SCSB Initial Accession

Owned by Srini Induri
Last updated: Nov 30, 2023 by Suresh Subramanian
9 min read

SCSB XML is the format that is being used for the Initial Accession process. All partners are expected to provide the data in the below format. Those data that don't follow the below schema will not be processed during the ETL (Extract, Transform, Load) process and will be logged as failed records.

Schema


<bibRecords>
    <bibRecord>
        <bib>
            <owningInstitutionId>PUL</owningInstitutionId>
            <content>
                <collection xmlns="http://www.loc.gov/MARC21/slim">
                    <record>
                        <leader>01233cas a2200373I  4500</leader>
                        <controlfield tag="001">1</controlfield>
                        <controlfield tag="005">20130405104912.0</controlfield>
                        <controlfield tag="008">860123c19069999ii wr p      f0   a0eng d</controlfield>
                        <datafield tag="245" ind1="0" ind2="0">
                            <subfield code="a">Indian trade journal.</subfield>
                        </datafield>
                    </record>
                </collection>
            </content>
        </bib>
        <holdings>
            <holding>
                <owningInstitutionHoldingsId>1</owningInstitutionHoldingsId>
                <content>
                    <collection xmlns="http://www.loc.gov/MARC21/slim">
                         <record>
                             <datafield tag="852" ind1="0" ind2="0">
                                  <subfield code="b">Location</subfield>
                                  <subfield code="h">Call Number</subfield>
                             </datafield>
                             <datafield tag="866" ind1="0" ind2="0">
                                 <subfield code="a">Textual holdings</subfield>
                             </datafield>
                        </record>
                    </collection>
                </content>
                <items>
                    <content>
                        <collection xmlns="http://www.loc.gov/MARC21/slim">
                            <record>
                                <datafield tag="876" ind1="0" ind2="0">
                                    <subfield code="a">Local Item Id</subfield>
                                    <subfield code="h">Use Restrictions</subfield>
                                    <subfield code="j">Item status</subfield>
    								<subfield code="k">Item Library</subfield>
   									<subfield code="p">Item Barcode</subfield>
                                    <subfield code="t">Copy Number</subfield>
                                    <subfield code="3">Volume/Part/Year</subfield>
									<subfield code="l">RECAP</subfield>
                                </datafield>

                                <datafield tag="900" ind1="0" ind2="0">
                                    <subfield code="a">Open/Shared/Private</subfield>
									<subfield code="b">Customer Code</subfield>
                                </datafield>
                            </record>
                            <record>
                                <datafield tag="876" ind1="0" ind2="0">
                                    <subfield code="a">Local Item Id</subfield>
                                    <subfield code="h">Use Restrictions</subfield>
                                    <subfield code="j">Item status</subfield>
									<subfield code="k">Item Library</subfield>
                                    <subfield code="p">Item Barcode</subfield>
                                    <subfield code="t">Copy Number</subfield>
                                    <subfield code="3">Volume/Part/Year</subfield>
									<subfield code="l">RECAP</subfield>
                                </datafield>
                                 <datafield tag="900" ind1="0" ind2="0">
                                    <subfield code="a">Open/Shared/Private</subfield>
                                    <subfield code="b">Customer Code</subfield>
                                </datafield>
                            </record>
                        </collection>
                    </content>
                </items>
            </holding>
        </holdings>
    </bibRecord>
</bibRecords>


Schema Elements Explained

  1. bibRecords: This is the main wrapper tag that contains 1 or more bib record information.
  2. bibRecord : This is a wrapper tag that holds information about a specific Bib and its associated Holdings and Item information.
  3. bib: This tag contains meta data about the Bib and information represented in standard Marc format under the content tag.
    1. Bib Meta Data
      1. owningInstitutionId : Allowed codes are PUL for Princeton, CUL for Columbia and NYPL for New York Public Libraries.
      2. owningInstitutionBibId : Either this field or the marc 001 controlField  field value is required to indicate Bibliographic Record Id in the host system (partner's ILS).
    2. content : This is a wrapper tag for the Bib record in the MarcXml format.
  4. controlField "001" : This indicates the unique ID of the bib record in the ILS
  5. holdings : This is a outer wrapper tag for 1 or more Holdings records for the associated Bib.
  6. holding : This is the wrapper tag that contains holdings meta data information, along with actual holding details and information on 1 or more associated items.
  7. Holdings Meta Data
    1. owningInstitutionHoldingsId : Unique system identifier in the partners's ILS (Optional).
  8. <852> $b : Location (Optional) - Value supplied by the ILS.
  9. <852> $h : Call Number
  10. <866> : Textual Holdings information (Optional)
  11. items : This is the outer wrapper tag for items linked to each holdings record
  12. record : This has information for individual item.
  13. <876> $a : Local item id. This is the owning institution's item id from the partner's ILS.
  14. <876> $h : Use restrictions. This is defined by the partners as to how their items are to be handled and if they need special care on how it is being lent to patrons. Possible values are:

    1. Blank - This implies no restrictions.

      Use Restriction - Blank

      Kindly note that a 'Blank' in Use restriction means the 876 $h tag must be present in the XML but have empty value.

      <datafield tag="876" ind1="0" ind2="0">	
      	.	
      	<subfield code="h"></subfield>
      </datafield>

      If the 876 $h tag is not part of the XML, then the record will be marked as 'Incomplete' and can only be fixed as 'Complete' through the Submit Collection API

    2. In Library Use. This would mean the item cannot be taken out of the library.
    3. Supervised Use. This might mean the item can be accessed only with special equipment in a specialized room under supervision.
  15. <876> $p : Item barcode. This is the barcode that the partner ILS has allotted to the item sent over to the ReCAP facility.
  16. <876> $t : Copy number (Optional)
  17. <876> $3 : Volume/Part/Year (Optional)
  18. <876> $l : IMS Location Code
  19. <900> $a : Collection Group Designation (CGD). The CGD is a designation given to an item by the partner institutions. A private item will remain accessible only to patrons of the owning institution whereas the open and shared designated items are available to be accessed by patrons of all partner institutions. The designation also changes based on certain criteria defined under the matching algorithm rules. Possible values are:
    1. Open
    2. Shared
    3. Private
  20. <900> $b : Customer Code. These are codes provided by GFA LAS (Generation Fifth Applications' Library Archival System) at the ReCAP facility. It is used by LAS to identify valid delivery locations for an item.
  21. In addition, any field/subfield code that was part of the files produced by partners.