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LKR FIELD USE IN ALEPH CATALOGING: BASIC PROCEDURE

See also Examples: Serials-Bound Together Analytics and Special Collections

 

 

WHAT IS THE LKR FIELD?

 

The LKR field is an ALEPH-specific non-MARC field that can be added to either bib or holdings level records in ALEPH for the purpose of linking an on-screen record to other ALEPH records that are related to these original records in some way. The LKR field is unique to ALEPH, and it is similar to the STA and TKR fields in ALEPH in this respect. It is not stored or displayed in OCLC, but when used in ALEPH cataloging, it gives us the additional local functionality to hyperlink together different but associated records in ALEPH, as noted, either at the bibliographic (bib) level or the holdings levels. When these links have been added to records through use of LKR fields, the user can then click on the indicated LKR linking fields in public mode to navigate immediately from the record onscreen to another, related record, with no intervening index display to be worked through. This is similar to the use of 76x-78x fields for this purpose, but ALEPH users can navigate and accomplish this function more easily using LKR fields.   

 

 

MECHANICS OF USING LKR FIELDS

 

LKR linking fields can be entered by the cataloger into bib and/or holdings records, using ALEPH field tag "LKR" and entering specific subfield data which defines how the LKR field is being used, according to the following values. (Not all of these values might apply in an individual case):

 

$a -     link type:

 

                UP  -   links the record to another BIB type record   (DN link automatically

                           generated in this other record). Only one UP link is possible per BIB

                           record 

 

                DN -   also links the record to another BIB type record (UP link automatically

                           generated  in this other record). Multiple DN links are possible from a

                           record     

 

                PAR - parallel link from BIB record to BIB record (PAR link is automatically

                           generated  in the other record). (Frequently used between item records)

 

                HOL - link from HOL record to BIB record (and link is built from BIB to 

                           HOL)

  

               ADM - link from ADM record to BIB record (and link is built from BIB to

                           ADM

 

                ANA - link between BIB records of different levels. System automatically

                           generates UP and DN links between the records. (Frequently used

                           between item records)

                 ITM - link between a BIB record and an ADM record when there is no

                           relationship between the two BIB records (EXAMPLE: when two

                           items are bound together)

 

$b -    system number of the linked record 

 

$l -     library where linked record is located

 

$n -    note regarding a DN link

 

$m -   note regarding an UP link

 

$y -    analytic link, year

 

$v -    analytic link, volume

 

$p -    analytic link, part

 

$i -     analytic link, issue

 

$k -    analytic link, pages

 

(NOTE: when retrieving a record in ALEPH that contains an LKR field, highlighting that field and then pressing F2 will cause display onscreen of the above table)  

  

The significant advantages of the LKR field that appear when it is used are:   

 

       (1)   it can connect individual bib records to related records easily and quickly,

              with great ease of use by the public to activate the link(s)

 

       (2)   no intervening index navigation (either tech side or public mode) is

               needed

 

       (3)   no need of editing (adding notes, etc.) to bib records to explain relation of bib to  

              other records, when an LKR linking note can be added for this purpose

 

       (4)   LKR fields will be especially useful in linking print and electronic versions of 

               the same item, whenever we have both represented in ALEPH 

 

       (5)   the LKR functionality conveniently lends itself to machine manipulation,

              whether through macro-creation of links, or creation of the linking process itself

 

       (6)  it is user-friendly in public mode 

 

 

HOW WE WILL USE LKR FIELDS LOCALLY IN UF ALEPH

 

LKR linking fields can be used in UF ALEPH cataloging and holdings records most advantageously in the following circumstances:

 

(1)       LKR BIB links can connect separate ALEPH records which exist in various serial   

           situations:

 

           (a)       a number of monographic series titles (analytics) appear along with one or 

                      more serial or monographic set records for related numbers in the series

 

           (b)      items on serial records with no references to which monographic series

                      titles are owned

 

           (c)      title changes occurring within bound volumes    

  

 

(2)       For groups of Special Collections materials cataloged using Collection Level

            Records, but out of which some item(s) or subgroup(s) of  items have been given

            individual (analytic) cataloging, we can provide UP/DN links between the CLR

            record and its subordinate analytics.

 

            EXAMPLE:  See in ALEPH the "primary" record "[Shakespeare Collection]" 

                                  (ALEPH #3222766) and the "secondary" record "Shakespeare  

                                  Rare Print Collection" (ALEPH #1838546)

 

 

(3)        The use of the PAR link in ALEPH can be applied in the following cases:

 

            (a)   we are linking the bib print version and a version of a work in another  

                   format such as electronic or microform

 

              EXAMPLE:   LKR   $a PAR $l UFU01 $b 2713395 $r 776 $m E-book $n Print

    

              (the link is a parallel one, taking place in the UFU01 library, the related record's

             ALEPH number is 2713395, 776 is the MARC field used to identify the related

              record, and "E-book" and "Print" are the terms that actually display in the 

              respective linked records to inform the user of the available alternative)

 

              (We have developed a macro-based automatic insertion method for the LKR 

              field based on matching of LC control numbers in the book records and 776

              fields of NetLibrary records).  

 

(4)        In the cataloging of Bound With volumes, where each separate title within the    

            volume has its own ALEPH bib record, LKR bib record links can be utilized to  

            connect these separate bib records.

(5)        In the cataloging of guides or indexes associated with separately cataloged microforms

             LKR bib record links can be used in the guide or index record to connect between

             it and the microform record(s) with which it should be used. (Example at UF Aleph

             number 3464427).

          

                    

Staff who catalog in ALEPH will be encouraged to apply LKR linking fields in the  above-mentioned situations as they encounter them in ALEPH, as well as in any other situations they come across where a linking of bib or holdings records, as described above, would be considered beneficial to the catalog user.

 

 

HOW TO SET UP LKR LINKING FIELDS IN ALEPH RECORDS

 

Proceed as follows:

 

(1)   identify the records to be linked, either following the above examples, or finding a 

       situation where such LKR linkage would be of benefit to the catalog user

 

(2)   get onscreen the first (or primary) record to be linked

 

(3)   with the cursor at any point within the record, press F6

 

(4)   type LKR as tag, then input subfields as needed, following example from table

       above, or by pressing F2 onscreen, and taking data from resulting table. (Pressing

       CTRL F at this point will also accomplish this function).  

 

(5)   after entering data, press Enter to reformat

 

(6)   if data is correct (or following correction of data) enter updated record into ALEPH

 

(7)   get into public mode, and test all links in public mode, to verify that they work      

 

As cataloging staff notice other cases where use of the LKR field in either a bib or holdings record situation would prove beneficial to the catalog user, staff are encouraged to bring such situations to the attention of their supervisors, who may then begin the process of evaluating such situations for inclusion in this procedure, if considered useful.  

 

 

Indexed: November 7, 2005

Prepared by: Steve Fuquay

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