The Alephbased Gateway . . .

1
The Aleph-based Gateway . . .

• What does the new way of creating the Gateway
  mean for me?

2
Roadmap for our session

• What is the Gateway
• How is it created now
• Why the way the Gateway is created is changing
• What the changes mean for OPAC users
• What the changes mean for catalog users

3
First, what is the Gateway

• Web site that provides access to Electronic
  Resources
• Selective (not all electronic resources)
• Mostly resources the Library pays for

4
A little background . . .

• Gateway started by Doug Archer and Carole Richter
  in 1997
• The goal make it easy for patrons to find
  library-provided electronic resources (hard to
  find in the catalog)
• Began as hand coded HTML pages with links to
  electronic resources

5
But then . . .

• As the Gateway got bigger, it got harder to add
  new resources
• Donna Stevenson came to the rescue
• She separated the data from the presentation
• Data in simple text files separate programs
  that created the Gateway from the text files
• This made it much easier to add new resources
  to the Gateway
• Recreated daily to include new resources

6
The Gateway today . . .

• Currently over 4,300 resources
• More than 90 are e-journals
• Organized into 4 types and 46 subject categories
• Many search options
• One of the Libraries most used services

7
Who does what in the Gateway . . .

• Selectors identify new resources to add
• After purchase approved, Ben Heet or Robin Lisek
  bring records into Aleph and text files and set
  up access to the resource

8
Who does what . . .

• Mary Lehman and Maggie Giles catalog Gateway
  resources in Aleph
• Mary Lehman maintains Aleph cataloging records
  for Gateway resources
• Ben, Robin and Mark Dehmlow in Electronic
  Resources Dept. maintain access and solve
  problems

9
If this works so well, why change it?

• Eliminate double creation and maintenance of
  records for Gateway resources (in Aleph and in
  text files)
• The two files are out of synch. Dont have the
  same information
• Make new search options possible in Aleph

10
OK, so whats the change?

• Gateway resources will be created and maintained
  in only Aleph
• Gateway created daily -- using only information
  from Aleph records

11
To make this happen . . .

• Gateway information needs to be added to Aleph
  records
• Most will be added by Aleph global changes
• Some will be done manually in Aleph
• Some Gateway programs need to be modified

12
What information will need to be added to Aleph
records?

• Gateway notes (595 field)
• Number of simultaneous users
• Can the resource be used for ILL?
• Full Text status of the resource
• Gateway types and subjects (695 field)
• Electronic Journals -- Business
• Electronic Reference -- Psychology

13
What Gateway fields display in Aleph standard
view?

• ND Coverage (if not all that is available)
• Funding Acknowledgment
• User limitations (max. no. simultaneous users)
• Special time sensitive information
• Gateway type and subject e.g. Electronic
  Journals -- Mathematics

14
New search options . . .

• Gateway subject browse
• In Web OPAC, go to Advanced search Advanced
  browse search
• Choose Genre term as index to browse
• Enter
• Electronic Journals
• Electronic Indexes and Articles
• Electronic Books and Texts
• Electronic Reference

15
Aleph Gateway keyword search . . .

• words to search and wgn Gateway type
• Biochemistry and wgnelectronic journals
• Gender and wgnelectronic books
• Psychology and wgnelectronic indexes
• words to search and wgnelectronic searches
  all Gateway resources

16
Systems and Screen Design working on new ER
searches

• Aleph has many options for creating new
  electronic resource searches
• Some may not work as expected because of
  inconsistent cataloging data
• Gateway data allows accurate retrieval

17
End of OPAC part . . .

• Any questions before moving on to the catalog
  issues?
• Gateway information page at http//dewey.library.
  nd.edu/gateway/

18
What does this mean for me if I create or update
bib records?
19
Gateway data needs to be protected . . .

• Once Gateway data is added to cataloging records
  in Aleph, it will be important to protect it.
• This means not overlaying Gateway records, and
  not editing Gateway fields.

20
How do I identify a Gateway record?

• All Gateway records will have
• a 595 field
• a 695 field
• These are new MARC tags locally defined as
  Gateway fields. They only occur in Gateway
  records
• Again -- do not overlay records with 595 or 695
  fields

21
What are the Gateway fields not to edit?

• 245
• 246, if 9 present
• 362
• 500 Description based on
• 520, if 9 present
• 538, if 9 present

• 556, if 9 present
• 595
• 695
• 710, if 9 present
• 730, if 9 present
• 856
• 866

-- Bring records with Gateway fields requiring
editing to the attention of Mary Lehman.
22
Overlaying implications . . .

• Aleph will soon be changed so that some fields
  that can have Gateway data will be retained on
  overlay

23
What fields will be protected?

• The fields that will be protected from being
  overlayed are
• 520
• 538
• 556
• 595
• 695
• 856

24
What fields will be protected?

• Note three fields that may contain Gateway
  information will not be protected, because they
  occur so often in non-Gateway records
• 246
• 710
• 730

25
This means . . .

• 520, 538, 556, and 856 fields will be retained on
  overlay, even in non-Gateway records
• This will result in two 520s, 538s, etc.
• When this happens, delete the duplicate field

26
Questions?

• Gateway information page
• http//dewey.library.nd.edu/gateway/