BETH BRENNAN CHRISTINE MOULEN ELUNA 5/2/2014 Automating MARCit! for a single-record approach

Our single record philosophy ELUNA 5/2/2014 Automating MARCit! for a single-record approach 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

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 s logs to appropriate staff Working on making it smarter to skip over irrelevant processes when there are no records to handle ELUNA 5/2/2014 Automating MARCit! for a single-record approach

Honing in on what matters MARCit! sends us 3 kinds of records  Deletes  New records  Updates ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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.... ELUNA 5/2/2014 Automating MARCit! for a single-record approach

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 ELUNA 5/2/2014 Automating MARCit! for a single-record approach

A sense of scale ELUNA 5/2/2014 Automating MARCit! for a single-record approach 59 targets included Deletes  6,262 holdings records  6,173 bib records New records  55,759 loaded as new  755 combined with another format  3 complete overlay Updates  2,483 stub records upgraded  52,380 holdings statements updated

? Beth Brennan Christine Moulen ELUNA 5/2/2014 Automating MARCit! for a single-record approach