ISISMARC.EXE version 1.

53

December 2004

This is the first official release of Isismarc. This release assumes that you have installed Winisis version 1.4x or above, in drive C: using the standard structure of directories suggested by winisis setup, i.e. \bg, \ctl3d, \data, \menu, \msg, \prog, \work If your drive is not C:, you should customize the <dbn>.par files provided with this demo (more details below) Isismarc.exe will not interfere with any other program or database you should have in your installation. fig 1 The installation program will install all the required files under two directories: - Dbisis Contains the demo databases: author, codes, mrclte, mrclts, And unimrc. All databases will be loaded under the general directory C:>DBISIS (see figure 1) Mrclte is a database of 67 MarcLite 21 records with English interface. Under mrclte directory there are other subdirectories whose function will be explained below. Mrclts the same records using Spanish interface. Under mrclte directory there are other subdirectories whose function will be explained below. Codes is an auxiliary database with all the coded data used according MARC21 methodology. Author is another auxiliary database to be used as an authority file These are conventional CDS-ISIS databases: you can read, search, edit, etc., the records using Winisis.

Winisis Isismarc.exe will be installed in the same directory of wisis.exe (recommended), and under Isismarc directory will fig 2 be loaded all the auxiliary files of the application Manual.zip. This is a separate file which contains this very document you are reading now. The application has been tested in Windows 98, Windows Me, Windows NT4(SP4), Windows 2000 and Windows XP. We do not guarantee this application works in Windows 95. Isismarc assumes you have in your system the following .dlls and .ocx, otherwise the installation program will propmt you to install them. (isis32.dll , mfc42.dll, msvcrt.dll, kernel32.dll, user32.dll, gdi32.dll, msflxgrd.ocx) version 6 and above (does not work with the MSFLXGRD.OCX ver. 5) to register the ocx run: regsvr32 msflxgrd.ocx

Running the program

Isismarc.exe is a general data entry application for CDS-ISIS records. The program uses the standard CDS-ISIS structure of records: Master file (<dbn>mst/.xrf); Inverted file (<dbn>.cnt/.l0?/.n0?/.ifp/.fst), Display formats commands (<file_name>.pft) for validation, but it use neither the Field Definition Table (.FDT) nor the data entry worksheets (.fmt). The application is independent of the standard .FDT of the target database. It can handle any kind of record formats: MARC21, MARC21 Lite, UNIMARC, UNISIST, CCF, any variation of these formats, even any home-made definition. The program is not restricted to bibliographic data, it can handle any kind of referential information like Authority files (authors, institutions, etc). This demo comes with an example of MARC21 Light, but it is not limited to this format. The application follows the philosophy of CDS-ISIS implementations providing tools for the customization for different working environments and languages. All the structures are open and documented and can be modified using the standard Winisis of Unesco. Persons conversant with the customization of Winisis will feel very comfortable with the application because it uses the same approach. The application accepts variable length fields, repeatable fields, and subfields. The maximum length of record/fields and the number of occurrences of fields is the present limit of the Isis32.dll of Bireme. The present version uses repeatable subfields, notwithstanding CDS-ISIS cannot handle this feature appropriatley. The application can edit records with or without Leader data, with or without indicators. The existence of indicators for a field is set in the record of FDT21 that defines the attributes of that tag. The information contained in the Leader of the record ISO2709 (positions: 05/06/07/08/09/17/18/19) is stored in special fields of CDS-ISIS, with tags over 1000. The present demo uses tags 3000+offset (offset = byte position, for example, the Ldr/05 is saved in field 3005). The transfer back and forth of Leader data into special fields of CDS-ISIS should be done during import/export time using the Winisis export/import utility. The base tag of Leader data should be set in the isismarc2.cip file as parameter LDR=<nnnn>. If the parameter LDR is absent or void, the application will not consider Leader data and the corresponding pull down selectors in the application will be disabled.

The general interface

Worksheet selector Leader selector Indicator selector Tabs for range of fields

Pull down Menus Toolbar

Link to the html page of help in context

Expand/colapse of subfields

Quick help

Repeatable field

Record and field lengths

It is possible ot open more than one database at the same time, to edit each one separately, to copy and paste records among the databases, etc. In this version it not possible to open multiple instances of the same database.

Toolbar
2 3 4 5 6 7 8 9 10 11 12

1. 2. 3. 4. 5. 6.

Open a new database Save the present record Open a new record Open the character map View the present record with a display format Toggle to display/hide unused fields in the worksheet

7. Copy record to clipboard 8. Create a record from clipboard 9. move a subfield up 10. move a subfield down 11. edit record in internal mode 12. System manual (an external file)

- Icons of the dataentry worksheet Link to help page of the manual ? % Repeatable field Expand/collapse field in subfields

Manual edition Field non editable (system) Field edited from a pick-list or an authority file

Worksheet selector

Indicator selector

Field data entry Use <Enter> and <Tab> keys to move up and down through the fields of the worksheet. To edit a field you should give a double click in any part of the line. When editing a field, it is possible to go up and down through the subfields using the <tab> and <enter> keys. <Enter> validates the data element for the subfield. To move out of a field press <Esc> or use the mouse to focus on another field. If you open another field, the current subfields will collapse and close the edition window of the previous field. Ex: field 020 ISSN has three subfields, $a, $c, $z; the subfield $z is repeatable

Window expansion for each data element

Expansion of a subfielded field

Clicking on a % sign will open a new instance of the field/subfield following the element selected. If the field/subfield is not the last of its kind, the new instance will be inserted in the specific position. You can use the active key <Ctrl><Shift><%> Instead of clicking with the mouse.

If the last field/subfield is empty, the request of a new occurrence will not give it. It is possible to reorder the subfields into a field using the buttons in the toolbar for move-up and move-dowon. See in the figure below the example

It is possible to access to the internal structure of the record and edit directly the raw data, the same as in a classic field of winisis. If any alien subfield is included will be deleted; fixed length fields will be truncated exceeding characters.

The field editor should accept all the following windows editing keys.
CTRL+INS or CTRL+C SHIFT+DEL or CTRL+X SHIFT+INS or CTRL+V CTRL+V ALT+Backspace or CTRL+Z Esc (Cursor left) CTRL+ (Cursor left) (Cursor right) CTRL+ (Cursor right) (Cursor up) (Cursor down) (Cursor Home) CTRL+ (Cursor Home) Cursor End CTRL+Cursor End Cursor PgUp Cursor PgDn Backspace Delete Shift+Cursor key copy the selected text into the clipboard move the selected text into the clipboard and delete it from the screen insert (paste) the clipboard content to the current cursor position paste from the clipboard undo the last editing operation (in data entry) reload the field content from the disk. move the cursor one position to the left move the cursor one word to the left move the cursor one position to the right move the cursor one word to the right move the cursor to the same position in the preceding line (if within the field) or to the beginning of the field move the cursor to the same position of the following line (if within the field) or to the end of the field Move the cursor to the beginning of the current line Move the cursor to the beginning of the field Move the cursor to the end of the current line Move the cursor to the end of the field Move one page up (if within the field) or to the first line of the field Move one page down (if within the field) or to the last line of the field Delete the character to the left of the cursor and move cursor one position to the left Delete the character at the cursor position (the cursor does not move) Select some text

Edit menu options The options are similar to the Winisis data entry worksheet 1. Load the record again from the hard disk to recover the original data. 2. Logical deletion of a record 3. Undeletion of a logical deleted record (See note 1 ) 4. Copy an existent record as a new one which will be the next master file number available 5. Save the record 6. Create a new record from scratch 7. Show/hide unused fields in the worksheet 8. Clean all data and present a blank record in the worksheet 9. Create a temporary worksheet with carry on data 10. Clear the temporary worksheet.

1 2 3 4 5 6 7 8 9 10

Model worksheets work the same as in Winisis. When a model is loaded there is a warning sign displayed at top right of the worksheet Fixed length coded field: The application provides a special editor that controls every position of fields like 008 of Marc21 or field 100 or Unimarc

Pick list for coded data

Fixed length coded fields use an special template, where each piece of the template has a pretedermined number of characteres and can use one of three kinds of modes for data entry.

The option is also used to unlock records. There is a problem to be solved with the Isis32.dll concerning the return code of locked and deleted records.

Free data entry Data is loaded using BEGIN or END commands declared in the worksheet (see) Field edited from a pick-list Data is selected from a linked pick-list declared in the current worksheet Any chunk of data is limited to the number of spaces assigned in the template, unused positions will be padded with either spaces or special characterss declared as default in the worksheet in use. Pick lists A pick list is a sorted table where every line has a couple of values: code expanded text The table can be sorted either by code or by text. Every selected value at the left panel will be transferred to the right panel and when accepted it will be loaded in the corresponding field/subfield of the record. Pick lists can be attached to fixed or variable lengh fields. A field with many subfields can link to different pick-lists. It is possible to select one or more values depending of the attributes of the subfield defined in the FDT21 (see below). To define Pick lists, see the correponding section below. Copy/create records from clipboard It is possible to copy a record from a database into the clipboard and create later a new record in the same or another database. Selecting a new record with the copy button will replace whatever data is in the clipboard. If the source and destination databases have different range of fields to define Leader bytes (as documented in the corresponding isismarc2.cip files) the application will synchronize the data. If the destination has no Leader bytes, the data will be deleted. If the source data has no leader bytes and the destination do have them, the destination record leader tags will be padded with zeroes

Manual edition Field non editable (system)

Authority File A field linked to an authority file should link it using the first subfield of the field, and setting the attributes of this subfield with the parameters explained below in FDT21 editor. When clicking the icon, the application will fetch the corresponding file and display in alphabetic order the entries in batch of fifties. It is possible to type the root of a word/name to display all the entries beyond that key.

The table will display only the main entry (i.e. the standardized data), but it is possible to see the full record of the entry, clicking the button Display as seen below.

The entries in the table are displayed with indicators (in case they have it) but without subfield delimiters. When an entry is selected the complete field of the authority file will be loaded in the field of the target database preserving the indicators and subfield delimiters (in case they have it), replacing whatever the data was present in those subfields and preserving the rest. In case the authority file has subfields not defined in the field of the target database, those extra subfields will be eliminated in the transfer process. Authority files shouldnt be used in fixed length fields, if used the result will be impredictable. Isismarc can handle any kind of Isis records as authority files, therefore if the records has or not has indicators or has or not has subfields, the structure will be preserved and transferred correctly.

Tools pull down menu

1 2 3 4 5 6 7 8 9 10

Options 1 5 works exactly the same as in Word editor

6. open the character map displayed below 7. view the record in a separated window using different predefined formats 8. Copy the present record of the active database to the clipboard 9. Paste the present record from the clipboard as a new redord of the active database 10. View the full record copied in the clipboard in internal format

Character map

View formated current record Snapshot of the record that is being edited, sorted by tag The record can be seen from the menu Tools__ ...___ View formated record Available formats should be declared as a parameter of isismarc2.cip

User profile

The application can be customized in different languages, and for different profiles, provided the existence of the corresponding menus and messages databases. Menus and messages are conventional CDS-ISIS databases, loaded in the folders declared in isismarc.cip.

The nomenclature of these databases is: - MENUS MNXXYY where: XX language YY the profile YY=21 is default Ej mnen21 default database of menus in English MESSAGES MSXXYY similar above Ej. msen21 default database of messages in English

Isismarc.exe comes with two sets of languages (English and Spanish) and two sets of profiles (default=21, reduced=df), with data entry worksheets, etc. as conventional winisis databases. To create implementations in other languages and/or profiles, read the CDS-ISIS for Windows manual, version 1.3, chapter 9. Adapting CDS/ISIS to local requirements

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ISISMARC structures
Isismarc.exe doesnt use the traditional CDS-ISIS file <dbn>.FDT where the layout of fields of a database is defined as an ASCII table. Instead, there is a special master file called FDT21 loaded in a special subdirectory (isismarc) of the target dabase, where all the data elements are defined. (Note: the name isismarc is mandatory.) FDT21 defines the layout and attributes of every field and subfield of the target database, the same function as the <dbn>.FDT file plus the validation file <dbn>.val. For example, the demo database mrclte has a corresponding isismarc\FDT21 database that defines its fields according to Marc21 Lite convention. Each record in FDT21 defines a field in the target database, therefore there is no theoretical limits to the number of fields that can be defined. ISO 2709 standard defines tags in the range of: 001-999, but CDS-ISIS can use tags in the range of 001-32767. The tagging of FDT21 uses: - To define field elements: - to define subfield elements:

tags 001-099 tag 100 (repeatable)

FDT21 is a conventional CDS-ISIS database, that could be created/edited using winisis, but it is not recommended. The application Isismarc.exe provides a specialized editor to manage the FDT21.MST, which check the consistency of the definition When opening a database the application will check if all the needed auxiliary files are in place: FDT21, FMT21, PFT21, under the subdirectory isismarc. If this were not the case, the program will give the option to create automatically the aforementioned files, otherwise it will not open the database and the desktop will stay blank. The structural files will be created taking the information from the data in the <dbn>.fdt file of Winisis, whose data is very scarce for the Isismarc application. It is the responsibility of the administrator to complete the required data using the special editors in the program. This should be done only once.

It is possible anytime to modify the structure of the FDT21, FMT21, PFT21 databases, i.e. add new fields, create/modify data entry worksheets or check formats using the special editors.

Remember that all the modifications done in the FDT21 master file are not reflected automatically in the Winisis .FDT file; it is the responsibility of the administrator to maintain the coordination between the two FDTs.

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FDT21.MST : (corresponds to Isis <dbn>.FDT + <dbn> .VAL) tag Field definition

001 002 004 005 006 015 016 020 041 (fixed fields allowed: 001, 003, 005, 006, 007, 008) LEADER-<n> n is defined in isismarc2.cip file Name of the field (label) Type of material (only for fixed fields = 006, 007, 008) [BK | CF | MU | SE ... ] Otherwise the field is empty Repeatable <0/1> default=0 non repeatable Subfielded <0/1> default=1 subfielded Indicator 1 (repeatable) [^n<code or number>^t<text> | void ] void=no indicator ^n?^t undefined yet Indicator 2 (repeatable) [^n<code or number>^t<text> | void ] void=no indicator ^n?^t undefined yet Length <0/n> default=0 variable, if fixed <n>=number of characters Help in context: address to the database manual [a..z],[0..9] This subfield is empty for fixed fields or no subfielded fields (001-009) Name of subfield (label) This value is also used as the title of the pick-list window Ordinal of the field in the field [1 ... ] requested by LoC for compatibility reasons, CDS-ISIS doesnt need it Repeatable <0/1> default=0 non repeatable Length <0/n> default=0 variable, if fixed <n>=number of chars Default value (only for fixed fields) Codes for data entry procedure ^w<type>[^f<format>^a<attributes> ] 0 manual (default) ^w0 (or void) 1 system not allowed to edit data is loaded with a print format instruction 2 authority file ^w2^x<dbase>[^k<prefix>]^f <field_number> 3 MST external ^w3^x<dbase>^k<prefix>^f@format^a<atributes> Name of the database with coded data Prefix used in the codes database to get the values Format to read the coded records Edition attributes of the subfield (see below) # tag [001 ... 999]

Field 100 (repeatable) defines the subfield attributes

c Subfield code n o r l d w

x k f a

Example of a pick-list reading data from an external MST ^w 3 - Procedure ^n - Title of the pick-list window ^x CODES - Name of the external MST ta - Prefix to get the records from the I/F ^k ^f v<nn> nn=is language dependent - Format to present the data in columns - Edit attribute ^a multi:

Example of field 245 Title Statement subfields: a b c h c n o r l w x k

a b c h Ttle Remainder of the title Statement of resp Medium 1 2 3 4 0 0 0 0 0 0 0 0 0 0 0 3

CODES

tm

v3

notype:

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The Field Definition Table Editor (FDT21)

The FDT21 editor has two panels (see figure below). The upper panel is very similar to the conventional FDT, plus an extra column (2nd left) where there is a type qualifier for special fields, like v008, that redefines its layout for different materials. This feature enables a polymorphic field (only for fixed lengh fields) where a field can be attached to different templates depending on the qualifier. Each line in this panel has the definition of a field. It is possible to add/edit/delete fields using the appropiate buttons (see enlarge at the right of the figure). The panel at the bottom of the window is the editor used to record all the structural data that the application needs. The % sign means repeatable field, so it is possible to define as many values as required for an attribute, like Indicator 1, etc. When a line in the upper panel is selected then all the attributes of the field are expanded in the lower panel of the window. The indicators and subfield lines have a special editor to record the data. Where any of these lines are selected the edit attributes button is enabled. FDT21 Editor

Indicators editor

Each indicator is made of a couple of items: code/number and a readable text To enter the values double click the line, or click in the Edit attributes button

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Subfields editor

Each line corresponds to each attribute that makes the profile of a subfield, as was defined in the FDT21 table before. The o ordinal of the subfield is automatic. When a subfield is deleted or inserted the editor will renumber the whole set. There are a number of internal checks that maintain some coherence in the definition, but the administrator of the database is reponsible for the logic of the definition.

Internal data recorded in FDT21 defining field 245

1: 245 2: Title statement 41: 09-fields (20X-24X).htm#mrcb245 5: 0 6: 1 15: ^n1^tAdded entry 16: ^n0-9^tNumber of nonfiling characters 20: 0 100: ^ca^nTitle^o1^r0^l0 100: ^cb^nRemainder of title^o2^r0^l0 100: ^cc^nStatement of responsibility, etc^o3^r0^l0 100: ^ch^nMedium^o4^r0^l0^w3^xCODES^ktm^fv3^anotype: 100: ^cn^nNumber of part/section of a work^o5^r1^l0 100: ^cp^nName of part/section of a work^o6^r1^l0

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Example of the Definition of Field 245 as seen in Winisis

Pick Lists attributes: [multi:] [add:] [noansi:]

The above declares a predefined list of choices which will be presented to the user when inputting field tt. If the attribute is [notype] the existent data will be replaced by the script instruction. Pick-list will be presented as two columns tables (a) code/value to enter (b) text or commentary Example Eng Ingls Jap Japons Spa Espaol -

The list will be presented sorted by the first column by default The window provides buttons for sorting, OK and Cancel There is a fast searching option and scrollbar

multi: the users may pick more than one item from the list (default: pick only one item) add: new selected items' text will be added to the text already in the field Note: replace: is default option, unless add: is declared repeat: new selected items will be added as repeatable subfields noansi: consider the text produced by the format as a DOS text and performs the conversion.

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Parte -2

Pick List database: CODES

CODES is a conventional CDS-ISIS database with all the codes used in the target database. CODES is a logical name, wich is translated in running time to a physical name using the file isismarc2.cip, as parameter: CODES=<database_name>. It is possible to define alternate coded databases, with any name according to CDS-ISIS restriction. The coded databases should have a <database_name>.par file in the \winisis\data directory. Whenever a field uses a pick-up list, the list is built reading all the records retrieved in CODES using the inverted file with the prefix documented as v100^f in the definition of the field in FDT21. The list will display in the left column the content of field 2 (v2) in CODES, and in the right column the content in the field vnn, where nn is documented in v100^f in the definition of the field in FDT21, corresponding to the language in use. For example, a field/subfield of MRCLTE that uses a TYPEDATE pick list will display all the records of CODES indexed with the prefix TYPE-DATE. The right column displays the content of field v3 of CODES because v3 was assigned to English implementation.

FDT of CODES database

v1 v2 v3 v4 retrieval prefix code English display text Spanish display text ... etc.

Example 1: Type-date 2: | 3: No attempt to code 4: No se codific Inverted File of CODES uses the FST: 1 0 v1

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Authority database
Authority Data is designed to be a carrier for information concerning the authorized forms of names and subjects to be used as access points in MARC records, the forms of these names, subjects and subdivisions to be used as references to the authorized forms, and the interrelationships among these forms. A name may be used as a main, added, subject added, or series added access entry. The term name refers to: Personal names (X00) Corporate names(X10) Meeting names (X11) Names of jurisdictions (X51) Uniform titles (X30) Name/title combinations A subject may be used only as a subject access entry. The term subject refers to: Chronological terms (X48) Topical terms (X50) Geographic names (X51) Names with subject subdivisions Terms and names used as subject subdivisions (MARC 21 Concise Authority: Introduction www.loc.gov/marc/authority/ecadintr.html) Isismarc uses conventional CDS-ISIS databases as authority files. It is possible to define any number of authority databases which should be informed in the isismarc2.cip file of the target database, using the syntax: LOGICAL_NAME=<database_name>. For example: AUTHOR=c:\dbisis\autor\autor, or AUTHOR=autor if the database has a <database_name>.par file in the \winisis\data directory. Isismarc can use authority databases non compliant with MARC standards. The authority file is made up of records where one field contains the standardized form of the data entry (access point) with/without indicators and with/without subfields. The record can have other fields with information related with the access point, but this information is invisible to the process of loading data. Notwithstanding that, it is possible to see the full information peeking into the record using the button display. For example, an authority file for personal names could contain:
100 600 600 600 900 ##^aAtangana, Engelbert^bIII^d1919-1999 Note 122 other information other information administrative data

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The authority database should index the objet field with prefix in order to be retrieved and displayed in a convenient way for the user. In this example it should be indexed as 100 0 AU=v100^a so the dictionary will display only the personal names without the rest of the data (like numerals, dates, indicators, etc). When a line is selected from the Authority pick list, the full field will be transferred to field of the target database, honoring its subfield structure and replacing whatever data it contains. To link a field to an authority file, it should be done in the first subfield of the field. In the following example the database AUTHOR is linked to the subfield ^a of field 100 (main entry-personal name).

The attribute Format to read the coded records is the field wherefrom the data is extracted, i.e. the full content including whatever indicators and subfield it had. If the authority database is indexed only by the object field it is not necessary to fill the attribute Prefix used in the coded databse, because all the inverted file will be retrieved. Otherwise, if the authority file is indexed by multiple keys, a prefix should be recorded in order to parse and display only the required keys. Because of the CDS-ISIS limitation of key lengths in the inverted file to a maximum of 30 characters, it is highly probable that could be more than one posting for a term entry in the authority file. The application will disambiguate those false synonims in the pick list, one line for each posting, up to a maximum of 25 postings. It is a limitation of the present version that cannot explode more than 25 postings for the same entry term in the inverted file.

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PFT21 Check formats

PFT21 is a conventional CDS-ISIS database which stores all the scripts of the display formats commands used by the worksheets in the process of data entry validation or automatic loading of fields. The application Isismarc.exe provides a special editor to write the format scripts. FDT of PFT21 database
300 301 Format name Format script

Example: 300 chkv004 301 if s(M.C.P.T.) : s(mhu,v004) then else Invalid code for field v004 fi PFT21.FST 1 0 v300 The script of the format commands are retrieved by its name (up to 30 chars) using the Inverted File of PFT21. It is recommended for naming formats to use only alphanumeric chararacters, not blanks embedded or special characters like %, @, \ etc. Table of PFT commands Editor of PFT commands

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FMT21 Data entry worksheet definition

FMT21 is a conventional CDS-ISIS database that holds the layout and attributes of the different data entry worksheets of the application for the target database. Each record of this database corresponds more or less to a set of conventional <?dbn>.FMT files which defines a worksheet in winisis. The worksheet is retrieved by its name. It is recommended for naming worksheets to use only alphanumeric chars, not blanks embedded or special chars like %, @, \ etc. The application Isismarc.exe provides a specialized editor to create/edit worksheets in FMT21.MST, (see below). FDT of FMT21 database
200 201 Name of worksheet Template (repeatable) ^1 tag/name ^2 label in the worksheet ^3 mandatory = 0/1 (default = 0, no) ^4 default value ^5 quick help ^6 field validation format ex. @chk004

(checks field 004)

150 151 152

Global validation format at record level - ex. @global.pft Begin code - format executes when <Enter> to create/edit a record - ex. @begin.pft End code - format executes when exit of the record, uses function IsChanged() - ex. @end.pft

Worksheet editor
Fig 1

Field attributes
Fig. 2

The quick help should not exceed one line of text and cannot include the reserved character ^

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The format commands used in worksheets for the purpose of checking data or loading data automatically when creating or saving a record are: Global validation; Begin; End (fig. 1); and Validation (fig.2). The script of the format command can be explicit (recommended only for very short lines) or a reference to a format command stored in PFT21 database. In this case the reference should be done by the name of the format preceded by the reserved character @, for example: @chk020-bk. We recommend to use mnemonic names. The previous example would stand for a script that checks the field 020 in a worksheet defined for books. It is possible to change the number of tabs that is divided the entry worksheet. This feature is useful for non-marc databases whose fields are in a limited range of values, like the CDS demo database. The worksheet editor has a button tab to open the tab editor. Tab editor
160 161 Number of tabs in worksheet (absent or 0 defaults to 10 tabs as standard MARC21) Range of fields and text of the tab (repeatable) only if v160<>default ^t text of the tab Ex. 1XX 010-020 ^r range of fields for the tab Ex. 001-100 010-020 001,020,035-040,065 Ex. ^t001-020^r001-020 ^t021-040^r021,022,035,036-040

Constraints: Maximum 10 tabs Maximum length of the text in the tab: 7 chars The ranges (tabs) should be declared in ascending order The numbers into a range should be given in ascending order A field cannot be included in more than one range

Examples of invalid declarations

001-020 041-060 021-040 021-040 021-049 001-020 041-060 021,022,035,036-040 021,022,036-040 020,022,035,049 2nd tab range is greater than 3rd tab

field 022 is declared twice

- BEGIN and END Allows to execute a format in order to change the content of the current record at the beginning of the editing and/or at the end. Begin if mfn<0 then 'a12#UNESCO#' fi End if mfn>0 then 'd2,a2#',date(2),'#',fi The first sentence can be used to give a dynamic default value if the record is new (MFN is <0). The second sentence can be used to assign a field with the date of the last modification.

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Mfn<0 will test if the current edited record is a new one (MFN number has not been assigned yet) or an existent one.

Example of a worksheet as defined in FMT21.mst

Internal data as recorded in FMT21.mst defining the worksheet for Books
200: 150: 151: 152: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: Books-Full worksheet if 10=11 then 'foo' fi if mfn=0 then 'a3005~n~', 'a5~',s(date)*0.15,'~' fi if mfn>0 then 'a3005~c~', 'a5~',s(date)*0.15,'~' fi ^1001^2Control number^31^5Control number @m assigned by the organization ^1005^2Date and time of latest transaction^31^5system ^1008BK^2Control Field - Books^31^5Fill unused positions with the fill .. ^1022^2International Standard Serial Number ^1024^2Other standard identifier ^1028^2Publisher number ^1035^2System control number ^1037^2Source of acquisition ^1040^2Cataloging source ^1041^2Language code ...... ^1850^2Holding institution ^1852^2Location ^1856^2Electronic location and access ^1866^2Textual holdings--basic bibliographic unit ^1867^2Textual holdings--supplementary material ^1868^2Textual holdings--indexes

Definition of a worksheet for Books

MENUS; MESSAGES; Help files

22

The text of the menus and messages used by the application are also records of CDS-ISIS databases, loaded in the directories <d:>\winisis\isismarc\menu & <d:>\winisis\isismarc\msg as databases MNxx21 & MSxx21 respectively. The xx stands for the language code included in the file isismarc.cip parameter LANG= The demo version comes with Spanish=sp and English=es databases. The customization of the menu/messages databases for different languages and users profiles follows the CDS-ISIS standard. (See the official CDS-ISIS Reference Manual, version 1.3, chapter 9. Adapting CDS-ISIS to local requirements, A.1 Creating a new language version; A.3 Creating a new menu profile.) The application comes with a set of html files as a basic online manual of the system. There are four basic files, whose names are mandatory - Manual.htm (sort of homepage of the manual), linked to the About/Help menu - FDT21.htm linked to the Help button of the FDT21 editor - FMT21.htm linked to the Help button of the FMT21 editor - PFT21.htm linked to the Help button of the PFT21 editor The administrator can create other pages linked to this basic pages. If the system is installed in a multilanguage environment, with manuals for each language, it is necessary to separate the different versions of the html panges under special subdirectories named after the language code. For example: <d:>\winisis\isismarc\menu\en contains the English Manual \sp contains the Spanish Manual In this case the isismarc.cip should be modified to: HELP=C:\winisis\isismarc\manual\%LANG%\

23

Parameters of environment
Isismarc.exe uses two files with extension cip (c-isis parameter) to set the environment of the application. Paths can include or not the drive, if absent will default to the current drive. Lines with commentaries begin with a ; 1) ISISMARC.CIP Should be in the same directory of Isismarc.exe Parameters DATA LANG MENU MSG DB UPDATE HELP 939 0

PROFILE 106

107

path to the <dbn>.par files of Winisis two letters code of the language (if void or absent defaults to en = English) path to the database with the menus of the application path to the database with the messages of the application predefined database when the application opens (if void or absent Isismarc opens with a blank desktop) update the Inverted File of the target database for every new or updated record. Default or void = 0 = no Path to the files with the manual of the application Enable Data entry Write/delete operations file logging Syntax: [path]<file_name> This parameter may be used to redirect the isismarc.cip file itself to another file to read the rest of the environment parameters. It works the same as the winisis syspar.par file allowing access to different users with different profiles. The message or prompt can be preceded by a question mark (?) or an exclamation mark (!) followed by a prompt. Indicates the database of menus assigned to this profile level Syntax: PROFILE=xx DOS to Windows conversion table This parameter specifies the file name of a conversion table that Isismarc will use to convert characters from DOS to Windows. By default the standard Windows conversion table is used. Windows to DOS conversion table This parameter specifies the file name of a conversion table that Isismarc will use to convert characters from Windows to DOS. By default the standard Windows conversion table is used

Example ; this is a commentary, note that MENU path has no <drive>: information DATA=C:\winisis\data\ LANG=es MENU=\winisis\isismarc\menu\ MSG=C:\winisis\isismarc\msg\ DB= UPDATE=0 HELP=C:\winisis\isismarc\manual\ 939=log.txt 0=!Enter your password 24

the user answers to the prompt with the name of another cipar.par file, which could read DB=mrclte PROFILE=XX 2) ISISMARC2.CIP Should be in the subdirectory isismarc of the target database with the rest of the structural files for the application. For example: C:\dbisis\mrclte\isismarc2.cip Reserved words, should be capital letters CODES DOTS LDR Physical name of the databases with codes used by the target database. Databases should have standard <dbn>.par in the directory of winisis .par files Physical name of the database with the transition rules for the automatic punctuation parser of IsisMarc. If it is not indicated, the punctuation module is disabled. Base value where leader bytes are imported into a CDS-ISIS record Default=0 or missing, the database doesnt user Leader data. It is recommended to use a field over 1000, begining at a round value, for example v3000. In this case, leader bytes will be saved as fields: v3005, v3006, v3007, v3017, v3018 path to the manual of the target database. The name of the files are recorded as field v41 of the FDT21.MST for each field The manual can be any archive with extension associated to an application recorded in the Register, for example: html, .doc, html, txt, pdf, etc. Note: there is a bug in this version that opens only .html, .pdf, and .gif extensions. CDS-ISIS display formats for displaying the current record. Warning: only c-isis compatible formats, the IsisDlls dont use RTF commands Syntax:: void | filename1,filename2,... Void | <path\name> File used by the application to update the inverted file. This .FST file should be compliant with c-isis format commands, that has some differences with Winisis formats, specially the syntax of ref+lookup command to alternate databases. It is recommended to include this file together with the rest of the structural files. If the FST used with Winisis is c-isis compliant, this parameter is not necessary. See c-isis manual. Void | <worksheet name> Name of the worksheet use when open the database. If the name contains spaces it should be enclosed between quotes. The name is NOT case sensitive. WKST=Book Full worksheet

MANUAL

FORMATS

FST Optional

WKST

Example: ; this is a commentary CODES=codes CODES1=author CODES2=country DOTS =c:\dbisis\dots\dots LDR=3000 MANUAL=c:\dbisis\mrclte\isismarc\manual\ FORMATS=test,isbd,catal

25

FST=c:\dbisis\mrclte\isismarc\mrclte.fst WKST=Musical Sound Recording It is possible to work in a multilanguage environment and load the different versions of a manual in the corresponding subdirectories. For example, we have manuals for English and Spanish in the directories: C:\dbisis\mrclte\isismarc\manual\en\manual.htm \es\manual.htm (English) (Spanish)

Then, in ISISMAR2.CIP set MANUAL=c:\dbisis\mrclte\isismarc\manual\%LANG%\ Where %LANG% is the language set for the current execution.

26

Parte -2

Pick List database: CODES

CODES is a conventional CDS-ISIS database with all the codes used in the target database. CODES is a logical name, wich is translated in running time to a physical name using the file isismarc2.cip, as parameter: CODES=<database_name>. It is possible to define alternate coded databases, with any name according to CDS-ISIS restriction. The coded databases should have a <database_name>.par file in the \winisis\data directory. Whenever a field uses a pick-up list, the list is built reading all the records retrieved in CODES using the inverted file with the prefix documented as v100^f in the definition of the field in FDT21. The list will display in the left column the content of field 2 (v2) in CODES, and in the right column the content in the field vnn, where nn is documented in v100^f in the definition of the field in FDT21, corresponding to the language in use. For example, a field/subfield of MRCLTE that uses a TYPEDATE pick list will display all the records of CODES indexed with the prefix TYPE-DATE. The right column displays the content of field v3 of CODES because v3 was assigned to English implementation.

FDT of CODES database

v1 v2 v3 v4 retrieval prefix code English display text Spanish display text ... etc.

Example 1: Type-date 2: | 3: No attempt to code 4: No se codific Inverted File of CODES uses the FST: 1 0 v1

27

Authority database
Authority Data is designed to be a carrier for information concerning the authorized forms of names and subjects to be used as access points in MARC records, the forms of these names, subjects and subdivisions to be used as references to the authorized forms, and the interrelationships among these forms. A name may be used as a main, added, subject added, or series added access entry. The term name refers to: Personal names (X00) Corporate names(X10) Meeting names (X11) Names of jurisdictions (X51) Uniform titles (X30) Name/title combinations A subject may be used only as a subject access entry. The term subject refers to: Chronological terms (X48) Topical terms (X50) Geographic names (X51) Names with subject subdivisions Terms and names used as subject subdivisions (MARC 21 Concise Authority: Introduction www.loc.gov/marc/authority/ecadintr.html) Isismarc uses conventional CDS-ISIS databases as authority files. It is possible to define any number of authority databases which should be informed in the isismarc2.cip file of the target database, using the syntax: LOGICAL_NAME=<database_name>. For example: AUTHOR=c:\dbisis\autor\autor, or AUTHOR=autor if the database has a <database_name>.par file in the \winisis\data directory. Isismarc can use authority databases non compliant with MARC standards. The authority file is made up of records where one field contains the standardized form of the data entry (access point) with/without indicators and with/without subfields. The record can have other fields with information related with the access point, but this information is invisible to the process of loading data. Notwithstanding that, it is possible to see the full information peeking into the record using the button display. For example, an authority file for personal names could contain:
100 600 600 600 900 ##^aAtangana, Engelbert^bIII^d1919-1999 Note 122 other information other information administrative data

28

The authority database should index the objet field with prefix in order to be retrieved and displayed in a convenient way for the user. In this example it should be indexed as 100 0 AU=v100^a so the dictionary will display only the personal names without the rest of the data (like numerals, dates, indicators, etc). When a line is selected from the Authority pick list, the full field will be transferred to field of the target database, honoring its subfield structure and replacing whatever data it contains. To link a field to an authority file, it should be done in the first subfield of the field. In the following example the database AUTHOR is linked to the subfield ^a of field 100 (main entry-personal name).

The attribute Format to read the coded records is the field wherefrom the data is extracted, i.e. the full content including whatever indicators and subfield it had. If the authority database is indexed only by the object field it is not necessary to fill the attribute Prefix used in the coded databse, because all the inverted file will be retrieved. Otherwise, if the authority file is indexed by multiple keys, a prefix should be recorded in order to parse and display only the required keys. Because of the CDS-ISIS limitation of key lengths in the inverted file to a maximum of 30 characters, it is highly probable that could be more than one posting for a term entry in the authority file. The application will disambiguate those false synonims in the pick list, one line for each posting, up to a maximum of 25 postings. It is a limitation of the present version that cannot explode more than 25 postings for the same entry term in the inverted file.

29

PFT21 Check formats

PFT21 is a conventional CDS-ISIS database which stores all the scripts of the display formats commands used by the worksheets in the process of data entry validation or automatic loading of fields. The application Isismarc.exe provides a special editor to write the format scripts. FDT of PFT21 database
300 301 Format name Format script

Example: 302 chkv004 303 if s(M.C.P.T.) : s(mhu,v004) then else Invalid code for field v004 fi PFT21.FST 1 0 v300 The script of the format commands are retrieved by its name (up to 30 chars) using the Inverted File of PFT21. It is recommended for naming formats to use only alphanumeric chararacters, not blanks embedded or special characters like %, @, \ etc. Table of PFT commands Editor of PFT commands

30

FMT21 Data entry worksheet definition

FMT21 is a conventional CDS-ISIS database that holds the layout and attributes of the different data entry worksheets of the application for the target database. Each record of this database corresponds more or less to a set of conventional <?dbn>.FMT files which defines a worksheet in winisis. The worksheet is retrieved by its name. It is recommended for naming worksheets to use only alphanumeric chars, not blanks embedded or special chars like %, @, \ etc. The application Isismarc.exe provides a specialized editor to create/edit worksheets in FMT21.MST, (see below). FDT of FMT21 database
200 201 Name of worksheet Template (repeatable) ^1 tag/name ^2 label in the worksheet ^3 mandatory = 0/1 (default = 0, no) ^4 default value ^5 quick help ^6 field validation format ex. @chk004

(checks field 004)

150 151 152

Global validation format at record level - ex. @global.pft Begin code - format executes when <Enter> to create/edit a record - ex. @begin.pft End code - format executes when exit of the record, uses function IsChanged() - ex. @end.pft

Worksheet editor
Fig 1

Field attributes
Fig. 2

The quick help should not exceed one line of text and cannot include the reserved character ^

31

The format commands used in worksheets for the purpose of checking data or loading data automatically when creating or saving a record are: Global validation; Begin; End (fig. 1); and Validation (fig.2). The script of the format command can be explicit (recommended only for very short lines) or a reference to a format command stored in PFT21 database. In this case the reference should be done by the name of the format preceded by the reserved character @, for example: @chk020-bk. We recommend to use mnemonic names. The previous example would stand for a script that checks the field 020 in a worksheet defined for books. It is possible to change the number of tabs that is divided the entry worksheet. This feature is useful for non-marc databases whose fields are in a limited range of values, like the CDS demo database. The worksheet editor has a button tab to open the tab editor. Tab editor
160 161 Number of tabs in worksheet (absent or 0 defaults to 10 tabs as standard MARC21) Range of fields and text of the tab (repeatable) only if v160<>default ^t text of the tab Ex. 1XX 010-020 ^r range of fields for the tab Ex. 001-100 010-020 001,020,035-040,065 Ex. ^t001-020^r001-020 ^t021-040^r021,022,035,036-040

Constraints: Maximum 10 tabs Maximum length of the text in the tab: 7 chars The ranges (tabs) should be declared in ascending order The numbers into a range should be given in ascending order A field cannot be included in more than one range

Examples of invalid declarations

001-020 041-060 021-040 021-040 021-049 001-020 041-060 021,022,035,036-040 021,022,036-040 020,022,035,049 2nd tab range is greater than 3rd tab

field 022 is declared twice

- BEGIN and END Allows to execute a format in order to change the content of the current record at the beginning of the editing and/or at the end. Begin if mfn<0 then 'a12#UNESCO#' fi End if mfn>0 then 'd2,a2#',date(2),'#',fi The first sentence can be used to give a dynamic default value if the record is new (MFN is <0). The second sentence can be used to assign a field with the date of the last modification.

32

Mfn<0 will test if the current edited record is a new one (MFN number has not been assigned yet) or an existent one.

Example of a worksheet as defined in FMT21.mst

Internal data as recorded in FMT21.mst defining the worksheet for Books
200: 150: 151: 152: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: 201: Books-Full worksheet if 10=11 then 'foo' fi if mfn=0 then 'a3005~n~', 'a5~',s(date)*0.15,'~' fi if mfn>0 then 'a3005~c~', 'a5~',s(date)*0.15,'~' fi ^1001^2Control number^31^5Control number @m assigned by the organization ^1005^2Date and time of latest transaction^31^5system ^1008BK^2Control Field - Books^31^5Fill unused positions with the fill .. ^1022^2International Standard Serial Number ^1024^2Other standard identifier ^1028^2Publisher number ^1035^2System control number ^1037^2Source of acquisition ^1040^2Cataloging source ^1041^2Language code ...... ^1850^2Holding institution ^1852^2Location ^1856^2Electronic location and access ^1866^2Textual holdings--basic bibliographic unit ^1867^2Textual holdings--supplementary material ^1868^2Textual holdings--indexes

Definition of a worksheet for Books

MENUS; MESSAGES; Help files

33

The text of the menus and messages used by the application are also records of CDS-ISIS databases, loaded in the directories <d:>\winisis\isismarc\menu & <d:>\winisis\isismarc\msg as databases MNxx21 & MSxx21 respectively. The xx stands for the language code included in the file isismarc.cip parameter LANG= The demo version comes with Spanish=sp and English=es databases. The customization of the menu/messages databases for different languages and users profiles follows the CDS-ISIS standard. (See the official CDS-ISIS Reference Manual, version 1.3, chapter 9. Adapting CDS-ISIS to local requirements, A.1 Creating a new language version; A.3 Creating a new menu profile.) The application comes with a set of html files as a basic online manual of the system. There are four basic files, whose names are mandatory - Manual.htm (sort of homepage of the manual), linked to the About/Help menu - FDT21.htm linked to the Help button of the FDT21 editor - FMT21.htm linked to the Help button of the FMT21 editor - PFT21.htm linked to the Help button of the PFT21 editor The administrator can create other pages linked to this basic pages. If the system is installed in a multilanguage environment, with manuals for each language, it is necessary to separate the different versions of the html panges under special subdirectories named after the language code. For example: <d:>\winisis\isismarc\menu\en contains the English Manual \sp contains the Spanish Manual In this case the isismarc.cip should be modified to: HELP=C:\winisis\isismarc\manual\%LANG%\

34

Parameters of environment
Isismarc.exe uses two files with extension cip (c-isis parameter) to set the environment of the application. Paths can include or not the drive, if absent will default to the current drive. Lines with commentaries begin with a ; 3) ISISMARC.CIP Should be in the same directory of Isismarc.exe Parameters DATA LANG MENU MSG DB UPDATE HELP 939 0

PROFILE 106

107

path to the <dbn>.par files of Winisis two letters code of the language (if void or absent defaults to en = English) path to the database with the menus of the application path to the database with the messages of the application predefined database when the application opens (if void or absent Isismarc opens with a blank desktop) update the Inverted File of the target database for every new or updated record. Default or void = 0 = no Path to the files with the manual of the application Enable Data entry Write/delete operations file logging Syntax: [path]<file_name> This parameter may be used to redirect the isismarc.cip file itself to another file to read the rest of the environment parameters. It works the same as the winisis syspar.par file allowing access to different users with different profiles. The message or prompt can be preceded by a question mark (?) or an exclamation mark (!) followed by a prompt. Indicates the database of menus assigned to this profile level Syntax: PROFILE=xx DOS to Windows conversion table This parameter specifies the file name of a conversion table that Isismarc will use to convert characters from DOS to Windows. By default the standard Windows conversion table is used. Windows to DOS conversion table This parameter specifies the file name of a conversion table that Isismarc will use to convert characters from Windows to DOS. By default the standard Windows conversion table is used

Example ; this is a commentary, note that MENU path has no <drive>: information DATA=C:\winisis\data\ LANG=es MENU=\winisis\isismarc\menu\ MSG=C:\winisis\isismarc\msg\ DB= UPDATE=0 HELP=C:\winisis\isismarc\manual\ 939=log.txt 0=!Enter your password 35

the user answers to the prompt with the name of another cipar.par file, which could read DB=mrclte PROFILE=XX 4) ISISMARC2.CIP Should be in the subdirectory isismarc of the target database with the rest of the structural files for the application. For example: C:\dbisis\mrclte\isismarc2.cip Reserved words, should be capital letters CODES DOTS LDR Physical name of the databases with codes used by the target database. Databases should have standard <dbn>.par in the directory of winisis .par files Physical name of the database with the transition rules for the automatic punctuation parser of IsisMarc. If it is not indicated, the punctuation module is disabled. Base value where leader bytes are imported into a CDS-ISIS record Default=0 or missing, the database doesnt user Leader data. It is recommended to use a field over 1000, begining at a round value, for example v3000. In this case, leader bytes will be saved as fields: v3005, v3006, v3007, v3017, v3018 path to the manual of the target database. The name of the files are recorded as field v41 of the FDT21.MST for each field The manual can be any archive with extension associated to an application recorded in the Register, for example: html, .doc, html, txt, pdf, etc. Note: there is a bug in this version that opens only .html, .pdf, and .gif extensions. CDS-ISIS display formats for displaying the current record. Warning: only c-isis compatible formats, the IsisDlls dont use RTF commands Syntax:: void | filename1,filename2,... Void | <path\name> File used by the application to update the inverted file. This .FST file should be compliant with c-isis format commands, that has some differences with Winisis formats, specially the syntax of ref+lookup command to alternate databases. It is recommended to include this file together with the rest of the structural files. If the FST used with Winisis is c-isis compliant, this parameter is not necessary. See c-isis manual. Void | <worksheet name> Name of the worksheet use when open the database. If the name contains spaces it should be enclosed between quotes. The name is NOT case sensitive. WKST=Book Full worksheet

MANUAL

FORMATS

FST Optional

WKST

Example: ; this is a commentary CODES=codes CODES1=author CODES2=country DOTS =c:\dbisis\dots\dots LDR=3000 MANUAL=c:\dbisis\mrclte\isismarc\manual\ FORMATS=test,isbd,catal

36

FST=c:\dbisis\mrclte\isismarc\mrclte.fst WKST=Musical Sound Recording It is possible to work in a multilanguage environment and load the different versions of a manual in the corresponding subdirectories. For example, we have manuals for English and Spanish in the directories: C:\dbisis\mrclte\isismarc\manual\en\manual.htm \es\manual.htm (English) (Spanish)

Then, in ISISMAR2.CIP set MANUAL=c:\dbisis\mrclte\isismarc\manual\%LANG%\ Where %LANG% is the language set for the current execution.

37

How to create a new database or edit an existing one

There are two options, to create a new database from scratch, or to reuse data from an existing database and doing some customization.

I.

New database from scratch

I takes four steps - Step A creation of the skeleton of the database using winisis - Step B edition of the full attributes of the fields/subfields - Step C edition of the environment of the database and ancillary files Isismarc2.cip Help files Associated databases with codes, authority files, etc. - Step D create all the worksheets and pfts required by the database Use the wizards provided by Isismarc. See the explanation in the corresponding sections of this document. ` Step A creation of the skeleton 1. Create the database using Winisis as a normal database using the standard procedure. Edit all the fields and subfields. Take note that Isismarc will honor the exact order of the subfields as are declared in the FDT. Go through all the process of Winisis and finish it. 2. Open Isismarc 3. Open the new database Isismarc will report that the required isismarc structural files are missing, and will prompt you to create the files or not. Answer yes Isismarc will use the existing FDT to create the following files: - Isismarc\FDT21.mst/xrf - Isismarc\FMT21.mst/xrf (empty) - Isismarc\PFT21.mst/xrf (empty) 4. Close the FDT21 edition panel with the button ok Now you have the bare bones of your database

Step B customizing the fields 1. Open the FDT21 editor Toolbar Configure/Edit FDT21 2. Proceed to edit the attributes for every field/subfield of your FDT 3. Click a line from the upper panel and press Edit, or double click the line to enable the bottom panel. Each field should be customized in the following attributes, press the button Edit attributes

38

Global data of the field this is automatic, comes from the original FDT, dont change it # tag Name of the field (label) The name comes from the FDT but you can modify it only for fixed fields, otherwise the field is empty, below there is more Type of material explanation Values=0/1 default=0 non repeatable field Repeatable Values=0/1 default=0 non subfielded field Subfielded A recent created database will contains a ^n? Indicator 1 (repeatable) If the field has no indicators, delete the content with F2 If the field has indicators, record each instance (it is a repeatable field) double clicking the option. The editor will provide a window to write each couple of value-text for the options. If the field has indicators but the option is undefined or sin asignar, etc., the application requires to use the symbol # as the option as in the figure below.

Indicators editor

Indicator 2 Length Help in context

The same as indicator 1 Values=0/n default=0 variable, if fixed <n>=number of characters Name of the external file, can be any file with a registered extension

39

Subfields editor

Each line corresponds to an attribute that makes the profile of a subfield, as was defined in the FDT21 table before. The o ordinal of the subfield is automatic. When a subfield is deleted or inserted the editor will renumber the whole set. There are a number of internal checks that maintain some coherence in the definition, but the administrator of the database is reponsible for the logic of the definition. There are two different cases of subfields: variable length fields & fixed length fields. Fixed length fields requires a special treatment explained later in the manual.

a) Variable length fields Subfield Name of subfield (label) Ordinal of the subfield Repeatable Length Default value Codes for data entry procedure The letter comes from the FDT, dont change it This is the text displayed in the worksheet, write whatever you want This number cannot be changed, is mandatory Values=0/1 default=0 non repeatable subfield Values=0/n default=0 variable, If fixed <n>=number of characters only for fixed fields There are 4 different options, the content of the next lines depends on the data entry code. The editor will check the consistency of the data, if there is any value missing the editor will display a warning of missing field

Code of data entry = 0 - manual edition Name of the database with coded data for picklist Prefix used to fetch the codes in the inverted file Format to read the coded database Edition attributes of the subfield

Void Void Void Void

40

Code of data entry = 1 - data produced by the system, is not allowed to edit Name of the database Void Prefix Void Format Instruction to generate the data, is an pft command. It is recommended to use this feature only with fixed length fields and load the system data in variable fields using the feature in the worksheet. Edition attributes Void

Code of data entry = 2 - Authority file Name of the database Name to an external Winisis conventional database. Can be used a logical name declared in isismarc2.cip, ex.: AUTHOR Prefix Prefix used to index the entry Format <field_tag> containing the standardized entry Edition attributes Void (assumes replace)

Code of data entry = 3 - Pick-list Name of the database Name to an external Winisis conventional database. Can be used a logical name declared in isismarc2.cip, ex.: CODES Prefix Prefix used to fetch all the codes that make-up the pick list table, Ex. TM could stand for type of material Format Field in the external database where the expanded text is associated to the code. This feature allows to have a single multilingual codes database. Ex. v3 could stand for the Spanish labels of the codes Edition attributes Attributes enabled: NOTYPE: ADD: REPLACE: REPEAT:

b) Fixed length fields For fixed lenght field Isismarc creates a template for data entry, which is defined according to the attributed defined for every chunk of data that make-up the field. # tag Name of the field (label) Type of material This is automatic, comes from the original FDT, dont change it The name comes from the FDT but you can modify it If the field is polymorphic, i.e.= the same tag has different layouts for different materials, like MP, BK, MU, etc. you can define as many instances of the same field as different required types. The qualifier is recorded in the second column of the upper panel of the FDT21 editor. The first type of a set will be the default option. It is recommended to use BK as the first option. See field 008 of the MRCLTE demo database. Values=0/1 default=0 non repeatable field Values=1 1 is mandatory Should be void, mandatory Should be void, mandatory number of characters of the field Name of the external file, can be any file with a registered extension

Repeatable Subfielded Indicator 1 Indicator 2 Length Help in context

41

The layout of the template is made of as many chunks of bytes as you need. You have to define every piece of data if it were a subfield, therefore you should create as many instances of subfields in the bottom panel of the editor as pieces you need to complete your template. These pieces are numbered in the precise order, but the subfield name is disabled. You can edit every piece of the template the same as subfields. Take care that the sum of the fixed lengths of all the pieces should be exactly the length of the field. Step C edition of the environment of the database and ancillary files Go to the ..\<your_database>\isismarc directory

There you should create/edit a file named isismarc2.cip Prepare the parameters according to the guidelines of section Parameters of environment Pay special attention to LDR parameter. If you are going to use leader data, you should set a range of field numbers reserved to hold these special bytes. The present versions of CDS-ISIS (any version) dont use leader bytes, therefore Isismarc emmulates that feature using standard fields. We recommend to use a range of fields over 1000. The demo databases use a set of numbers begining with 3000 for the leader bytes, for example LDR-06 is allocated in the field 3006. To export/import these fields into the real leader sector of the ISO2709 file you should use either the Unesco application ImpExp2709, or Biremes c-isis utilities (fix80.exe & mx.exe version 4.0x) If there is no LDR parameter in the isismarc2.cip file, the leader choice feature will be disabled.

II.

New database reusing another existent database.

The structural files required by Isismarc should be locatd as a subdirectory of the target database. The names of these files are mandatory: FDT21, FMT21, PFT21. If your new database is similar to any of the demos provided it is much easier to copy the folder isismarc of the demo database into the directory of your database and later edit the fields (adding or deleting) whatever you need. Remember to edit the isismarc2.cip according to the requirments of the new database.

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DOTS database
DOTS database is an standard winsisis database wich contains most of the punctuation marks used in subfields, according to AACR2 rules implemented in MARC21. IsisMarc uses this database as input to the parser or automata to include the punctuation at data entry time.

The usual method to represent the transitions of an automata is using a graph with nodes and arrows as exemplified below. Each state (or node) is indicated as an ellipse with the name of the actual subfield. Each transtion path is indicated as an arrow. In the example, from the starting point (field v245 subfield ^a), there are arrows that indicate the transitions to all the possible next states. The figure answers the question: after the present subfield, what punctuation should be included in case the next subfield is so and so, or there is no subfield at al (represented in color blue). Each next state is another node, and each arrow has attached its transition rule (punctuation mark to include). If a subfield is repeatable, then the node has an arrow that points to itself: Ej. 260 ^aNew York ; ^aBerln : ^bSpringer
When the automata reaches the end of the subfields sequence and there is no path, the last node is indicated with an especial sign. When there is no path between two nodes it is indicated with the rule N/A (not available).

DOTS database implements the rules using the following methodology. 1) There is one record for every field/subfield that needs punctuation rules. Therefore you should create a record for v100^a, another record for v100^b, etc. 2) Each transition rule is indicated as the repeatable field v2 in DOTS. 3) Use # sign to indicate a blank space, for example: #;# means: space-semicolon-space 4) End of the path is indicated with _ (underscore) 5) When all the transition rules for a node are equal, there is a shorthand notation that is applied to each case with exception of the end of the sequence. The shorthand notation uses the * (asterisk), see below for an example. 6) Exceptions to the rules will be indicated in a repeatable field v3 of DOTS. For example, if the subfield ends with an special character, then the rule is disabled. 7) In order to activate DOTS database, it should be included in the isismarc2.cip file of your biblographic database as parameter DOTS=<phisical name>, for example: DOTS=C:\dbisis\dots\dots, (see Part II of the manual). If there is no DOTS database in the parameter file, IsisMarc will not activate the automatic punctuation module.

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DOTs FDT Tag Name

1 2 3

Attrib

Example
100a ^1b^2#:# if follows subfield b then include space-colon-space

Tag Punctuation ^1 next state ^2 punctuation rule rule Exception

#;#
if the present subfield ends with space-semicolon-space then do not apply the rule

It is highly recommended to prepare a table like the following before doing the data entry, in order to ascertain exactly the transition rules and the exceptions. Field
245

Subfields
abcnph a

Follows
_ a b c n p h =# #;#

Rule
. N/A this case is not included in DOTS database #:# #/# .# ,# # Ex: ^aHamlet ; ^bRomeo and Juliette ; Othello

exception exception

245

b
b etc.

100

abcdequ4k
c _ * . ,# end of the field coma-space for any following subfield

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Functionalities specific to IsisMarc 1.5

III. Search records inside IsisMarc.

IsisMarc 1.5 adds the posibility to search inside the active database and after doing double click over a result of the search, to go to the record. The interface is similar to WinIsiss expert search. The way to access this record navigator is through the Menu Option:

Or through the icon in the toolbar:

This option could be accesed in any moment when a database window is open. The main window looks like that:

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The principal areas in this window are: 1. Search expression. This area is used for inserting the text that the user is looking for. 2. Search History. Remembers all the searches that the user did in the present session. Could be used for inserting previous searches in the search expression. 3. Buttons: Simply add the signs that corresponds to the desired operator. Also invokes the dictionary. 4. Tag choice. Using this option the user could choice which field will be showed joint to the MFN of the result in the result list. 5. Result List. This section presents the MFN and any record field as result for the search expression. Dictionary. The Dictionary window is invoked by the Dictionary Button inside search window. The Dictionary window looks as follow:

The user could select one or more terms from the list. Could insert characters in the top line and automatically the dictionary window will present the dictionary terms that matches with the terms. Exactly as WinIsis. The user could use the bottom navigator buttons for navigating inside dictionary.

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When the user wants to search records based in dictionary terms, simply double clicks the term, and it will be transported inside Search Expression from Search Window. Attention: If search expression is not empty automatically will be added a plus (+) sign between the actual content and the term selected. The Dictionary window is closed automatically when search window is closed.

Navigating inside Records When the user puts an expression inside Search Expression, could press Enter Key or Execute Button and a list of results is showed:

In the previous example the user has insert the term science$ and IsisMarc shows that 6 records contains that term (In the above example weve chosen to present tag 100 joint to MFN). The easiest way to go to some of the result records is simply to double click in the list. This action will order to the database window to go to the selected record. Lets see:

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The user clicks over a record and the database window, goes to the selected record

For editing the record, the user simply must click over the database window, and start the editing task. The user could maximize the database window, but whenever the search function is invoked the database window will be restored to the original size.

IV.

Adding MARC records to a database. Importing Marc Records.

IsisMarc 1.5 could import MARC (ISO2709) records directly. All the imported records will go to an intermediate internal database and the user could select it, present it and copy to a common database.
All the import options added must work over a database window, this means that a database must be opened to access this functionality.

The ISO2709 must be a valid file named by extensions .mrc or .001 indicating MARC tape files. The way to access this functions is through the menu option:

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This option will present a window that allow the user to select the file, a progress bar that indicates the state of the convertion, and the record list that will present the imported records to the moment.

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The user could select the file pressing the ellipsis button (...) and a Dialog Box will be showed. This dialog allows to the user to indicate the file to import. After a valid file is chosen the Button Process It! Will be enabled. The user must click it for starting the import process.

The final purpose of this functionality is to import MARC21 records from external sources. The first step could be seeing the imported record. This could be done pressing Enter over the selected record, double click or clicking over PFT Button.

This window presents the imported record and the tags that it contains.

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Atention: The imported record is not directly transferred to the database that is actually opened. The user must indicate to IsisMarc that wants to transfer this record to the database. All the imported records are stored in a Temporal database called temp that resides in c:\Temp. Atention II: The user could see how the record will fit inside the database using the format combo. All the formats are from the database window that is actually activated. When the user wants to add a selected record inside the actually opened database, simply must click at the Insert Button. IsisMarc will copy the selected record at bottom of the currently opened (and selected) database. The database that will receive the record is showen in the Title bar of the Import Window:

After inserting the record, the inserted record will be showen with a rose background indicating that this record has been added to some database ( Or the same, that has been used).

The user could also Insert All the records that are inside the temporal database (in this case all the records will be painted in rose), delete some record or delete all the records in the temporal space (database). Final Observation: All the functionality of inserting is enabled exactly as the user is typing the copied record. It means that if UPDATE=1 in isismarc.cip the imported record could be searched inmediatly after it was imported. Also the log text and so on will be updated.

V.

Searching over Z39.50 servers. Defining new servers.

IsisMarc 1.5 has added the YAZ (http://www.indexdata.com) Open Source library. This library adds the functionality to access Z39.50 servers.

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This introduces also a question: How to define which Z39.50 servers will be accessed? IsisMarc 1.5 comes with an Isis Database called servers that defines which servers will be accessed. The user could choice from this database for each search, which servers wish access for completing the query. The servers database is a common WinIsis database that could be modified in the common ways:

The final user could access to this database and define/delete/add or modify new Z39.50 servers for accessing through IsisMarc:

There are only four fields to complete:

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The name of the destiny (This is how it will be referenced inside IsisMarc), the URL to access it, the port and the database name. IsisMarc comes with 44 servers predefined, mostly from spanish spoken libraries.

How Z39.50 works inside IsisMarc? Z39.50 Agent.

Z39.50 searches could take long time. This is specially true from countries without good Internet conection. The protocol says that the way is: 1. 2. 3. 4. 5. Open a session with the server. Perform the query. Check the number of results. Obtain the results. Close the session.

Aditionally IsisMarc stores the results in another temporal database for admiting that the user could import this records to the final database, after a process of examination of the record obtained. For this reasons, IsisMarc 1.5 has added an agent that could make all this process and allows the user to continue working with another tasks inside IsisMarc. It means that the process of doing a Z39.50 Query is to inform IsisMarc for the search expression, indicating which servers will be accesed, and simply leave it and continue working with another thing until IsisMarc informs that this query has finished and could be accesed. We could realize that IsisMarc comes with a person that makes the Z39.50 work. We inform to this person that we need a Z39.50 and he/she will start its works. We could continue editing or adding

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or searching records using the same IsisMarc interface and when this person has finished will inform us that has nothing more to do. We named this person as Z39.50 Agent. One of the differences in this new IsisMarc version is related to the Status Bar, it seems like this:

This is the indication that the agent has nothing to do.

The Z39.50 agent work in time-intervals. It means that checks if has something pending for example each 20 seconds. Also it means that when a new query is inserted, the user must wait that agent is activated to attending it. The time interval could be defined in isismarc.cip however.

How to make a new query? The query Window could be accesed through the File menu:

This is the way to access to the Z39.50 Wizard. The window that appears looks like:

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Lets analize every part of the window. The part that is signaled with 1 is related to the searches that have been done or are in Process. If you want to make a new search simply click over New Search. If you want to perform the same last query, could use Re-do search. If you want to Stop the current search, press over Stop Search.

Lets see part signaled with 2. This are the states representation. In rose it means that the query is in process. In red that the query has obtained some error code, in Cyan that is in queue and in blue that is finished.

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In cyan its indicating that the Z39.50 agent has not attending it yet. Could be attending some other query or will be attended next time (see time periods) the agent is activated. The part signaled with 3 corresponds to the records area. Here will be presented the records obtained for each search. It means that when the user clicks over part 1, all the records that this search has obtained, will be presented in area 3. As with the MARC import assistant, the user could select a record and insert into the database window. Remeber that all the records that comes from Z39.50 goes to a temporal database (that, inclusive, is no the same that used by the Import MARC assistant). For inserting a Record, the user could press Insert Button and the record will be painted in rose indicating that was used.
Log Tool. Area 4.

Some Z39.50 servers could admit some kinds of queries and some others not. IsisMarc 1.5 comes with a predefined Bib-1 sets trying to use the more commons of its. However some specialized queries (that uses some Bib-1 attributes) could be not admitted in some servers. Another kind of problem could be that simply the connection could not be reached between IsisMarc and the Z39.50 server. This kind of problem could be generated because bad URL definition, bad database definition or simply that the Z39.50 server has been shuted down, the database name has changed, or the service has been converted to a password mode. The very different nature of the problems has determined that a Log information is necesary. For example with the purpose of evaluating how many servers could be reached and ansewered from my original choice, or simply how many has records for sending me. The area 4 informs all the tasks that have been done by the agent in the process of the query. It means that when the agent tries to connect to the server, it stores a log from this connection, when sends the query, stores the query and so on. This functionality allows the user to analyze the entire result from a query. However clicking over area 1, area 4 will be refreshed showing the log for the selected query. The log database is an Isis database that is stored in C:\Temp.

Matter of size. Area 5.

The final user could choice how many results from the server wish to obtain and store locally. With a constant use this way of working could be very expensive in terms of disk space. The area 5 is presenting how much space the temporary Z39.50 databases are using from this machine. It includes the records database and the log.

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Making a new Query. PQN and Isis Search Language. When the user generates a new search this window is opened:

The first list presents all the servers that are included in servers database, that we have seen how to touch. We could choice one or several (or all, clicking over Select all servers) Z39.50 servers. After that we could add a search expression qualifying it with the options referring to the field/tag. Also we could add a logical operator for all the expressions. We could choice also how many records from each server we want. Finally we press button Go for doing or Close to Cancel.
Putting all together.

Our first step will be input a new search. We have selected all the servers and put a complex expression:

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After pressing the Go! Button this window desapears and the Z39.50 wizard looks like this:

As we can see, the search is inserted in Pending state, waiting for the agent. Also the search expression is converted to a Isis comprensible expression. This is not the expression that will be sent to server, this could be seen moving in this area to the right. The next step is simply to close the Window and continue working with some another thing. The agent will comunicate us its work through the state bar.
Atention: For security reasons is highly recommended to Close the window after inserting a new query and opening it only when the agent tells that is doing nothing.

Few moments after the Agent is informing that the search is attended. The agent will be informing the progress of the search, it means how many servers have been visited.

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When the search finishes. The agent will inform that is updating I/F from logs and records. After that will inform that is doing nothing. We could re open the window and seeing the results.

As we can see, the search has obtained 193 results. The search has finished with error state.
Atention: All the searches that in some action contains an error, will be saved in this state indicating that some servers could not respond or have a search error.

We now could see the records obtained using the database currently opened formats or simply to see all the record.

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Selecting from the list box, we could see how will be seen this record inside the database.

VI.

Deleting and mantaining Z39.50 temporary databases

If you are refreshing the Z39.50 databases and the Agent is doing searches, the indexes could be broken. Also if you want to erase some searches or delete all the previous searches you will have an option for mantaining the databases:

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This option will warn about the Z39.50 agent will be disabled until the operation will finish. After that it opens the following window:

Using the first button you could delete the results/log from the selected search. Using the second you could delete all the searches log/result. The third button is used for reindexing all the temporary databasess index. The fourth is used to unlock the temporary databases if any problem has happen. The recommended procedure is to unlock the databases and after that reindex the temporary databases.

VII.

Deleting all the records from the actual database.

Using the following procedure you will delete all the content of the actual database. Is not recommended in VIII. Added components to the default install of IsisMarc.

The following DLL are inserted inside IsisMarc default install:

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Yaz.dll Yazxx.dll Libxml2.dll Iconv.dll Msvcrtd.dll

Indexdata Open Source component for Z39.50 connection Dependant component of Yaz Dependant component of Yaz Dependant component of Yaz Dependant component of Yaz

Aditionally, IsisMarc will create into C:\Temp the temporary databases for storing ISO2709 imported data and Z39.50 search results.
Warning: If you delete the content of C:\Temp all retrieved data from ISO2709 import and Z39.50 search procedures will be lost. However, if you want to permanently store this data, you must Insert into your appropiate database. This record(s) will be copied from temporary space to your permanent database.

IX.

Added parameters to isismarc.zip

During the new install process made with Open Sources InnoSetup, IsisMarc install process will ask

For a parameters that will be saved to isismarc.cip. After installing you can however, change this simply editing isismarc.cip. As its explained in the setup screen, the INTERVALZ parameter defines which is the period that the Z39.50 agent is waken up. If its defined to 0, simply the Z39.50 features will be disabled. The valid period is between 20 and 60 seconds.

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If you have a proxy for doing Internet connections, you can also store the IP address for detecting and making Z39.50 through this IP address.

X.

Special Features of IsisMarc-Z39.50 Insert Record.

The Z39.50 protocol returns MARC Records. In some cases you could want to specify that the system-generated MARC fields were changed after the record in inserted in the target database. The BDU database example that comes with this IsisMarc version, shows how could it be done. Is necesary to have some expertise with Biremes mx utilitaries. Isismarc 1.5 understands s new subfield called ^u for an entry of an FDT21 subfield. Lets see: mfn= 3 1 005 2 Fecha de la ltima modificacin 5 0 6 0 20 0 41 04-Campos 001-005.htm#mrcb005 55 if MFN=0 then 'a005@',date,' @' fi 100 ^nFecha de la ltima modificacin^o1^r0^l0^w1^us(date)*0.8,s(date)*9.6,s(date)*10.1 This example shows the 005 entry record in FDT21 database for BDU Isismarc database. The u subfield is telling that in every situation that a record is inserted (through an import Z39.2 operation or Z39.50 Wizard) the field 005 will be replaced with this formula: s(date)*0.8,s(date)*9.6,s(date)*10.1 That takes the exactly data and puts in the format of an automatic system generated data. As Isismarc does not admit to insert this subfield, and the processing of system generated field is a choice of the final user (could be also edited by the

button) this operation is understood by Isismarc 1.5 as a hidden trick for automating this process.

XI.

Which databases are included inside this distribution?

In this distribution weve included the same older databases included with IsisMarc and added two databases that have some added work. BDU database is the default opened database is an extract of 100 record of Argentinas MARC21 Union catalog administered by Education Ministry. It has a lot of entry worksheets each one oriented to some differents material types. This work has been done by Cuyos University librarians. The complete isismarc folder (inside BDU data) could be copied to

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another database for using this work. However mrclte, mrclts, unimrc and author databases are included in this package.

XII.

Uninstall process.

The software could be uninstalled through normal windows Control Panel, Add/Remove Programs. The WinIsis folder, .par files and all DBISIS folder will remain in computer. All the databases will remain inclusive if you install IsisMarc (1.5) software again. The actual process to delete an entire database and force to be reinstalled is manually delete from DBISIS folder.

Software Components Credits YAZ Library Used for Z39.50 access License: http://www.indexdata.dk/licensing/yaz/ http://www.indexdata.com

Inno Setup Installer Used for the install package, translations License: http://www.jrsoftware.org/files/is/license.txt http://www.jrsoftware.org/isinfo.php

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