1. Build Better Data: Best Practices for Catalog Cleanup CT Library Association, April 23, 2018
Diane Napert, Interim Director Monographic Processing Services, Yale University Library

2. The Numbers
Yale has three holdings symbols in OCLC, mainly due to Interlibrary Loan
10, 430, 569 active bib records, 674,819 suppressed records
3,534,654 million authority records as an estimate
We imported over 300,000 records in 2017, including batch loads for e-resources and print material, that wouldn’t include the law library, which uses Millennium (Innovative)

3. The Yale Library Tale
From Voyager 8.1 to 10 over the holiday break 2017/2018
Hardware configuration began in August/September
The underlying system moved to Linux also (was Oracle)
Oracle to Workday summer 2017

4. Upgrade Planning

5. Complications after upgrade
64 issues on the problem report

6. Tools
SQL
Oracle SQL Developer – free from website: html
Excel – Power Pivot, VLOOKUP function
Access, MySQL (relational databases)
MarcEdit -
Voyager Global Headings Change
Cataloger’s Toolkit works with Voyager (authority clean-up in bib records) (Gary Strawn)
Voyager Global Data Change – more robust starting with Voyager 9
PyMARC (Python report-writer for bibliographic records using Marc 21) Digital Information Research Specialist – Library GitHub
LINQPad
OpenRefine -
Backlog searching
Checking links in bib records
BaseX XML data clean-up
Python, Perl, PHP Scripting

7. Reports
Bibs without holdings report is done periodically as this clears out temporary ILL bib records which have no holdings
Sub-divisions in records – hard to do programmatically so write reports and do manually
Yale original catalogers also correct as they encounter them as time permits
Yale de-dupes bibliographic records during the load process for vendors which send bib records
System also de-dupes
Language Codes missing, dates missing, in fixed fields Discovery Metadata Librarian wrote these in PyMARC and there were thousands to correct manually (before QuickSearch, Discovery Interface)
Ran report which listed On Order records, there were of old ones, records which never got overlaid when a book or item came in. This also points to a training issues.
Empty sub-fields report, Discovery Metadata Librarian report
Reports listing vouchers pending older than a certain date
Old POs remaining unpaid

8. Considerations
Timing - Some of these are run at the end of the year to get all invoices paid
Perhaps might not want to migrate some of this data into a new system
Perhaps take into account the type of orders, firm vs ongoing/subscriptions

9. Future
E-book records – improving on quality of current e-book records – pre-processing in MarcEdit
Automating more reports
Backlog by language – would like it to run automatically, and compare month to month
Statistics – now use a report which requires manual input
Productivity Reports
Linked Data
Casalini SHARE-VDE Project -
Sent 10,217,644 bib records, 3, authority records to Casalini for conversion to BibFrame ,400,000 Triples! (185 gigabytes of uncompressed data)
Data Cleanup – Data which is not machine actionable, omission of data (empty fields), fields converted to wrong level, local fields don’t convert (690 field, Beinecke)
LD4P – Linked Data for Production Project (Stanford Lead, Mellon Grant)

10. Why? Productivity Informational Staffing Workflows
Deleting data and enhancing record quality
Future Upgrades
All for the users!!!

11. A little help from my friends
Thanks to:
Éva Bolkovac, Asssistant Catalog Management Librarian
Debbie Falvey, Collection Procurement Librarian
Lynette Robinson-Johnson, Acquisitions Assistant
Angela Sidman, Director, E-Resources and Serials Management
Steelsen Smith, Technical Lead