INN-Reach Configuration and Mapping Profile

The library, with the help of an Innovative implementation representative, completes the INN-Reach Configuration and Mapping Excel spreadsheet that specifies the criteria for contributing bibliographic and item records to the Central catalog, and determines which patrons (patron codes) can place holds on items in the Central catalog. In addition, the spreadsheet maps Polaris patron codes to INN-Reach patron types (PTypes) and Polaris item material types and collections to INN-Reach item types (ITypes). The spreadsheet is then imported into the local Polaris database using a utility.

Once the spreadsheet has been imported into the local Polaris database, the appropriate records are uploaded (contributed) to the INN-Reach Central catalog. In addition, the patron and item mappings specified in the spreadsheet are used to map Polaris patron and item codes to PTypes and ITypes used by the INN-Reach Central catalog. If necessary, the configuration spreadsheet can be modified and then reloaded multiple times.

After the profiled data has been uploaded to the INN-Reach Central catalog, INN-Reach APIs continuously update the Central catalog according to the settings in the profile and changes in your local Polaris database–automatically contributing, de-contributing, and updating records. You can monitor these processes with the web-based INN-Reach Admin tool. For details, see INN-Reach Admin Tool.

See INN-Reach Configuration and Mapping Spreadsheet .

Contribution Rules for Item and Bibliographic Records

Item records from the Polaris database are contributed or de-contributed to the INN-Reach Catalog according to a set of non-configurable rules that must all be met, and additional configurable rules that the library can define to further filter the items.

The item records are checked first to see if they are eligible to be contributed, according to the requirements in the profile. If an item is eligible to be contributed, the linked bibliographic record is also checked to see if it can be contributed. If the bibliographic record meets the requirements defined in the profile, it is contributed. If it does not meet the requirements, neither the bib nor the item record are contributed.

Non-Configurable Rules for Contributed Items

All the following non-configurable rules must be met for item records to be contributed to the INN-Reach Catalog:

• The status must be Final. (The Record status field must be set to Final in the Item Record workform.)
• The Display in PAC flag must be on. (The Display in PAC check box must be selected in the Item Record workform.)
• The item must have a barcode. (The Barcode field cannot be empty in the Item Record workform.)
• The item must have an assigned collection. (The Collection field cannot be empty in the Item Record workform.)
• The item must not be an ILL item. (The ILL check box must be cleared in the Item Record workform.)
• It must not be an eContent item. (The eContent check box must be cleared in the Item Record workform.)

If the item passes all the non-configurable rules, then the system checks the rules that the contributing library can configure.

Configurable Rules for Contributed Items

The library can define configurable rules to further filter the contributed items by:

• Branch - The item must belong to one of the listed branches.
• Circulation status - The item must have one of the listed circulation statuses.
• Material type - The item must have one of the listed material types.
• Collection - The item must be assigned to one of the listed collections.

If the item passes all the configurable rules, the system checks the optional configurable rules, if the library has specified them.

Optional Configurable Rules for Contributed Items

The library can define additional configurable rules that check the following settings:

Note:
If it is your library's policy to set the Holdable, Loanable outside system, or Non-circulating check boxes on the Item Record workform, and staff consistently use these settings, you can add them to the configuration rules.

• Holdable - The item must have this flag selected to be contributed.
• Loanable outside system - The item must have this flag checked to be contributed.
• Non-circulating - The item must have this flag un-checked to be contributed.

Note:
If the Holdable option is checked for an item and the INN-Reach profile is set to honor that setting, the item will be contributed to the INN-Reach central server without regard to any other Limit To sub-options for the item. See the example below. INN-Reach profiling considers only the three main "Honor" settings (Holdable, Loanable outside system, or Non-circulating); any other policies associated with these settings have no impact on INN-Reach contribution.

Configuration Rules for Contributed Bibliographic Records

All the following non-configurable rules must be met for a bibliographic record to be contributed to INN-Reach:

• The record status must be Final.
• The Display in PAC flag must be checked.
• The ILL flag is not checked.
• At least one linked item is contributed to the Central catalog.
• The bibliographic record must have a minimum of an 008 field Fixed-length Data Elements - General Information This field contains 40 character positions (00-39) that provide coded information about the record as a whole and about special bibliographic aspects of the item being cataloged. These coded data elements are potentially useful for retrieval and data management purposes.   The data elements are positionally defined. Character positions that are not defined contain a blank (#). All defined character positions must contain a defined code; for some field 008 positions, this may be the fill character (|). The fill character may be used (in certain character positions) when a cataloging organization makes no attempt to code the character position. The fill character is not allowed in field 008 positions 00-05 (Date entered on file). Its use is discouraged in positions 07-10 (Date 1), 15-17 (Place of publication, production, or execution), and the 008 position defined for Form of item (either position 23 or 29 depending upon the 008 configuration).   Character positions 00-17 and 35-39 are defined the same across all types of material, with special consideration for position 06. The definition of character positions 18-34 was done independently for each type of material, although certain data elements are defined the same in the specifications for more than one type of material. When similar data elements are defined for inclusion in field 008 for different types of material, they occupy the same field 008 character positions. and a 245 field. The 245 must also contain a subfield (e.g. 245$a), but the subfield does not need to be valid.

• If the bibliographic record has a URL in the 856 tag, the URL must be valid and adhere to W3C standards.