Assimilating Music Resources from one Library to another Using Excel, MarcEdit, the National Union Catalogue and OCLC / Presented by Skalk van der Merwe A presentation on how Victoria University used MS Excel and Marc Edit to create Marc records using Massey University bibliographic and item data to batch load into Voyager / Alma. Bok 5 – Organisation, Retrieval and conservation of information

Project Scope and Requirements 13,000 Bibs 15,000 Items Relocate New Zealand School of Music (NZSM) resources housed at Massey University, Wellington to Victoria University of Wellington. In Phases Keep as much of the existing data as possible. Make full use of the existing data during processing. Easily, and with least effort, reclassify +-10,000 titles. In this presentation I will be demonstrating how Victoria University of Wellington migrated 13,000 bibliographic records 15,000 physical items from Massey University Library. This migration was part of a project to relocate New Zealand School of Music (NZSM) resources housed at Massey University, Wellington to Victoria University of Wellington.

Core Problem How do we classify 12,000 titles (books, CDs, musical scores and DVDs) in a timely fashion? How does one process 13,000 items in a timely fashion? Answer by making use of excellent metadata services provided by the National Library of New Zealand via Te Puna and OCLC metadata services. Without these two services this project would not have been completed in a timely fashion. Core Problem 1.) How do we classify 12,000 titles (books, CDs, musical scores and DVDs) in a timely fashion? 2.) How does one process 13,000 items in a timely fashion? Answer by making use of excellent metadata services provided by the National Library of New Zealand via Te Puna and OCLC metadata services. Without these two services this project would not have been completed in a timely fashion.

Broad outline of the Process Prepare the MARC21 data (for use by the OCLC Classification Service) Run the file through the OCLC Classification Service to harvest metadata (Fast Headings and LC Classification Numbers) Prepare item data from the Spreadsheets Merge the item data from the spreadsheets into a MARC file Import the MARC21 file into Voyager (1st load) and then into Alma (2nd and 3rd loads)

Broad outline of the Process Flow File of cleaned up records for Fishing in Te Puna Using Z39.50 File of Massey University MARC records Create a MARC file CSV file of Item Data, Barcode, Usage etc. Merge file for OCLC File of records from Te Puna with OCLC numbers File of Classified Records Run OCLC Classification Job File of Classified Records and Item Data Load file for LMS (Voyager and Alma)

National Library of New Zealand via Te Puna and OCLC Classification service Selected MARC Data Result from http://classify.oclc.org/ =050 \4$aLB3051$b.D368 2015 =082 04$a371.26$223 =100 1\$aDavis, Andrew,$d1948-$eauthor. =245 10$aEducational assessment on trial /$cAndrew Davis, Christopher Winch ; edited by Gerard Lum.   http://classify.oclc.org/classify2/ClassifyDemo?owi=2476677550 =050 04$aM452$b.T343 1989 =092 0\$a785.7194 Tch =100 1\$aTchaikovsky, Peter Ilich,$d1840-1893. =240 10$aQuartets,$mstrings,$nno. 1, op. 11,$rD major. =245 00$aQuartet no. 1 /$h[sound recording]$cTchaikovsky. Quartet no. 2 / Borodin. Quartet no. 8 / Shostakovich. http://classify.oclc.org/classify2/ClassifyDemo?owi=68191509  =050 04$aM857.K76$bK766 1970 =092 0\$a785.4198 Kro =100 1\$aKrommer, Franz,$d1759-1831. =240 10$aHarmonies,$mwoodwinds, horns (2),$nop. 57,$rF major. http://classify.oclc.org/classify2/ClassifyDemo?owi=288297382 The National Library of New Zealand Te Puna Services was very helpful. National Library of New Zealand allows access via Z39.50 to the National Union Catalogue (NUC) then provided by Ex Libris Voyager. It was necessary to access the NUC first in order to retrieve the OCLC number for a given bib records. A lot of bibliographic records in Victoria’s Voyager database were not downloaded from OCLC. So these records lacked the OCLC number. So this was the first thing that we needed to fix for this set of records. In this following section I will go into more details how the Z39.50 connection was used to harvest metadata from the NUC. The OCLC “Classify” web-service “Classify books, videos, CDs and other materials based on identifier: ISBN or OCLC Number” (Website). The OCLC web-service outputs the most common LC or DDC classification in use. Below are some sample records.

Extracting Existing 035$a data Tags Required Marc Edit Settings TAG001 TAG008 TAG028$a TAG035$a TAG245$a #NORMAL:#true 001 008$7:4 028$a 035$a 245$a The OCLC Classification Service makes use of the OCLC number in the 001 tag of a MARC record. In order for this to happen we needed to ensure that all the records that needed to be classified had an OCLC number. Of course not all the Massey records had OCLC numbers. The MarcEdit program was used to extract MARC21 data. This data was cleaned up and used in a Z39.50 search against Te Puna (Voyager). MarcEdit can be configured to produce a .CSV file. To produce a CSV file click from the menu bar Tools > Export > Export Tab Delimited Records.

The file will looks like the following…

Import into MS Excel

Building the Fishing file So for the first 5 records we have 1xUK ; 1xDLC 1xOCoLC and 3 nzNZBN numbers. The `.b` number is the Massey University Number which we can not use. So now we copy this data, into a new sheet and separate out the different numbers using the Data > Text to columns Function. Ensure `Tab` is selected as Separator and all columns is marked as text, the result should looks like this:

Each Occurrence now gets processed So now we copy this data, into a new sheet and separate out the different numbers using the Data > Text to columns Function. Ensure `Tab` is selected as Separator and all columns is marked as text, the result should looks like this:

Building the Fishing file Copy each column into another sheet one underneath another, this will form the basis of the fishing file. @attr 1=5028 `(BNAtoc) 2001019949` @attr 1=5028 `(BNAtoc) 2001033831` @attr 1=5028 `(BNAtoc) 2002004040` So @attr 1=5028 means search as a phrase against the System Number the value ….. MARCEdit will now execute the Z39.50 search and produce a MARC file.

Merge based on 035$a…. to get OCLC number We now need to merge the original file (Source) with the Merge File to create the Save file: In MARCEdit use the Merge Records option Select what fields you want to merge: Have the Merge unique Items box ticked. MARC Edit will get rid of duplicate data. Click Next

Step 1 Prepare the MARC21 data (for use by the OCLC Classification Service) Care should be taken to only have a number in the 001. The following will not work! (OCoLC)45202094 ocm45202094 ocm45202094\ Original Marc21 record from Massey….. Again use the MARC edit tools to clean up the 001 and 035$a Care should be taken to only have a number in the 001.

Move OCoLC number from 035$a to 001 001s with ocm or ocn needs to be moved to an 035$a Once the 035$ have got (OCoLC) values in them, use the MarcEdit Copy Field option to copy 035$a(OCoLC) to 001:

Step 2 Run the file through the OCLC Classification Service to harvest metadata The file can now be run through the OCLC Classification Service. In MarcEdit Click Tools > Generate Call Numbers > We opted to have Classification Numbers added to All Records: We opted to have only Library of Congress Classification Numbers: We opted to Always add Fast Headings: We opted to have Cutters Calculated and output in Subfield $b, only do this if there is no 050 present and output the Classification in 050$a with 1st indicator `1` and 2nd Indicator `4`.:

Result: And the Result….

Prepare item data from the Spreadsheets .b Number Massey Item Barcode Usage data Victoria Location Code Victoria Item Type Code Item data was provided by Massey University as Excel Spreadsheets. This data was processed in Excel and Marc Edit was used to produce short bib records containing: .b Number Massey Item Barcode Usage data Victoria Location Code Victoria Item Type Code

Step 4 Merge the item data from the spreadsheets into a MARC file Again a record Merge was done between the Short bib records and the Classified Records.

Step 5 Import the MARC21 file into Library Management System Statistics Note 1 Not Processed Processed P1-Music-CDs 3 670 P1-Music-JAZZ-DVDS   1 P1-Music-Jazz-Journals 5 1,119 P1-Music-Scores 107 2,149 P2-Drums-Books 56 P2-Drums-DVDs 26 P2-Drums-Scores 21 P2-Ensemble-Jazz-Scores 95 P2-Music-Books P2-Music-CDs 1,083 P2-Music-Jazz-CDs 1,623 3,717 P2-Music-Jazz-DVDs P2-Music-Scores 8 1,336 P3-Instrument-Books 38 P3-Instrument-Books-Potentials 1,003 Grand Total 2,811 10,289 These files were loaded into Voyager (first Batch) and then later into Alma (After we migrated) 13,100 Items

Broad outline of the Process Flow File of cleaned up records for Fishing in Te Puna Using Z39.50 File of Massey University MARC records Create a MARC file CSV file of Item Data, Barcode, Usage etc. Merge file for OCLC File of records from Te Puna with OCLC numbers File of Classified Records Run OCLC Classification Job File of Classified Records and Item Data Load file for LMS (Voyager and Alma)

Any Questions? Please email me: Skalk.vandermerwe@vuw.ac.nz