MarcEdit Basics and Beyond

1. MarcEdit Basics and Beyond By Mary Aycock Head, Catalog Department Missouri University of Science and Technology MOBIUS 2012 Conference

2. MarcEdit's Many Powers • MarcEdit is a FREE program that allows you to: • Preview and edit MARC records outside ILS • Create spreadsheets of fields from MARC records • Crosswalk records (from MARCXML to MARC or other metadata schemes) • Create MARC records from spreadsheet data • Jumping place to learn about regular expressions, etc. and much more! • Desire to experiment and puzzle it out

3. Why MarcEdit? • Empowering in current climate (record loads, different metadata schemes) to know possible options • MOBIUS staff very helpful, but have limited time and resources also • Origin: Program conceived in 2000 by Terry Reese, Oregon State University • Updates pushed out regularly to enhance and for bug fixes

4. Presentation objectives • Overview of MarcEdit's functionality • Demonstration of selected features • Based on a real record set (with some modifications) • Using MARC • Encourage learning/use of program • Pre-conference training at Missouri Library Association Conference

5. MARC in raw form

6. MarcBreaker • Converts MARC file into text-based file (.mrk) • Process not intuitive at first glance • Advantage: No need to alter original file • Disadvantage: Have to convert file back into MARC

7. MarcBreaker Demo • Select MARC Tools • Browse & find MARC file (may not have suffix “.mrc”) • Output file name (usually same name with “.mrk” suffix) • Execute • Will display # of records • Select Edit Records to Open in MarcEditor

8. MarcBreaker

9. Edit Features, Basic • Find (Ctrl-F) • Simple find (in page) • Find All • Replace (Ctrl-R) • One at a time or replace all (if you're feeling lucky!) • Remember: Special Undo is your friend • Can use regular expressions (advanced)

10. Find All Demo: Viewing 856

11. Replace All Demo: Editing 856

12. Edit Features (Under Tools -->) • Add/Delete field • Copy Field Data • Edit Indicators • Edit Subfield Data • Swap Fields

13. Add/Delete field: Removing 538 Many paths up the Mountain: Could have also used Replace.

14. Swap Fields: Moving 505 to 856

15. Edit Subfield: Deleting invalid one Computer network resources not used correctly: “Use as a topical subdivision under subjects for works on computer network resources available for research on those subjects.”

16. Correcting punctuation using Regular Expression (RegEx) • Regular Expressions can target specific patterns and replace/add strings (punctuation in this case):

17. Edit Subfield: Adding GMD to 245 (featuring special syntax) Using [a,p,^c] for subfield:

18. Other features • Change Case (HELPFUL FOR UPPERCASE): • Edit → Edit Shortcuts → Change Case • Find Missing Field • Edit → Edit Shortcuts → Field Edits → Find Records Missing Field (Example: 655) • Record Deduplication • Tools → Record Deduplication • Manage Tasks • Tools → Manage Tasks • Handy if you have repeated loads with consistent changes

19. Generating Record Identifiers • Generate Control Numbers (such as 001) • Tools → Generate Control Numbers

20. Generating Call Numbers Tools → Generate Call Numbers

21. When you're done with the File • Compile back into MARC • File → Compile File into MARC • Better to keep track of all the steps you have done, especially if this will be a periodic load • Recommend not to save under original filename, but create an edited one

22. Reports in MarcEditor • Field Count Report • Reports-->Field Count • Shows # of records • Can export data

23. Reports in MarcEditor • Material Type Report • From the 008

24. Reports in MarcEditor • MARCValidator Report (For advanced users: can edit the validation file in marcrules.txt)

25. Creating a tab delimited file • Often there are reasons NOT to look at entire record, such as: • You just want to check a few fields • Ability to use the sorting capability of spreadsheets • You are sending record data to other departments • You need to batchload records in OCLC

26. Tab delimited file example • Tools → Export Tab Delimited Records • Select File Paths • Select MARC or MARK file in first box • Name your text file in next box • Select field delimiter (this is what will separate each field: will usually select comma) • Select in field delimiter: Defaults to semicolon

27. Tab delimited file, cont. • Select field and click add • Preferable to select subfield • Can delete field from list • Click “Export” when finished

29. Viewing in a Spreadsheet

30. Creating MARC file from non-MARC file • Example: OCLC sent a spreadsheet of 12,000+ records in which the holdings would be deleted in a bib reclamation project. • We wanted to double-check that we indeed didn't have these. • Solution: Create MARC file and ask MOBIUS to “load” them into a list, where we can use Millennium to sort, run secondary lists, etc.

31. Creating MARC file from non-MARC file: Process • Save spreadsheet as tab-delimited text file • Select MARC tools • Input file: Text • Output file: .mrc • Select Function: MarcMaker; Then Execute • Can then Break file to see MARC record

32. Functions/Crosswalking • Vendor provided MARCXML file: Would like to convert to MARC • Use same interface when “breaking” a file • Select Input file • Select output file • Select Function (MARC21XML to MARC)

33. Crosswalking: The Result

34. Batch Process records • If you have a lot of files to process, can do them all at once.

35. References/Resources • MarcEdit homepage (to download): http://people.oregonstate.edu/~reeset/marcedit/html/index.php • MarcEdit Listserv: http://metis3.gmu.edu/cgi-bin/wa?A0=MARCEDIT-L • Terry Reese's YouTube channel (video demos): http://www.youtube.com/user/tpreese?ob=0