Records Owned and Included

Configuration options for the Records Owned and Records Included sections of the Library System and Location.


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Records Owned and Included Configuration

The records owned and included settings at the library system level and the library location level control which records Pika displays as owned by the library system or location as well as which records and collections from other libraries or electronic collections display in the library system’s or location’s search results.

Marmot recommends that the settings for these tables are handled by Marmot staff with input from your library because the Records Owned and Records to Include tables are both impacted by indexing processes. It’s unlikely that you’ll need to make changes to these settings after initial configuration.

Library System Level

Go to Pika Configuration and Library Systems from the left sidebar.  

Screenshot of the pika configuration menu highlighting the library systems option

Click the Library Id number, or the Edit link to gain access to the Library Systems page.

Screenshot of the library systems table highlighting the access links

Records owned

Records Owned table is located towards the bottom of the page. The settings in this table distinguish which records are owned by the library system.

Screenshot of the records owned table
Screenshot of the records owned table highlighting the indexing profile ID and location fields

The Indexing Profile Id for records owned is set to ils. This references the indexing profile for the ILS. The Location field is used to reference the location code prefix for the entire library system. The location for records owned can be a regular expression and will match the start of the string.

For example : all Garfield County location codes start with the prefix gc so the value gc would be entered in the Location field of the records owned table.

Screenshot of the records owned table highlighting the location value in the example

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Records to Include

The Records To Include table is the final configuration table on the Library Systems configuration page. The settings in this table control which materials from other libraries (for consortia) and electronic collections display in the search results for the entire library system.

Screenshot of the records to include table

The Records to Include settings reference an Indexing profile and a Location typically, though there are some other controls for iType, Audience, and Format that can potentially be configured by Marmot staff.

The Indexing Profile Id field controls which indexing profile that Pika references to include in search results. When Pika references the Indexing Profile Id of ils it is referencing holdings from the ILS. When Pika references an Indexing Profile Id for a unique value, it’s typically referencing a sideloaded electronic collection.

The Location field can reference specific locations from the ILS to include holdings. Typically, though, the location field uses a regular expression of .* to match any location code, which effectively acts to include all holdings from the indexing profile.

There are three toggle settings that work in conjunction with the indexing profile include or exclude holdings from the collection indicated in the indexing profile.

  • Include Holdable Only : references loan rules and determiners against the ILS indexing profile (Sierra only) to only include holdings that are holdable to your library’s patrons.

  • Include Items On Order : references the ILS indexing profile to include on-order holdings from your library and other libraries.

  • Include eContent Items : references the ILS and sideloaded eContent indexing profiles to include eContent holdings.

    • The Include eContent Items setting must be toggled on for sideloaded collections.

Screenshot of the records to include table highlighting the toggle options, the indexing profile ID and the location fields

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Library Location Level

Go to Pika Configuration and Location from the left sidebar. 

Screenshot of the pika configuration menu highlighting the locations option

Click the Location Id number, or the Edit link to gain access to the Location configuration page.

Screenshot of the library locations table highlighting the access links

Records Owned

The Records Owned table is located towards the bottom of the page. The settings in this table distinguish which records are owned by the library location. This Records Owned settings at the location level enforce local scoping rules for specific branch and the It’s Here functionality at the Location level.

Screenshot of the records owned table at the location level

The Indexing Profile Id for records owned is set to ils. This references the indexing profile for the ILS. The Location field is used to reference the location code prefix for the specific location.

For example : all Boulder Public Library Main Branch location codes start with the prefix bm so the value bm would be entered in the Location field of the records owned table for the location for the Boulder Public Library’s Main Branch.

Screenshot of the records owned table at the location level highlighting the location field

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Records to Include

The Records to Include settings at the Location level are essentially the same as those at the Library System level. Please review the settings for the Records to Include table as detailed in the Library Systems section of this document for guidance on configuration.

Include Library Records to Include

At the Location level, there is an option for branches to inherit the Records to Include settings of the parent library system.  Rather than replicating all the Records to Include settings for each location, the Include Library Records to Include toggle will copy the Records to Include settings from library system that the location belongs to.

This option is typically the easiest way for branched public library systems to include all the same Records to Include settings that the parent system has enabled for the most accurate search results between individual branches belonging to the same library system.

Screenshot of the records to include table at the location level highlighting the include library records to include toggle option

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