Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Loading Chinese Vendor Acquisitions MARC records: technical steps using the Innovative Interfaces system Karen Peters, our Cataloging System Coordinator, and I put this presentation together, but she did not come today. So I will present you her behalf. However, if you have any questions regarding the technical details of the loading process, please contact Karen directly via her email address. I will be providing a very brief overview of the loading process used to load Chinese vendor MARC records into our III database. Before starting the presentation, may I see a show of hands indicating how many of you are familiar with the process of loading Chinese MARC 21 acquisitions records acquired from a vendor? Observe the raised hands.  You may want to talk to them later if you have any interest in loading vendor records Karen Peters (kpeters@ucsd.edu) Shi Deng (sdeng@ucsd.edu) UCSD Libraries K. Peters, S. Deng, UCSD Libraries

Loading Vendor records Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Loading Vendor records Do I want to do it? Is there a vendor who provides the records I need? What are the benefits of loading vendor records compared to current workflows? Is it worth pursuing? Can I do it? Is there support from superiors? Is there technical support available? When you hear about this option now made available by some vendors, what questions would you ask to yourself? Technical support is vital to being able to make this happen, unless you can assume the responsibility yourself, which requires training and the appropriate system access And often the barrier to get system specialists to help you do what you want is not easy. Because they might think they couldn’t help because they don’t know CJK languages or anything involve in CJK or non-roman languages is very complicated. I hope that my assumption is not correct. But if this is case, then you don’t have to worry about it. Because by the end of this presentation you would know what I say is true. K. Peters, S. Deng, UCSD Libraries

Loading Process Overview Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Loading Process Overview Pre-loading decisions Language code (EACC vs. Unicode) Load table set up Including 980 & 981 fields Load process test and evaluation Can file be processed by system (acceptable) Does records look OK (quality) The loading process may vary from system to system, and from library to library depending what you see “good enough is good enough” for your workflow and user perspective. First steps before test load: You need identify the language code (EACC or UNICODE) used to store MARC records in your system. The critical step in this process is being able to create a specialized load table.  Every system is different.  You would need to talk to your system specialist or IT Department about how to get started. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Load Process Can file be processed by system? Any pre-process errors Innovative has software that pre-processes the file, readying it for the loading process.  If there are errors, they will appear at this point. And the following are some snapshots of how records being loaded K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP In the cataloging or acquisitions module, select data exchange, then under select process, select “load records via locally-created load profiles”, then click Get PC. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Then select pre-saved file from your file folder, then click Upload. So far we have received MARC records via email as an attached file. . In near future I hope that we will download vendor’s MARC records directly from a vendor’s online catalog. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Then the system starts pre-process, and would tell you if there are any process errors, in this case, we have none. Get input 59 records and output 59. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP 85:inoff 80427:leng 944:outoff 71424 86:inoff 81804:leng 813:outoff 72448 87:inoff 82617:leng 822:outoff 73472 88:inoff 87866:leng 619:outoff 74496 89:inoff 88485:leng 888:outoff 75264 90:inoff 90292:leng 1051:outoff 76288 91:inoff 91343:leng 730:outoff 77568 92:inoff 92073:leng 956:outoff 78336 NUMBER OF INPUT RECORDS - 148 NUMBER OF ERRORS - 120 NUMBER OF INVALID RECORDS - 56 NUMBER OF OUTPUT RECORDS - 92 See this one, you got report that there are errors but still 92 out of 148 were being able processed and ready to be load. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Upon completion of pre-processing, you select output file to be loaded, and then select the load table.  In this case, it is the load table Karen created for this specific vendor. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP So you get this window to either test or load. Karen always test loads several records to make sure the load table is loading appropriately, either inserting or overlaying, double checking records, before continuing the process. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP From here, it’s my turn to review records in the review file, export records out to Excel spreadsheet which has our P.O. numbers attached, and send to our vendor. Ideally, we would use e-ordering feature (Electronic Data Interchange) in system, however, we haven’t got that work out with BISAC format. So in near future, we would test using EDIFACT format, hopefully it works. So, you can see the necessary preparation done by Karen and she does not know CJK languages. K. Peters, S. Deng, UCSD Libraries

Load Records Evaluation Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Load Records Evaluation Do records look OK? Can Chinese scripts display correctly? Are MARC records coded correctly ? Does transliteration follow ALA/LC Chinese Romanization Guidelines? Once system librarian load records, it’s your turn as language specialist to look at the records, provide feedback to vendor, and make sure you get what you want if possible. So you look at the records based on the criteria you set for getting vendor records: For example, we want Chinese scripts being able displayed, we want MARC being correctly coded, and we want transliteration following ALA/LC Chinese Romanization Guidelines. Following the guideline is critical to us for eliminating duplicate requests since all our records in system using the guideline, we have to be consistent within our catalog whether it is acquisitions record or cataloging record. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP As you can see, this test record shows that we received the file in CNMARC so the Chinese cannot be properly displayed. You have to work out these details with your vendor. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP This is a better example. The MARC format is correct. The scripts are nicely displayed, however, the Pinyin needs to follow the appropriate guidelines. You will notice that the parallel 880 fields are not linked together and the series title needs to be in a 440. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP And this one is very good in terms of what we need for an acquisitions record. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Once we have completed our evaluation of the test load and have all the details worked out with the vendor, we receive the file of records from the vendor and load using our customized load table which automatically generates the order records from the 980 and 981 fields supplied in the vendor records. This example shows the attached order record created at the time of the load. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP This is how an acquisitions record look like in the OPAC with Chinese scripts. This is just a quick overview, but it is simple and straightforward once you have your load table established. If we can do it, you can do it too! Once your test is successful, it becomes part of your regular workflow. You can make adjustments as you add new things or make changes. I'm sure this is a familiar topic to you but one we will not get into today. K. Peters, S. Deng, UCSD Libraries

Loading Chinese Vendor Acquisitions MARC Records April 5, 2006, AAS/CEAL/CTP Question? Thank You! Before I end my presentation, I want to thank China International Book Trading Corporation (中国国际图书贸易总公司图书馆部, CIBTC) and China National Publishing Industry Trading Corporation (中国出版对外贸易总公司图书出口部, CNIPTC) for being innovative and developing new services to meet our needs. I also want to thank Karen Peters, my colleague, without her help and support, we won’t be able to make it happen today. Although she didn’t come today, she welcome you questions via her email listed at the front regarding loading process using Innovative system. And thanks to Mary and you all for giving me this opportunity to share this new option with you. K. Peters, S. Deng, UCSD Libraries