers were adjusted to avoid overlap (many to many relationships) with subject division and subject category descriptions

b.      records without call numbers  could not be mapped to a division or category – these records are given the division and category of Unknown

5.     Records with no call numbers and no OCLC numbers are retained in the extracts and are used in circulation calculations

6.     Author, title, ISBN/ISSN fields are retained in the extracts; they are not be indexed; they are used for display purposes

Circulation event data from z35

Notes on circulation data:

1. Only circulation event data for the last five years (on a rolling bases) is part of the extract
2. Circ events are counted at the bib record level
3. Circ events are aggregated by year
4. Circ event records with no matching item:

a.      if no corresponding bib is found, the circ event is eliminated

b.      if a circ event can be linked to a bib, an item record with a default policy of “01” (can be circulated) is created

5. Patron Status - patron/borrow status based on codes distributed at the time of the Aleph implementation; categories were collapsed; 01-09 = undergraduate student; 10-19 = graduate student, etc. 
6. Type of circulation – focus on charge-out (50 simple loan, 52 offline circulation, 80 in-house use discharge) rather than when it was returned, when it was renewed, etc. since campuses have widely varying policies and it would be difficult to compare results

Items and item history for circulation information from z30

Notes on item data:

1. Item Status - status of the copy for lending policy based on codes distributed at the time of the Aleph implementation
1. Circulating - codes 01 (regular circulation) and 04-39 (short loans)
2. Non-Circulating - any other codes not indicated above

SBII Library – Data Selections on Prompts Dashboards

1. Campus Selections - See “SBII Library data elements” for data values
1. Campus Type Description - based on SUNY System Administration definitions
2. Campus Name
3. 3R Region
4. LAND Zone
2. Bibliographic Selections - See “SBII Library data elements” for data values
1. Division
2. Category
3. Format
4. Secondary Format
5. Language
6. Reproduction Type
7. Target Audience
8. Government/Non-Government Type
3. Other Selections
1. Circulation Year
2. Publication Year Range  
3. Publication Year
4. Lending Policy