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    Working with Brief Record Levels

    Translatable
    You can customize the definition of a brief record. Varying levels of brief records can be defined using rules that assign a brief level based on checking the existence of information in the metadata. Ten levels of brief records can be defined from 01 through 10, where 01 represents the most brief record and 10 represents a full record. Since there are varying standards for defining the criteria of a brief record (such as the MARC and OCLC standards), brief level rules provides you with the greatest flexibility and granularity for identifying the level of briefness of a bibliographic record that enhances your options for record updates.
    Brief record definitions are useful for:
    The MD Editor displays the active record's brief level under the set management tags. See Viewing the Brief Record Level Set for a Bibliographic Record and Navigating the MD Editor Page (Tools Menu table). A record's brief level also appears in the header area of the MARC Record Simple View. See Opening MARC Record Simple View for a Repository Item. You can configure the brief level descriptions that appear in the MD Editor and other areas. See Configuring Brief Level Code Descriptions.
    In the MARC 21 bibliographic metadata configuration profile details, you can select the Identifying Brief Level normalization process to normalize the brief record level while working with a bibliographic record in the MD Editor. See Working with Normalization Processes for more information.
    When importing records, you can configure the import profile to consider/compare the records' brief levels. For more information, see the explanation for Do not override/merge a record with a lower brief version in Creating/Editing an Import Profile: Match Profile.
    When creating or updating the OCLC Connexion integration profile, you can configure it to consider/compare the records' brief levels. See Do not override/merge a non-brief record with a brief version and Importing Records from OCLC Connexion for more information.
    You can specify a numeric value that identifies the brief level threshold (at what level the record is no longer brief) using the brief_level customer parameter. See Configuring Other Settings.
    When saving or receiving a PO line, the warning The bib record is brief appears for PO lines attached to records considered brief (equal to or lower than the value specified in brief_level). See Manually Creating a PO Line for more information.
    For more information, see the Brief Record Levels video (7:00 min.).

    Creating Brief Level Rules

    To work with brief level rules, you must have the following role:
    • Catalog Administrator
    Brief level rules are created using the MD Editor. The syntax for brief level rules is similar to the syntax used for normalization rules with logic for the set statement. (See Working with Normalization Rules for more information.)
    The set statement is coded as follows where 01 can be any value 01 through 10.
    set brief_level."01"
    To create a brief level rule:
    1. Open the MD Editor (Resource Management > Resources > Cataloging > Open Metadata Editor).
    2. Select the Rules tab.
    3. Click File > New > Brief level rules.
    4. Complete the information in the properties dialog box, and click Save.
      The rule editing area appears and the rule name is added to the list on the Rules tab in the Brief level rules folder.
      Brief_Level_Rule_Editing_Area_NewUI_04_TC.png
      Brief Level Rule Editing Area
    5. Enter the rule logic in the rule editing area for the brief level rule that you want to create. For examples of rule logic, open the existing brief level rules in the Shared folder. See Using the Brief Level Rules Provided for more information.
      The old rule in the list (drools/OldBriefRule.dslr) contains a simple rule logic for brief/not brief identification of bibliographic records using brief level numbers 01 and 10 (see below).
      rule "Brief 050 042 subjects"
      priority 1
      when
      ((not existsControl "LDR.{17,1}. ") AND
      (not existsControl "LDR.{17,1}.1") AND
      (not existsControl "LDR.{17,1}.2") AND
      (not existsControl "LDR.{17,1}.4") AND
      (not existsControl "LDR.{17,1}.7"))
      OR (not exists "050")
      OR (not exists "042")
      OR (not exists "6**")
      then
      set brief_level."01"
      end
      rule "set default to 10"
      priority 2
      when
      TRUE
      then
      set brief_level."10"
      end
      Using the priority statement (shown above), you can identify rule logic to be processed in a hierarchical manner and include multiple brief levels.
    6. When you have completed entering the rule logic, click Save.

    Testing Brief Level Rules

    After you have created a brief level rule, you can test its logic with a bibliographic record.
    To test a brief level rule that you have created:
    1. Open a bibliographic record in the MD Editor.
    2. Click the Split Editor icon and open the brief level rule that you created.
    3. Click Try it. Alma uses your rule logic to assign a brief level to the bibliographic record and displays a message indicating the level assigned.
      Brief_Level_Rule_Informational_Message_with_Calculated_Level_NewUI_04_TC.png
      Brief Level Rule Informational Message with Calculated Level
      The brief level description can be customized for each level 01 through 10. See Configuring Brief Level Code Descriptions for more information.
    4. Click Close.

    Creating a Default Brief Level Assignment Rule

    When you use Try it to test your brief level rule and a matching brief level cannot be found, Alma displays the following message:
    No Brief Level Assigned Message
    This may occur when none of the conditions in your brief level rule match the condition of the record being analyzed by the rule. You should add a default rule to catch this scenario and assign a default brief level. For example, if your rule checks for the non-existence of field 245, but 245 exists, the rule won't match.
    rule "Example"
    priority 1
    when
    not exists "245"
    then
    set brief_level."01"
    end
    Add a default rule to ensure that the record is assigned a brief level.
    rule "Example"
    priority 1
    when
    not exists "245"
    then
    set brief_level."01"
    end


    rule "set default to 10"
    priority 2
    when
    TRUE
    then
    set brief_level."10"
    end

    Using the Brief Level Rules Provided

    Under the Brief level rules folder in the Shared folder under the Rules tab in the MD Editor, some brief level rules are provided for your use as shown below.
    Brief_Level_Rules_Shared_Folder_NewUI_02_TC.png
    Brief Level Rules Shared Folder
    If these rules meet your criteria for identifying brief record levels, they can be referenced and used without any further modifications. Otherwise, you can make duplicates of these rules (click a rule in the list and select Duplicate) and update them to match your criteria for identifying brief record levels.
    Duplicate_Option_for_Out-of-the-Box_Brief_Level_Rules_NewUI_02_TC.png
    Duplicate Option for Out-of-the-Box Brief Level Rules
    This section describes the following rules:

    drools/BriefBasedOnLDR.dslr

    When you work with rules, be aware that rules are read from the end to the beginning unless the priority parameter is used. As a result, in the drools/BriefBasedOnLDR.dslr rule, the portion of the rule in red below is processed first (which is at the end and is identified as priority 1).
    rule "Brief 01"
    when
    (existsControl "LDR.{17,1}.5")
    then
    set brief_level."01"
    end
    rule "Brief 02"
    when
    (existsControl "LDR.{17,1}.3")
    then
    set brief_level."02"
    end
    rule "Brief 03"
    when
    (existsControl "LDR.{17,1}.J") OR
    (existsControl "LDR.{17,1}.j")
    then
    set brief_level."03"
    end
    rule "Brief 04"
    when
    (existsControl "LDR.{17,1}.7")
    then
    set brief_level."04"
    end
    rule "Brief 05"
    when
    (existsControl "LDR.{17,1}.2")
    then
    set brief_level."05"
    end
    rule "Brief 06"
    when
    (existsControl "LDR.{17,1}.M") OR
    (existsControl "LDR.{17,1}.m")
    then
    set brief_level."06"
    end
    rule "Brief 07"
    when
    (existsControl "LDR.{17,1}.K") OR
    (existsControl "LDR.{17,1}.k")
    then
    set brief_level."07"
    end
    rule "Brief 08"
    when
    (existsControl "LDR.{17,1}.8")
    then
    set brief_level."08"
    end
    rule "Brief 09"
    when
    (existsControl "LDR.{17,1}.4")
    then
    set brief_level."09"
    end
    rule "Brief 10"
    when
    ((existsControl "LDR.{17,1}.1") OR (existsControl "LDR.{17,1}.L") OR (existsControl "LDR.{17,1}.I") OR (existsControl "LDR.{17,1}. ") OR (existsControl "LDR.{17,1}.l") OR (existsControl "LDR.{17,1}.i"))
    then
    set brief_level."10"
    end
    rule "set default"
    priority 1
    when
    TRUE
    then
    set brief_level."01"
    end
    The portion of the rule illustrated below indicates that if LDR position 17 contains one of the following, the brief level should be 10:
    • 1
    • L
    • | (pipe)
    • Blank
    • l (lowercase L)
    • i
    rule "Brief 10"
    when
    ((existsControl "LDR.{17,1}.1") OR (existsControl "LDR.{17,1}.L") OR (existsControl "LDR.{17,1}.I") OR (existsControl "LDR.{17,1}. ") OR (existsControl "LDR.{17,1}.l") OR (existsControl "LDR.{17,1}.i"))
    then
    set brief_level."10"
    end
    The portion of the rule illustrated below indicates that if LDR position 17 contains 4, the brief level should be 9:
    rule "Brief 09"
    when
    (existsControl "LDR.{17,1}.4")
    then
    set brief_level."09"
    end
    The portion of the rule illustrated below indicates that if LDR position 17 contains 8, the brief level should be 8:
    rule "Brief 08"
    when
    (existsControl "LDR.{17,1}.8")
    then
    set brief_level."08"
    end

    drools/BriefBasedOnRecordContent_Marc21.dslr

    The drools/BriefBasedOnRecordContent_Marc21.dslr brief level rule shown below is designed to evaluate the presence or absence of fields in the record being analyzed to determine its level of briefness.
    rule "Brief 01"
    when
    not exists "245.a.*"
    then
    set brief_level."01"
    end
    rule "Brief 02"
    when
    not exists "050.a.*" AND not exists "082.a.*"
    then
    set brief_level."02"
    end
    rule "Brief 03"
    when
    not exists "020.a.*" AND not exists "022.a.*"
    then
    set brief_level."03"
    end
    rule "Brief 04"
    when
    not exists "6**.a.*"
    then
    set brief_level."04"
    end
    rule "set default"
    priority 1
    when
    TRUE
    then
    set brief_level."10"
    end
    The portion of the rule illustrated below indicates that if there are no 6XX fields, the brief level should be 4:
    rule "Brief 04"
    when
    not exists "6**.a.*"
    then
    set brief_level."04"
    end
    The portion of the rule illustrated below indicates that if there is no ISBN (020) or ISSN (022) field, the brief level should be 3:
    rule "Brief 03"
    when
    not exists "020.a.*" AND not exists "022.a.*"
    then
    set brief_level."03"
    end
    The portion of the rule illustrated below indicates that if there is no classification number (050 or 082) field, the brief level should be 2:
    rule "Brief 02"
    when
    not exists "050.a.*" AND not exists "082.a.*"
    then
    set brief_level."02"
    end
    The portion of the rule illustrated below indicates that if there is no title (245) field, the brief level should be 1:
    rule "Brief 01"
    when
    not exists "245.a.*"
    then
    set brief_level."01"
    end

    Setting the Brief Level Rule Default in the Metadata Configuration

    The bibliographic Metadata Configuration provides a parameter on the Other Settings tab for defining a default brief level rule. This default setting is used when saving and importing bibliographic records and running the Identifying Brief Level job.
    To set the brief level rule default in the Metadata Configuration:
    1. In the Metadata Configuration List page (Resource Management > Resource Configuration > Configuration Menu > Resources > Cataloging > Metadata Configuration), click the link for a bibliographic profile and select the Other Settings tab.
    2. Open the drop-down list for the Brief Level Rule parameter and select the rule that you want to be the default rule used when saving and importing bibliographic records and running the Identifying Brief Level job.
    3. Click Save.
    For more information about Metadata Configuration, see Configuring Cataloging.

    Viewing the Brief Record Level Set for a Bibliographic Record

    When you save a bibliographic record, the brief record level is calculated using the brief level rule that is configured as the default in the Metadata Configuration for bibliographic records (see Set the Brief Level Rule Default in the Metadata Configuration) and saved with the bibliographic record. To view the brief level that is set for the bibliographic record, open a bibliographic record in the MD Editor and click Tools > Set Management Tags. The Brief Level appears in the list of Set Management Tags settings.
    Brief_Level_Setting_for_a_Bibliographic_Record_NewUI_02_TC.png
    Brief Level Setting for a Bibliographic Record
    For the bibliographic record in the figure above, the brief level is Level 02. This level description (Level 02) can be customized for all levels 01 through 10. See Configuring Brief Level Code Descriptions for more information.
    See Brief Level in the MD Editor – Tools Menu table in the MD Editor Menu and Toolbar Options section for more information.

    Identifying Brief Records in Bulk

    After you have defined brief level rules (see Creating Brief Level Rules) and configured the default Brief Level Rule in the Metadata Configuration (see Set the Brief Level Rule Default in the Metadata Configuration), you can run the Identifying Brief Level job to calculate and save the brief level for a set of records.
    When the Identifying Brief Level job is run on the Network Zone, the brief level for the set of records on the Network Zone are updated and the member-institution-linked records are updated, too, so that they remain in sync. 
    If you want to run the Identifying Brief Level job on a set of local records that are not linked to the Network Zone or the Community Zone, create a set of records using advanced search and the condition is_linked = false.
    .