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Creating MARC Records for CLICnet Using E-journal Title Lists

Creating MARC Records for CLICnet Using E-journal Title Lists. Amy Kreitzer College of St. Catherine Library. Background. Application of RIT’s approach in a consortial setting CLIC E-Journals Task Force, Fall 2001- My project partner: Sr. Barbara Brooks, cataloger. What is an aggregator?.

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Creating MARC Records for CLICnet Using E-journal Title Lists

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  1. Creating MARC Records for CLICnet Using E-journal Title Lists Amy KreitzerCollege of St. Catherine Library

  2. Background • Application of RIT’s approach in a consortial setting • CLIC E-Journals Task Force, Fall 2001- • My project partner: Sr. Barbara Brooks, cataloger

  3. What is an aggregator? • A collection of full-text journals • Usually does not provide a chronological issues list or table of contents for a particular journal title • Cataloged so far: Alt-HealthWatch, ScienceDirect, Library Literature & Information Science Full Text

  4. The “raw materials” for this approach • Spreadsheet of e-journal data for aggregator • Software: MARCMaker, MS Excel, MS Word • MARC template • FTP server

  5. MARCMaker • http://www.loc.gov/marc/makrbrkr.html • Free software from Library of Congress • Use to create basic MARC bib records by converting text into MARC • Requires a PC running Windows

  6. Overview of Process • Produce spreadsheet of e-journal data • Prepare MARC template in MS Word • Perform Mail Merge • Run resulting file through MARCMaker • Load resulting file into Innopac

  7. Step 1: Produce spreadsheet • Title • ISSN • Coverage dates • URLs for each 856 field needed • Any other variable data needed

  8. Limitations of data from vendor • Lack of standardization • Non-serial titles may be included • Frequency of update • Backfiles and previous titles may not be fully accounted for

  9. WilsonWeb’s online Journal Directory

  10. Resulting title list (save as text)

  11. Import the journal list into MS Excel

  12. Manipulating Data in MS Excel • Search and replace • Concatenate • Dragging the fill handle to copy text to other cells • Copy (a column)  Paste Special  Values

  13. Finished spreadsheet

  14. Step 2: Prepare MARC template • Create in MS Word according to MARCMaker’s specifications • Includes Merge Fields which are receptacles for data from the Excel spreadsheet

  15. Template for Library Literature & Info. Science Full Text

  16. Step 3: Perform Mail Merge • Open MARC template in MS Word • Select Tools  Mail Merge • Save resulting document as a text file • Copy file to MARCMaker directory

  17. Mail Merge in MS Word

  18. Resulting 78-page document (save as a text file)

  19. Step 4: Run text file through MARCMaker

  20. Text input file: wilson.txt MARC output file: WILSON.MRC MARC mnemonic file: marc21.txt

  21. Step 5: Put the file on your library’s FTP server

  22. Step 6: Transfer the file to the Innopac • Login to text-based INNOPAC. • From Read/Write MARC records, select “Load Records via a Locally Created Load Profile.” • Read MARC records into Innopac using FTS

  23. Local Load Profile Features • Adds items based on the 949s in each record • Does not attempt to do any match and overlay

  24. Read/Write MARC Records

  25. Select F > Read MARC records into Innopac using FTS

  26. Enter the name of the file.

  27. Select the address of your FTP server.

  28. Type the line number for your .MRC file.

  29. Press T to transfer the file.

  30. Step 7: Preprocess the records • Back at the Load Bibliographic Records screen, select P > PREPROCESS records loaded via FTS

  31. Select P to preprocess records loaded via FTS.

  32. Enter the line number for your file.

  33. Successful preprocessing

  34. WILSON.MRC.lmarc ready for loading

  35. Step 8: Load the records • Back at the Load Bibliographic Records screen, select L to load records.

  36. Select L to load records.

  37. Select the line number for your .lmarc file.

  38. Press T to change from Loading mode to Testing mode.

  39. Testing mode

  40. Successful test load

  41. Now select L to do a real load.

  42. Select the line number for your .lmarc file.

  43. With Loading mode selected, press L to Load records.

  44. Loading complete

  45. Successful load

  46. Sample record in OPAC

  47. Update Procedure • Prepare new spreadsheet and process with MARCMaker • Create a review file of the old records in Create Lists by searching on the code in 947 field • Delete old bibs and attached items in review file • Load new MARC records

  48. Advantages of this Solution • Integration of e-journals with the OPAC • Fast • Inexpensive • Maintainable • Division of labor

  49. Disadvantages of this Solution • Accuracy of records is dependent on the accuracy of the vendor’s data. • Records are brief • In-house solution requires some effort and persistence

  50. Consortial Issues • Finding out which libraries have access to which full-text packages • Training • Equitable division of labor • Constructing URLs for other libraries with URL-rewriting proxies like EZproxy

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