Orbis2 - Location Code Mapping from Orbis to Orbis2
Oct 19, 2001

This document presents background information on how location codes are used in our current NOTIS based library system and how our new system, Voyager, uses them slightly differently. It summarizes the work of the Location subgroup of the Orbis2 Implementation Team. Finally, it explains "next steps" in the location code mapping process.

BACKGROUND
Location codes serve several purposes in a library management system. Of course their primary purpose is to define where material is stored, that is, to indicate the material's location. Location codes serve this purpose in both NOTIS (Orbis) and VOYAGER (Orbis2).

In Orbis location codes also play a significant role in the determining how material circulates. With every checkout the NOTIS system consults an internal matrix to determine the circulation policies (due date, fine rate, etc.) for that transaction. This matrix includes four variables:

Like most other NOTIS libraries, we used the location code variable more heavily than the item loan code when we set up our circulation policy tables. For example, all LSF material shares the same loan code (lsfn). The different LSF circulation policies (full-circ, in building use, restricted) are controlled by the LSF location codes.

Voyager also controls circulation through a policy matrix, but the Voyager matrix includes only three elements:

Within Voyager, the location code is NOT a variable that controls circulation.

Because of this difference in the way that the two systems manage circulation, in order to maintain our circulation policies within Voyager, we need to map our Orbis location codes plus loan code combinations to different Orbis2 location codes plus item type combinations.

You can see an example of a NOTIS to Voyager location mapping at the Cornell website: http://www.library.cornell.edu/voyager/MigrLocs/index.html

This mapping does not mean that we have to change ALL of our location codes. Instead, it means that:

Again, falling back on the LSF example, an Orbis to Orbis2 location code mapping table for A&A's LSF locations might look like this (3 Orbis locations are collapsed into 1 Orbis2 location, but one Orbis loan code is mapped to three Orbis2 item types):

NOTIS NOTIS VOYAGER VOYAGER

LOC LOANCODE LOC ITEM TYPE

------------------------------------------

lsf,artc lsfn lsf,art lsfc

lsf,arti lsfn lsf,art lsfi

lsf,artr lsfn lsf,art lsfr

WORK-TO-DATE

The Location subgroup of the Orbis2 Implementation Team is made up of members from each of the Orbis2 workgroups. See: http://www.library.yale.edu/orbis2/implementation/workinggroup_implementation.html
http://www.library.yale.edu/orbis2/implementation/index.html

This subgroup used their own libraries' location codes to explore how best to map Orbis location values to Orbis2 location values. The group identified 4 definite reasons why a location code should be defined. These reasons are:

  1. To identify a physical location (e.g., room 512, Reading Room, Microtext Room)
  2. To convey information to the public (e.g., 24 hour reserve)
  3. To define a collection of material that is not housed in the owning library, but circulates as though it is housed at the owning library, (e.g., mudd,div).
  4. To define a virtual collection (e.g., Western Americana).

The group also identified 3 additional reasons that might be issues when defining locations. These are:

  1. To identify format. Many libraries have format specific location codes. We think this might be because non-book material circulates differently from book material. When reviewing location codes with libraries we will explore the need to retain locations that are format specific.
  2. We have a series of locations that retain selector's decisions (e.g., NOGO, SOGO, OP). The group is exploring whether this system is still being used and whether the information contained in these codes needs to be retained.
  3. To identify processing locations (e.g., Bind, TS, Pres). Some libraries use location codes, some use status tracking. The group is exploring whether we should standardize how we designate these special locations.

Finally, the group identified all location codes defined within the NOTIS/Orbis system and the number of times each has been used in different fields (copy statement location, item location, temp location, dept code). For our most recent table see: http://www.library.yale.edu/orbis2/implementation/index.html

NEXT STEPS

Members of the Location subgroup will begin meeting with each library to review the existing list of Orbis location codes to determine how best to convert these codes to Orbis2.This mapping work will continue for five months as we refine our knowledge of our use of location codes within NOTIS/Orbis and their function in the new VOYAGER/Orbis2 system.

If you have any questions about the Orbis2 location code mapping effort please contact the Orbis2 Project Manager (audrey.novak@yale.edu) or any member of the Location subgroup:
Susan Burdick
Ellen Cordes
Ken Crilly
Denise Hersey
Suzanna Lengyel
Judy Parker
Jim Shetler
Patricia Thurston

 

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