Using exported spreadsheets to create data to put in the 911 field

Scope

This document covers how to use data exported from migrated serial holdings 952 fields to populate a 911 bind information field on a serial holdings record.

Background information

Before using these directions, please read the two primary documents for the 911 field:

• Bind processing using the Items to Bind report and holdings 911 field
• Local holdings fields and extensions for UC Berkeley. 911 Serial binding information

Converting historical/migrated data

Libraries have been provided a spreadsheet that should cover active subscription serial titles for which an item was received after 2020. You can sort the sheet by the receipt date, if that’s useful to you for prioritizing processing. We assume you know your binding flow well enough to know which titles you should focus on first, such as ones that bind frequently. Note that this spreadsheet does not include titles that no longer have open orders, so if you’re still clearing out binding from closed titles, you may not find them in this spreadsheet.

If you don’t have time to populate the 911 field ahead of or during bundle creation, or you have SLEs making your bundles but not editing your holdings records, you could create bind bundles/items, scan them into the Bindery/Serials status, and then wait overnight to run the Items to Bind report. Once you’ve run the report, you’ll have a list of the specific titles in process for serial binding and can use that to focus on adding the 911 fields to those holdings records. Once you’ve got the 911 fields filled in, wait overnight, and run the Items to Bind report again to see it fully populated.

Cleaning up provided spreadsheet to create data ready to copy into a 911 field

1. Fix up the Exported 952 Bind Title column in the exported spreadsheet provided.
   1. Scan through and look for records where Alma mistook the migrated $$ (indicating a double line break when producing a bind card in Millennium) for a subfield delimiter, grabbed the next letter as belonging to the subfield code, then inserted a space, so your title is now missing the first letter that originally had $$ in front of it (e.g., AMER.$PHILOS.$SOC. $$P ROCEED). The double line break marking was used mostly with very common titles like proceedings, bulletin, transactions, annual report, etc, that are typically preceded by a corporate or conference name. In these cases, remove the extra space so the first letter is reattached to the title word.

   2. In the Exported 952 Bind Title column, Search & replace:

      Convert “bind title” formatting in the Exported 952 Bind Title column

      Search	Replace	Notes
      $$	##	Because \ is a special character in Alma analytics, in the 911 field we need to use something other than the \\ that the bindery now likes to use for double line breaks; a formula in the report will convert each # to \ for the bindery.
      \\	##	You only need to do this if you’ve already been converting $$ to \\ in the 952 field in Alma.
      $	[space]

   3. If it’s important to you to force any specific line breaks, in place of a space, insert a # (the report will convert it to \ for the bindery). If you just use spaces the bindery will print the title however it fits best on the spine.

2. Fix up the Exported 952 - card trimmed (aka Bind Info field).
   Conduct the following search & replace routines across the entire spreadsheet:

   Convert “bind type info”

   Search	Replace	Notes
   Bind Info: B BIND$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: Berkeley Bind$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: LC Bind$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: LC$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: FC$	$$a fc $$b	iInclude a space after b in your replace field.
   Bind Info: Buck Bind$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: Buck$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: PB$	$$a Pam $$c	Include a space after c in your replace field.
   Bind Info: Pam$	$$a Pam $$c	Include a space after c in your replace field.
   Bind Info: Mylar$	$$a Mylar $$c	Include a space after c in your replace field.

   Convert “bind by info”

   Search	Replace	Notes
   $ser.	$$c ser.	Include a space in front of $$ and after . in your replace field. For this one, review each possible match, as $ser may also appear in subfields that shouldn’t be $$c. As you substitute each appropriate $$c ser., you likely also need to make adjustments to the v. or no. following ser. Also there seems to have been a habit of entering ser.x data twice in records, so there’s probably a lot of repetition to be stripped out in these records.
   $ser	$$c ser.	Include a space in front of $$ and after . in your replace field. For this one, review each possible match, as $ser may also appear in subfields that shouldn’t be $$c. As you substitute each appropriate $$c ser., you likely also need to make adjustments to the v. or no. following ser. Also there seems to have been a habit of entering ser.x data twice in records, so there’s probably a lot of repetition to be stripped out in these records.
   $v.	$$c v.	Include a space in front of $$ and after . in your replace field.
   $v	$$c v.	Include a space in front of $$ and after . in your replace field.
   $no.	$$c no.	Include a space in front of $$ and after . in your replace field.
   $no	$$c no.	Include a space in front of $$ and after . in your replace field. For this one, review each possible match, as $no may also appear in subfields that shouldn’t be $$c, like “no months on midspine” (which should be in a $$e) (you may be altering the text in bind title fields within the Exported 952 - card trimmed  column, but that doesn’t matter at this point, since you’ll overwrite the bind title field within Exported 952 - card trimmed later).
   $date	$$c date	Include a space in front of $$ in your replace field.

   Convert “cloth color info”

   Search	Replace	Notes
   DARK BLUE	navy

   Convert “bind title subfield code”

   Search	Replace	Notes
   Bind Title:	$$d	Include space after d in your replace field.

   Convert “probable processor notes”

   Search	Replace	Notes
   $$x	$$e	Include space in front of $$ in your replace field.

   Convert “Bindery notes”

   Search	Replace	Notes
   $Narrow inner margins	$$f Narrow inner margins	Include space in front of $$ in your replace field.
   $Narrow margins	$$f Narrow margins	Include space in front of $$ in your replace field.
   $BIND EASTERN STYLE	$$f Bind Eastern style	Include space in front of $$ in your replace field.
   $BIND AS IS		Replacing with nothing (aka, delete it). "Bind as is" is used only for items where an issue is missing that should be within the piece. It shouldn't be a permanent note in the 911, as it applies only to specific pieces as they're bound. If you need this note for a particular item when you're sending a batch, type it into a $$f Note (for bindery) field directly in your exported report.
   $MARK AS INDICATED	$$f Mark as indicated	May have been used for some MAIN titles, but may not be current terminology. If this is no longer relevant, replace with nothing instead of the data in the Replace column. If replacing with data in the Replace column, include space in front of $$ in your replace field.

3. Rearrange fields within Exported 952 - card trimmed as needed
   1. There may be other data not covered above. Move them into the appropriate new subfields (or remove them if the information is not current).
   2. Watch for and fix records where color and bind by were reversed in the exported data. They need to be in the proper subfield codes in the 911 for the Items to Bind report to operate correctly.
   3. Most of the time you will have to move the title in front of processor and/or bindery notes and fix the subfields.
   4. If you have multiple $$e processor notes, divide the notes within a single $$e subfield using space pipe space ( | ).
   5. If you have multiple $$f bindery notes, divide the notes within a single $$f subfield using space pipe space ( | ).
   6. Clean up any extra information that might be in the Exported 952 - card trimmed field in your spreadsheet but doesn’t belong in the 911 field.
   7. Note that it was a common practice in previous systems to record multiple Bind Info fields. 
      1. In those cases, you’ll have quite a jumble of information in the Exported 952 - card trimmed field to cleanup/convert for your 911 field.
      2. In most cases, those extra fields belong as processor notes in the $$e subfield.
      3. Do not repeat subfields.
      4. The 911 $$a-d subfields must contain only a single value for the most current bind info.
      5. If you wish to make notes about variations in binding that might still come up in modern processing, put a note about that in the $$e subfield (e.g., we normally fc bind, but if covers are extra pretty, mylar bind).
4. Paste the corrected Exported 952 Bind Title column text (from step 1) text over the unmodified Bind Title (in $$d) in Exported 952 - card trimmed with the rest of the subfield codes.
5. Re-check that all of your information is up-to-date and properly formatted. It should look something like this:
   $$a FC $$b orange $$c no. $$d SOC. FRANC., PHILOS.##BULL. $$e Do not record date on midspine | Suppls get separate cataloging; do not bind in $$f Retain back covers
6. Copy each updated Exported 952 - card trimmed field info into field 911 of the appropriate holdings record in Alma.