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 for UC Berkeley. 911 Serial binding information

Converting historical/migrated data

Libraries that currently send binding through BPD 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 may 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.

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. Search through this column 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).

   Note: the tables below cover data we've found in 952 holdings records across many libraries. Your particular library may have had Bind Info fields that include other previous practices not covered in the examples used here (e.g., obsolete Binding Format codes that look something like this: 5\\\\). Take a look through your spreadsheet before you follow the directions below and see if you might need do some pre-clean search/replace routines to remove no-longer-relevant information from your fields or modify the search parameters below for your search/replace efforts.

   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: BBIND$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: Berkeley$	$$a fc $$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 Bind$	$$a fc $$b	Include a space after b in your replace field.
   Bind Info: FC$	$$a fc $$b	Include 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: Pam Bind$	$$a Pam $$c	Include a space after c 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 Bind$	$$a Mylar $$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 “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.
   $National bind	$$f National bind	Include space in front of $$ in your replace field.
   $Retain covers	$$f Retain covers	Include space in front of $$ 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. It appears that in most cases the "indication" in question may be covered by a later note in the 952 field which is really more suited to being a processor note ($$e). Walk through the matches individually and if this is no longer relevant, replace with nothing instead of the data in the Replace column. If replacing with data in the Replace column, include space in front of $$ in your replace field.

   Correct “cloth color info”

   Search	Replace	Notes
   DARK BLUE	navy	Include a space in front of and after the replacement word.
   GRAY	dark gray	Include a space in front of and after the replacement words.
   WINE	maroon	Include a space in front of and after the replacement word.

   Convert “bind title subfield code”

   Search	Replace	Notes
   $$x Bind Title:	$$d	Include space in front of $$ and after d in your replace field.
   bind title:	$$d	Include space in front of $$ and after d in your replace field. For this one, review each possible match, as there's likely more cleanup to do on the record.

   Convert “bind by info”

   Search	Replace	Notes
   $v	$$c v.	Include a space in front of $$ and after . in your replace field. Note that while this might insert a $$c into a bind title that contains $v, it doesn't matter because the bind title within this field will be overwritten later.
   $no	$$c no.	Include a space in front of $$ and after . in your replace field. This may insert $$c and a . after "no" in places where you don't need it, like “no months on midspine” (which should be in a $$e), but it'll be faster to replace all and then when you do the final review of each line you can fix oddities like this manually, as they're far less common than the use of no. as the bind by designation.
   $date	$$c date	Include a space in front of $$ and after date in your replace field.
   $$x Bind Info: ser	$$c ser.	Include a space in front of $$ in your replace field.
   $ser	$$c ser.	Include a space in front of $$ in your replace field.
   ..	.	Clean up multiple . that were accidentally created using the v, no, and ser adjustments above. Repeat this search/replace until you get no more matches.
   . .	.	Clean up multiple . that were accidentally created using the ser, v, and no adjustments above.
   v.$	$$c v.	Include a space in front of $$ and after . in your replace field. This replacement is to deal with records where the color and bind by are in the wrong order. You may not need to do this if all of your fields were in the right order in the 952 field.
   no.$	$$c no.	Include a space in front of $$ and after . in your replace field. This replacement is to deal with records where the color and bind by are in the wrong order. You may not need to do this if all of your fields were in the right order in the 952 field.
   date$	$$c date	Include a space in front of $$ and after date in your replace field. This replacement is to deal with records where the color and bind by are in the wrong order. You may not need to do this if all of your fields were in the right order in the 952 field.

   Convert “probable processor notes”

   Search	Replace	Notes
   $$x Bind Info:	$$e	Include space in front of $$ and after e in your replace field.
   $$x	$$e	Include space in front of $$ and after e in your replace field.

3. Rearrange fields within Exported 952 - card trimmed as needed
   1. There may be other data in the Exported 952 - card trimmed that were not covered above. Move any information that is current/necessary into the appropriate new subfields.
   2. Do not worry about removing extra spaces between subfield codes and data; Alma will strip out extra spaces before and after subfield codes when saving the 911 field after you paste in your data.
   3. 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.
   4. If National Bind is mentioned in the 952 field, change $$a field data to National Bind, and also put National Bind in a bindery note ($$f) it that didn't happen already in the search/replace routines above.
   5. For any FC or National Bind type that doesn't have a color from the 952, enter navy in $$b.
   6. Review the 852 Notes column. See if there are notes there that pertain to binding and move those notes into the a Exported 952 - card trimmed field, usually as a $$e processor note or $$f bindery note.
   7. If you have multiple $$e processor notes, divide the notes within a single $$e subfield using space pipe space ( | ).
   8. If you have multiple $$f bindery notes, divide the notes within a single $$f subfield using space pipe space ( | ).
   9. Most of the time you will have to move the title in front of processor and/or bindery notes and you may have to fix the subfields.
   10. Note that it was a common practice in previous systems to record multiple Bind Info fields.
       1. In those cases, you’ll have quite a jumble of information in the Exported 952 - card trimmed field to cleanup/convert for your 911 field.
       2. Extra work is required for titles using series numbering.
          1. Often the first Bind Info field contained only ser. and the other Bind Info field contained the actual ser. numbering, plus the per-piece enumeration (v. or no.).
          2. Sometimes that second Bind Info field doesn't exist, but there is a Label Note that indicates the latest series numbering and v. or no.
          3. Sometimes you'll have to look up whether we used v. or no. in the actual items in Alma, because it's missing from the 952 entirely.
          4. Also, because we did a search/replace on v. and no. above, you'll have to replace the $$c between ser.# and v. or no. with a space.
             1. If you have a lot of titles using ser. marking, you might find it efficient to do a few search/replace rounds to remove the $$c between ser.# and v. or no.
          5. Whether or not you do any further search/replace routines to clean up these titles, you're almost always going to have to do some more manual cleanup too to remove the duplicated information from the multiple Bind Info fields.
       3. In most other cases, those extra Bind Info. fields belong as processor notes in the $$e subfield.
       4. Do not repeat subfields.
       5. The 911 $$a-d subfields must contain only a single value for the most current bind info.
       6. If you wish to make notes about variations in binding that might still come up in modern processing, put a note about that in the $$e subfield (e.g., we normally fc bind, but if covers are extra pretty, mylar bind).
   11. Delete any data including Label Notes or Misc. Internal Notes that are not currently relevant to binding.
4. Paste the corrected Exported 952 Bind Title column text (from step 1) text over the unmodified Bind Title (in $$d) in Exported 952 - card trimmed with the rest of the subfield codes.
5. Remove extra spaces from within a bind title, if they've accidentally appeared.
6. Re-check that all of your information is up-to-date and properly formatted. It should look something like this:
   $$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
7. Copy each updated Exported 952 - card trimmed field info into field 911 of the appropriate holdings record in Alma. You can copy the Holdings PID from the Holding ID column to search the matching Physical Holdings record.
8. If you moved a note from the 852 Notes column field in step 3.f, remove that note duplication from the 852 field before saving and releasing the holdings record.