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Automating MARCit ! for a single-record approach. Beth Brennan Christine Moulen ELUNA 5 /2/2014. Our single record philosophy. Two different times working groups determined the single record approach was better for users

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automating marcit for a single record approach

Automating MARCit! for a single-record approach

Beth Brennan

Christine Moulen

ELUNA

5/2/2014

our single record philosophy
Our single record philosophy
  • Two different times working groups determined the single record approach was better for users
  • We have a few exceptions, but policy is to add additional formats to existing catalog records
  • We successfully maintained this approach for ebook batch loading

Automating MARCit! for a single-record approach

how are we using marcit
How are we using MARCit!?
  • We do not load all active SFX targets.
    • Only things we don't catalog manually because:
      • The content changes frequently
      • They are low priority materials
      • There’s more than we can process
      • Foreign language materials
      • We choose not to expend staff time on them

Automating MARCit! for a single-record approach

targets such as
Targets such as:
  • Aggregators 
      • (Factiva, LexisNexis, Proquest, Ebscohost, Pubmed)
  • Open-access collections
      • (DOAJ, DigiZeitschriften)
  • Targets that we pay for but do not want to catalog/maintain manually
      • (Hein Online; China Academic Journals)
  • Free targets
      • (Emis Free, American Museum of Natural History Library, Symposium Journals Free)
  • Targets we have included in MARCit! are tracked on a wiki, and also in a profile within the MARCit! tool

Automating MARCit! for a single-record approach

maintaining the target list
Maintaining the target list
  • Our initial MARCit! run was limited to selected targets.  We only loaded titles new to our catalog.  But we didn't keep track of what those targets were
  • Our second run included all targets, again loading new titles only
  • For ongoing processing, including our single-record-approach batch loading, went back to a limited target list
  • When changing the target list, any previous targets that are now excluded came through as deletes

Automating MARCit! for a single-record approach

our batch loading environment
Our batch loading environment
  • Interactive load script run weekly from the server command line, following our SFX KB updates
  • Combines locally created Perl scripts and built in Aleph services
  • Emails logs to appropriate staff
  • Working on making it smarter to skip over irrelevant processes when there are no records to handle

Automating MARCit! for a single-record approach

honing in on what matters
Honing in on what matters
  • MARCit! sends us 3 kinds of records
      • Deletes
      • New records
      • Updates

Automating MARCit! for a single-record approach

deletes
Deletes
  • Remove entire records
      • Remove holdings records first (match by portfolio ID)
      • Check for remaining holdings, orders, items or subscriptions
      • Batch delete completely removes everything
  • De-couple combined records
      • Remove holdings records (match by portfolio ID)
      • Remove SFX object ID and URL
  • Report of records left with no holdings

Automating MARCit! for a single-record approach

new records
New records
  • Check for dups
  • Match by OCLC number
      • Option to prefer print over e-version records
  • Match by ISSN
  • Four types of matched records
      • Complete overlay
      • Merge with another format
      • Add SFX object ID
      • Errors where incoming object ID different from what’s in Barton
  • Load new records
  • Add holdings

Automating MARCit! for a single-record approach

updates
Updates
  • Check for dups
  • Upgrade stub records
      • Determine if full or stub
      • Match by SFX#
      • Overlay all bib info
  • Update holdings statements
      • Match by object portfolio number
      • Reload 866 tag

Automating MARCit! for a single-record approach

marcit matches by title
MARCit! matches by title
  • This is *very* inaccurate to do with serials
  • Causes all sort of clean up:
      • Common titles, like ‘Annual Report’, are a complete mess!
      • Also includes title variants
      • Subtitles are often the only disambiguating detail, and variants often lack subtitle
      • Sometimes match on CONSER titles that have no e-versions, and these are impossible to report out
      • Can cause more than one object ID to match same CONSER record....

Automating MARCit! for a single-record approach

problems with duplicates
Problems with duplicates
  • MARCit! will send the same CONSER record twice (or more!) with two different object IDs
  • Our scripts merge these records, but they all need to be manually fixed
  • Sometimes none of the object IDs fit the CONSER record!
  • We have reported hundreds of corrections to Ex Libris to fix them
  • In 2013, we’ve found almost 300 such object duplicates and other SFX KB problems

Automating MARCit! for a single-record approach

a sense of scale
A sense of scale
  • 59 targets included
  • Deletes
      • 6,262 holdings records
      • 6,173bib records
  • New records
      • 55,759 loaded as new
      • 755combined with another format
      • 3complete overlay
  • Updates
      • 2,483 stub records upgraded
      • 52,380holdings statements updated

Automating MARCit! for a single-record approach

slide14

Beth Brennan

siers@mit.edu

  • Christine Moulen

orbitee@mit.edu

?

Automating MARCit! for a single-record approach