Bulk Editing Catalogue Records Kathy Sadler, Systems Librarian Cranfield University COSI Conference Bristol,9-11 July 2014

We’ll look at just a few methods Workflows tools Global Item Modification wizard Item Group Editor wizard Globaledit report Editing outside of Workflows Export records MARCEdit tool to edit records Re-import records

Global Item Modification Good for editing trolleyloads of items Not so good if you want selection criteria Move Collection report Does have selections but only edits library/location

Have you met my best friend? Item group Editor came in at 3.4 and was delivered switched off.

Item Group Editor It’s the Swiss army knife of wizards. Great staff retrieval tool for item level selections Simple editing of selected items Import files of barcodes if item selections aren’t enough Create groups to remember what items were edited It even re-sets if you want to undo the change.

Simple, dynamic retrieval tool File > Print Screen function in Workflows gives a useful easy printout Fantastic for team members who are too cautious to use reports Nice and quick, instant results Doesn’t clutter up the templates and finished reports HUGE PLUS: You can see the results as you go and refine them if you need to. When taking this screenshot it gave billions of results and I realised they included interlibrary loans. So I quickly excluded them.

Add Selected or Add all (this 100) Edits are easy Choose Edit Items Add Selected or Add all (this 100)

Import from a list of barcodes Get the list from eg List Bibliography

Create Group

Groups can be Archived for future Allows you to restore original settings in future

Working with groups

Edit Bibliographic Data Globally (globaledit, bibliographic report group) Edits or deletes MARC data and subfields Doesn’t touch indicators Can’t add fields

Editing Outside of Workflows Export records MARCEdit utility to edit records Re-import records

Extract Keys for Export (prepmarcexp, Bibliographic group) Criteria for identifying records : Search string Title, call and item selections Item IDs Then just run the report. You don’t see the output

MARC Export wizard (Utility toolbar) You can export your item records as holdings if you want and include or ignore local junktags.

MARC Export wizard (Utility toolbar) Give it a filename then click Export Assign a filename on your PC

MARCEdit Free record editing utility by Terry Reese Converts MARC to text and back again Add, edit, manipulate MARC fields and subfields Make a MARC record for a website just from its URL Character conversion, Split and merge records RDA helper Easy to learn and to use Now we’re ready to do some editing.

Download for free http://marcedit.reeset.net/downloads

Open a file of MARC records in MARCEdit Choose MarcBreaker then Execute to make the records readable

MARCBreaker Choose Edit Records

MARCEdit records on view Let’s look at the Tools

My favourites: Add/Delete Field and MARCEdit tools My favourites: Add/Delete Field and Edit Subfield Data

Adding or bulk editing a subfield

Adding a new field Remember | = $

You can extract a few selected or random records for testing Resulting records File > Compile File into MARC You can extract a few selected or random records for testing

Picking some to test with Import File to get list Tick a few records Export Selected

Save records in MARC format

MARCImport (utility toolbar) Identify filename to import, assign a Destination name to the file when it reaches the server and click Import

Load Bibliographic Records (bibload, Marcimport report group) Rule 1: Create only Rule 2: Create; update if date catalogued =NEVER Rule 3: Don’t create; update if date catalogued =NEVER Rule 4: Create and update Rule 5: Update only; don’t create

Load Bibliographic Records (cont/d) Create no copies Use holdings field to create but not update Ignore holdings field; create one copy using holding code Use holdings field to create and update copies Use holdings field; only add copies when creating new bib record

Remember I said no API? I lied. It works swimmingly as long as your control numbers are unique. If your only reliable match is on the catkey, MARCexport can handle it but the Bibload report doesn’t have a catkey match option [3.4.1.4] A way round it? Try the “Duplicate Flexkeys with Titles” (dupflexkeys) report. Maybe you can fix them up in advance if there aren’t too many Catalogload does have the necessary option, so API will do it. I can advise on the command, or a simple tweak to the report .set file

Thank you Kathy Sadler Systems Librarian k.e.sadler@cranfield.ac.uk +44 (0)1234 754444 @tatielane

Keep your control numbers unique!