This document summarizes Harvard Library's process for adding digital bookplates to catalog records. It involves: 1) Identifying invoices linked to orders with funds that require bookplates 2) Tracing the invoice to the associated catalog record 3) Inserting the fund code into a local MARC tag in the catalog record 4) Exporting updated records to the discovery system to display the corresponding bookplate. Bookplates are prepared by digitizing physical plates and making them available through a delivery service. Configurations link fund codes to bookplate images and metadata.

1. Digital Bookplates in the library
catalog
by Corinna Baksik
Project Contributors :
Tim Elliot
Laura Morse
Abigail Bordeaux
(and more)

2. Overview
1. Find invoices that are sent to A/P each day
2. Cull those invoices, identifying funds that
require bookplates
3. Trace the Invoice line item to the linked Order
Record, then to the bib
4. Insert fund into local MARC tag in bib
5. Export MARC record to AquaBrowser
6. For each local MARC tag with fund, display
corresponding bookplate, based on
configuration table

3. Oracle table trigger
• “Triggers are procedures that are stored in the database and
are implicitly run, or fired, when something happens.” –
Oracle DBA Guide
• New trigger on Z77 (invoice header, general invoice
information)
• Trigger is run each time an Invoice is set to R (Release) or F
(Frozen), indicating it has been sent to Accounts Payable

4. Invoices get updated daily to status R or F during the “AP Feed" batch
job, acq-10 “Invoice Report”

5. Oracle Table Trigger
• When the trigger is activated, we capture the invoice # and
vendor code in a new table:
z77_rec_key update_time processed char
(Y/N)
Vendor Code + Invoice # Date that Invoice Status Did we process this invoice
was updated to R or F yet for ebookplates?
(Default = N)
After an invoice
has run through
the ebookplate
script, this flag is
Each day’s invoices are then set to Y and we
run through a custom know not to
“ebookplate” script process it again

6. Budget
Transactions,
Z601

7. Analyze budget transactions in Z601
• If budget transaction has Z601-TYPE = INV, continue
(as opposed to TYPE = ENC for encumbrances).
• If budget transaction is linked to ADM (i.e. Z601-
DOC-NUMBER has values other than zero), continue.

8. • Is this budget transaction eligible for a bookplate?
Code for each Code for fund, e.g. “John
Harvard Library Harvard Book Fund.”
/ Library group
Config file:
415:355108
415:356008
415:565394 This list represents funds that
… need book plates, per library

9. Once the script determines that a budget is eligible, it finds
the linked BIB system number
From Z601 budget transaction, retrieve Z601-DOC-NUMBER (ADM #)
Z103 “LINKS BETWEEN RECORDS”
SOURCE-DOC-NUMBER SOURCE-LIBRARY DOC-NUMBER LIBRARY
ADM ADM library BIB (usually but not BIB library
always same as ADM)
012217273 HVD50 012217273 HVD01

10. Input file for Aleph job
BIB
012553001 HBP L $$a415.37360..565328.651123.0000.00000
012333579 HBP L $$a415.37360..565328.651123.0000.00000
012553002 HBP L $$a415.37360..565328.651123.0000.00000
012553003 HBP L $$a415.37360..565328.651123.0000.00000
• New local tag HBP
• File is deduped and placed in hvd01/scratch

11. Merge records
• Since input file has only HBP tags, use
manage-38 to merge it with database records,
avoiding duplicate HBP tags
tab_merge
EBKPLATE merge_doc_adv_overlay 33
tab_merge_adv_overlay
33 1 # Y ##### (Retain all fields for database record)
33 2 # C HBP## (Retains incoming tag if it does not occur in DB rec)
33 2 # U HBP## (Retains incoming tag if tag + content not in DB rec)

12. Updating database
• End result is a file with complete database record including
existing and new unique HBP tags
• Run manage-18 using “REP” (Replace) parameter to replace
existing database record with new one from input file

13. Manual addition of HBP tags
• A title is paid on a standing order record but is
cataloged individually
• “Re-cases” or other instances where a book with
a physical plate undergoes processing such that
the original plate is removed
• Etc.

14. Data in discovery system
• During export to Aquabrowser, content of HBP
tag is edited to a shorter form:
415_123456
http://hollis.harvard.edu/?itemid=|library/m/aleph|012199667

15. Prep work for display of plate
• Digitize bookplates (spec’d and handled by Harvard College
Library Imaging Services)
– scanned in color at 300 dpi
– 24-bit color, RGB, with an embedded sRGB ICC color profile
– JPEG2000 files, JP2 format
– Lossy compression should be used with a 5-to-1 compression
ratio
– JPEG2000 progression order: RLCP
– Images should be tiled, with tile sizes of 1024 x 1024
• Images are deposited into home-grown digital repository
for preservation and access
• These are delivered from repository to browser through
home-grown intermediary service (Image Delivery Service)

16. Prep work
• XML config file for Fund #  Fund Display Name

17. Prep work
• Create URNs using Name Resolution Service
To thumbnail:
http://nrs.harvard.edu/urn-3:hul.EBKPLT:415_565253?width=125&height=200
To donor recognition page:
http://nrs.harvard.edu/urn-3:hul.EBKPLL:415_565253
The consistent format of the URNs allows us to easily call
thumbnails from the discovery system

18. Discovery system display
i.e.: If content of 899 tag is not
found in our XML config, don’t
display bookplate

19. Questions?
Corinna Baksik
Systems Librarian
Harvard Library
Email:
corinna_baksik@harvard.edu
Skype: corinna_baksik