4 PREDICTION PATTERNS

This chapter includes the following sections:
In order that the system can generate serial issue records automatically (a prerequisite for efficient check-in and claiming), the system requires two types of information: subscription and publication prediction pattern. In Alephino, every copy of every issue of a serial must have an item record to enable check-in, claiming, and circulation activities.

In order to predict the publication dates of the serial's issues correctly, you have to define the publication pattern of the serial, based on previous experience or on published information.

Alephino supports two types of publication prediction pattern records: Schedule and Patterns. A single serial record can have related prediction data in either Schedule or Pattern format, but not both. It is possible to use the schedule form for a serial with simple publication prediction, and the Patterns form for an other serial (with complex publication prediction) .

Schedule (Form)
"SCHEDULE" is a proprietary pattern format, specific to the Alephino system. The form is accessed from the "Control" root in the Serials tab.

The Publication "Schedule" Form is best used for simple patterns. For example, it can be used for regularly published weekly, monthly, bi-monthly or quarterly journals, with no exceptions (such as "not published in August")

Patterns (Fields)
"PATTERN" uses the MARC21 Caption and Pattern fields (853/4/5) or (853X/4X/5X). Level-X (863) can contain a link to a special Subscription.

5.0 PREDICTION PATTERNS - WORKFLOWS

As previously stated, Publication Prediction patterns can be registered in a Schedule form, or in Patterns. This section describes the workflows for registering publication prediction patterns for these two options.

5.0.1 Schedule (Form)

The form ist accessible by clicking the Schedule node on the Serials tab in the Acquisitions/Serials module. You can create or update here a schedule record in the upper pane. In the lower pane you can see a list of the next cycle of anticipated items (issues).

To create or update a schedule record:

  1. Fill in the fields in the Schedule Form:



  2. Click the Add or Update button. Take note of the lower pane in which the cycle of issue items that will be generated is displayed. If the issue items are incorrect, update the Schedule fields and re-check the display in the lower pane.

  3. Click the Open Items button on the lower pane to create the issue item records.


The fields in the Publication Schedule Form are:

Information Tab

Year
This field contains the journal year for the next publication cycle (that is, volume). The year must contain four digits (for example, 1999, and not 99). A hyphen is used to indicate that a volume runs from the beginning of one year to the end of the following year (for example, 1999-2000), a slash is used to indicate that a volume starts at some point within one year and ends 12 months later in the following year (e.g., 1999/2000).

This field is mandatory.

Volume
This field contains the number of the first volume that will be received during the year stated above. For example, the library's subscription might start with volume 16.

If the serial does not have volume numbering, this field should be left blank.

Issue No.
This field contains the number of the first issue in the cycle.

Part
This field contains the issue part, if the serial is organized in this manner.

Note: although alphabetic values can be entered in the Volume and Part fields, only numeric values are automatically incremented.

Issue Date 1
This field contains the approximate date on which the first issue in the cycle is published. This is the basis for calculating the Expected Date of Arrival (EDA) for each issue.

New Volume Every
This field determines how many volumes are published within a calendar period. For example: "New volume every 6 M(onths)"; "New volume every 1 Y(ear)."

New Issue Every
This field determines the number of issues that are published before issues are numbered again from 1. For example: "New issue every 2 W(eeks)"; "New issue every 1 M(onth)

No. Issues per Volume
This field determines the number of issues that are included in one volume.

No. Issues per Cycle
This field determines the number of issues that are published before issues are numbered again from 1. For example, in a monthly serial, after issue number 12, the issue cycle may start over again and the next issue will be issue number 1. In this case, the cycle is "12". If the numbering is continuous, enter the code "999".

Description
This field contains a template that determines the contents in the description field of the item record. The field uses a series of placeholders: $Y for year, $V for volume, $I for issue, $N for issue name, and $D for date. In addition, you can enter words, abbreviations, punctuation and spaces. For example:

Vol. $V, no. $I, ($Y).
will be displayed as: Vol. 3, No. 2, (2006).

v. $V:no $I($Y: $N)
will be displayed as: Vol. 3:No 2(2006:Febr.)

Note that the $N code is used to display the text from the Issue fields entered in the "Issues Text" tab of the Publication Schedule Form. This means that if you enter text in the Issue fields, you must also enter the $N code in this Description field.

For example: for a quarterly serial, you may enter "Jan-Mar", "Apr-Jun", "Jul-Sep" and "Oct-Dec" in the Issue Text tab's first four fields, and enter the Description:

Vol. $V, no. $I ($N $Y)
which will be displayed as: Vol. 1, no. 2 (Apr-Jun 2006).

If the description field is left blank, the system automatically inserts a defined record as default value. The definition is specified in the ../etc/alephino.cfg, parameter "PublDescription" in Block: 
  
(Acquisition)
Currency = EUR
CheckBudget = Y
CreateItem = Y
ArrivalForm = Y
ItemDefault = ../etc/itemdef.cfg
SerItemDefault = ../etc/seritemdef.cfg
PublDescription = Band $V($Y), Heft $I                 <<


Issue Text Tab


These fields are used for text describing an issue. The text is included in the description field in lieu of the $N placeholder. Issue text can be entered for up to 24 issues. Generally, this field will include a chronology description, such as a month or a season.

5.0.2 PUBLICATION PATTERN FIELDS

The 85x/85xX Publication pattern fields ultimately reside in an ADM or HOL document record. The fields can be created or updated in two different ways:
The two methods are compatible, and either can be used at any time.

Method 1 - Using Catalog Editor
In Cataloging, load an record or click navigate the record to push to Cataloging from the Serials module. Then open the 853 and 863 fields from the list (F5) You can open new forms (for both fields) by clicking Ctrl+F. You can also open the Help from the forms. You can create locale template records, that contain these fields.

You can display the expected items of the next cycle and see if they are correct. Highlight whether 853 field or 863 field and choose the Preview Publication Schedule funktion in the Edit menu.

Method 2 - Using Input Forms
In the Serials Tab, open an record and chooe the "Control" Tab.(if the Level is for all subscriptions) or "Subscription" (if the level is only for the current highlighted subscrition) and choose the "Patterns" subnode

  1. If the BIB record has not pattern, the text Not filled displays in "pattern" Tab. and the "Level-X" is empty. To create a neue Publication pattern, activate the "Level-X" tab in the upper pane and then the "Level-X" tab in the lower pane.

  2. Fill in the fields in the Muster-Formular aus. Then click the Edit button in the form. The BIB record will be in the 853 field. See the section Patterns description.

  3. Activate the "Level-X" Tab in the upper pane and click the Add button. The Form "Level-X" will be activated in the lower pane.

  4. Fill in the fields of the Enumeration form. Then click the Add button in the form. The BIB record will be in the 863 field.

You can display the expected items of the next cycle and see if they are correct. Activate the Expected Schedule Tab in lower pane. You can see the items of the next cycle. In the case of they are not correct, edit the fields in the Level-X form and control the display in the lower pane.

When you click the open items button in lower pane, the items records will be created. The system will automatically increase the Level in the 863 field for the next cycle.

4.2 PUBLICATION PATTERN FIELDS

The following section describes the 853 and 863 fields of a bibliography record. The fields are based on the 853 and 863 fields in MARC 21 but have been adapted in order to enable the Alephino system.

4.2.1 OVERVIEW OF 853 AND 863 FIELDS

In Alephino, the 853 field is used to record enumeration and chronology captions and publication pattern codes.

The 863 field is used to record the numerical starting point (volume no., issue no., and so on), the chronological starting point (year, month, and so on) and the publication date of the first issue of the volume/year.

Using the 853 and 853X Fields Together
Every enumeration and chronology subfield used in the 853 field must have a corresponding subfield in the 863 field. For example, if a caption has been entered in subfield a of the 853 field, a corresponding number must be entered in subfield a of the 863 field.

4.2.2 SUBFIELDS OF THE 853 AND 853X FIELDS

This section includes two parts: an explanation of how to enter data in each subfield, and an explanation of how to use the subfields together.

Using Each Subfield
Subfield $a
Subfield $a is used for the first level of enumeration. Enter the appropriate caption in subfield $a of the 853 field and the corresponding number in subfield $a of the 863 field. For example, a publication that bears volume numbering beginning with vol.1 will have the caption "v" recorded in subfield $a of the 853 field and the number 1 recorded in subfield $a of the 863 field.

Subfield $b
Subfield $b is used for the second level of enumeration. Enter the appropriate caption in subfield $b of the 853 field and the corresponding number in subfield $b of the 863 field. For example, a publication beginning with v.4:no.7 will have the caption "no." recorded in subfield $b of the 853 field and the number "1" recorded in subfield $b of the 863 field.

It is important to define a full cycle (volume) even if your own collection starts mid-cycle. In that case, you simply ignore the issues you do not possess.

Whenever subfield $b is used, subfield $u must also be used to indicate the number of second-level units there are to every first-level unit (that is, how many b's there are to every a).

In addition, subfield $v must be used to indicate the numbering continuity ("c" defines numbering that is continuous over volumes and "r" defines numbering that restarts at the completion of the cycle).

For example, a quarterly publication that begins each volume with issue "1" should have the number "4" recorded in subfield $u and the letter "r" recorded in subfield $v.

Subfield $c
Subfield $c is used for the third level of enumeration. Enter the appropriate caption in subfield $c of the 853 field and the corresponding number in subfield $c of the 863 field. For example, a publication beginning with v.12:no.6:pt.1 will have the caption "pt" recorded in subfield $c of the 853 field and the number "1" recorded in subfield $c of the 863 field.

Whenever subfield $c is used, subfield $u must also be used to indicate the number of third-level units there are to every second-level unit (that is, how many c's there are to every b). In addition, subfield $v must be used to indicate the numbering continuity (where "c" defines numbering that is continuous over volumes and "r" defines numbering that restarts at the completion of the unit).

For the example of a publication that has two parts to each number and 8 numbers to each volume, you would set up as follows: 
853     $$a v. ^$$b no. ^$$u 8 $$v r $$c pt. ^ $$u 2 $$v r
853X    $$a 12 $$b 1 $$c 1
Use the ^ character as variable for the enumeration. You decide, where the issue description displays the enumeration: her e.g. v. 12.

Subfield $d
Subfield $d is used for the fourth level of enumeration. Enter the appropriate caption in subfield $d of the 853 field and the corresponding number in subfield $d of the 853X field. For example, a publication beginning with v.4:no.7:pt.3 will have the caption "pt" recorded in subfield $d of the 853 field and the number "1" recorded in subfield $d of the 863 field.

Whenever subfield $d is used, subfield $u must also be used to indicate the number of fourth-level units there are to every third-level unit (that is, how many d's there are to every c). In addition, subfield $v must be used to indicate the numbering continuity, where "c" defines numbering that is continuous over volumes and "r" defines numbering that restarts at the completion of the unit.

Subfield $e Subfield $e is used for the fifth level of enumeration. Enter the appropriate caption in subfield $e of the 853 field and the corresponding number in subfield $e of the 863 field.

Whenever subfield $e is used, subfield $u must also be used to indicate the number of fifth-level units there are to every fourth-level unit (that is, how many e's there are to every d). In addition, subfield $v must be used to indicate the numbering continuity, ( where "c" defines numbering that is continuous over volumes and "r" defines numbering that restarts at the completion of the unit).

Subfield $f
Subfield $f is used for the sixth level of enumeration. Enter the appropriate caption in subfield $f of the 853 field and the corresponding number in subfield $f of the 863 field.

Whenever subfield $f is used, subfield $u must also be used to indicate the number of sixth-level units there are to every fifth-level unit (that is, how many f's there are to every e). In addition, subfield $v must be used to indicate the numbering continuity, (where "c" defines numbering that is continuous over volumes and "r" defines numbering that restarts at the completion of the unit).

Subfield $g
Subfield $g contains alternative enumeration information. In Alephino, subfield $g is used for continuous numbering only and does not need a corresponding subfield $u or subfield $v. Enter the appropriate caption in subfield $g of the 853 field and the corresponding number in subfield $g of the 863 field.

Example: A quarterly serial has both numbering that restarts and numbering that is continuous over volumes. The pattern begins with v.1:no.1= no.1; the next volume begins with v.2:no.1(=no.5). The number "1" in v.2:no.1 illustrates numbering that restarts; the "5" in "no.5" illustrates numbering that is continuous.

In order for the serial to be displayed as follows... 
        Description                         Issue Date
        v. 12 no. 1 = no. 100               01/01/2002
        v. 12 no. 2 = no. 101               04/01/2002
        v. 12 no. 3 = no. 102               07/01/2002
        v. 12 no. 4 = no. 103               10/01/2002
set up the 853/863 fields as follows: 
 
	853	$$a v. ^$$b Issue ^$$u 4 $$v r $$w q $$g= no. ^
	863	$$a 12 $$1 $$g 100 $$3 20020101
Use the ^ character as variable for the enumeration. You decide, where the issue description displays the enumeration: e.g. v. 12.

Subfield $h Subfield $h contains the second level of alternative enumeration information. Alephino does not take this subfield into account when generating issue item records. It must be typed manually in the item record.

Subfield $i
Subfield $i is used for the first level of chronology. Enter the appropriate caption in subfield i of the 853 field and the corresponding number(s) in subfield $i of the 863 field. For example, a publication that begins with v.1(2006) will have the caption "(year)" recorded in subfield $i of the 853 field and the number "2006" recorded in subfield $i of the 863 field.

Subfield $j
Subfield $j is used for the second level of chronology. Enter the appropriate caption in subfield $j of the 853 field and the corresponding number(s) in subfield $$j of the 863 field. For example, a publication that begins with v.3:no.2(2002:June) will have the caption "(month)" recorded in subfield $j of the 853 field and the number "06" (the code for the month June) recorded in subfield $j of the 863 field.

Subfield $k
Subfield $k is used for the third level of chronology. Enter the appropriate caption in subfield $k of the 853 field and the corresponding number(s) in subfield $k of the 863 field. For example, a publication that begins with v.1:no.1(2002:Jan.15) will have the caption "(day)" recorded in subfield $k of the 853 field and the number "15" recorded in subfield $k of the 863 field.

Subfield $l
Subfield $l is used for the fourth level of chronology. Enter the appropriate caption in subfield $l of the 853 field and the corresponding number(s) in subfield $l of the 863 field.

Subfield $m
Subfield $m contains alternative chronology information (for example the Gregorian and the Jewish years). Enter the appropriate caption in subfield $m of the 853 field and the corresponding number in subfield $m of the 863 field.

Subfield $t
Subfield $t is used only in the 853 fields as a caption for the sub.-Nummer.

Subfield $u
Subfield $u is used only in the 853 field and specifies the number of units per next higher unit. Subfield $u is numeric and must be repeated for each additional level of enumeration; only subfields a, g and h do not have a corresponding subfield $u.

The product (multiplication) of all subfield $u's should equal the value of the subfield $w (frequency) less whatever is omitted in subfield $y.

In the case of combined issues, the number in subfield $u should match the number of issues should there be no combining. For example, if nos. 3 and 4 of a quarterly publication are combined into one issue, subfield $u should be 4 (not 3).

Subfield $v
Subfield $v is used only in the 853 field and contains numbering continuity information. Like subfield $u, subfield $v should be repeated for each instance of subfields $b through $f.

Valid codes are "c" and "r", where "c" defines numbering that is continuous over volumes and "r" defines numbering that restarts at the completion of the unit.

Subfield $w
Subfield $w is used only in the 853 field. It defines the frequency of issues (in other words, the intervals between issues) and must be present. That frequency determines the publication date of all the items that are opened from the 853 and 863 fields (unless they are specified in subfield $y). The publication date of the first issue, as specified in subfield $3 of the 863 field, is the starting point for the calculation of issue dates.

The following frequency codes are valid in Alephino:

Code
 Description
 Interval
a
 Annual
 1 year
b
 Bimonthly
 2 months
c
 Semiweekly
 Twice a week
d
 Daily
 1 day
e
 Biweekly
 2 weeks (14 days)
f
 Semiannual 
 6 months
g
 Biennial
 2 years
h
 Triennial 
 3 years
i
 Three times a week
 Three times a week
j
 Three times a month
 Three times a month
m
 Monthly 
 1 month
q
 Quarterly
 3 months
s
 Semimonthly
 Twice a month
(the first day is the day specified in 863 subfield $3 and the second day is that plus fourteen)
t
 Three times a year
 4 months
w
 Weekly
 1 week


The frequency must equal or exceed the number of issues actually printed. In other words, if the serial is published eight times a year, bimonthly plus January and July, assign the frequency monthly to subfield $w, and in subfield $y, specify that four issues should be omitted.

The frequency can also be recorded as a number, provided that subfield $y is also used.

Subfield $x
Subfield $x is used only in the 853 field and it indicates the chronological point at which the highest level increments or changes. Note that this information is not used by Alephino for prediction purposes; Alephino uses subfield $3 in the 863 field for this purpose.

Subfield $y
Subfield $y is used only in the 853 field and is used to qualify or modify the regularity of the publishing pattern as recorded in subfield $w (frequency).

Note that subfield $y is mandatory for frequency codes c, i, and j, or if the frequency recorded in subfield $w is a number.

Subfield $y has three elements:

  1. Publication code: Use "o" (publication omitted) or "p" (published).

  2. Chronology code definition:

    • Indicate a date using lowercase "d" or a particular day of the week (such as Friday) using uppercase "D"
    • "m" (month) and "s" (season).


  3. Chronology code(s):

    • If you use lowercase "d" to represent date, enter the code of the month (01-12) and the number of the day in the month (01-31). For example, March 15 is recorded as 0315.
    • If you used uppercase "D" to represent the specific day of the week, use its nummer (1=Monday, 2=Tuesday, 3=Wednesday, 4=Thursday, 5=Friday, 6=Saturday, 0=Sunday).
    • To record the month, enter the code of the month: 01-12.
    • To record the season, enter one of the standard two-character codes:
      • 21 (spring, March-May)
      • 22 (summer, June-August)
      • 23 (autumn, September-November)
      • 24 (winter, December-February)
Multiple chronology codes should be separated by a comma. Combined issues are designated by a slash (/).

Examples: 

|ypm04,08,12
 Published in the months Apr., Aug. and Dec.
 
|yps21,23
 Published in the seasons Spring and Autumn
 
|ypd0101,0115,0201
 Published on the days Jan. 1, Jan. 15, Feb. 1
 
|yom06,12
 Publication omitted in the months June and Dec.
 
|yos24
 Publication omitted in the season Winter
 
|yod0615,1215 
 Publication omitted on the days June 15 and Dec. 15
 
|yoD0,6
 Publication omitted on Saturdays and Sundays
 
|ypm03,06,09/12
 Published in the months Mar., June and Sept./Dec.


Subfield $3
Subfield $3 is used only in the 863 field and indicates the publication date of the first issue of the pattern. The date should be expressed as an eight-character, numeric code, where the first four characters indicate the year, the next two characters indicate the month (01-12), and the final two characters indicate the day (01-31).

Note: the date must fall within the date range of the subscription dates from-to.

To create the following serial item records... 
Description                  Issue Date
v.1:no.1 (2006:Winter)    01/15/2006
v.1:no.2 (2006:Spring)    04/15/2006
v.1:no.3 (2006:Summer)    07/15/2006
v.1:no4  (2006:Autumn)    10/15/2006
.. enter the data in the fields as follows: 
853	$$a v. ^$$b no. ^$$u 4 $$v r $$i ((year): $$j (season)) $$w q
863	$$a 1 $$b 1 vi 2006 $$j 24 v3 20060115
Use the ^ character as variable for the enumeration. You decide, where the issue description displays the enumeration: e.g. 1.

Note that the date entered in subfield $3 of the 853X field 20010315) generated an issue date of the fifteenth of the month for each issue.

Subfield$9
Subfield $9 is used in the 863 fields. It indicates a connection between the subscription copy and the relevant subscription record.


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