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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 Amy KreitzerCollege 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? • 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
The “raw materials” for this approach • Spreadsheet of e-journal data for aggregator • Software: MARCMaker, MS Excel, MS Word • MARC template • FTP server
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
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
Step 1: Produce spreadsheet • Title • ISSN • Coverage dates • URLs for each 856 field needed • Any other variable data needed
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
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
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
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
Text input file: wilson.txt MARC output file: WILSON.MRC MARC mnemonic file: marc21.txt
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
Local Load Profile Features • Adds items based on the 949s in each record • Does not attempt to do any match and overlay
Step 7: Preprocess the records • Back at the Load Bibliographic Records screen, select P > PREPROCESS records loaded via FTS
Step 8: Load the records • Back at the Load Bibliographic Records screen, select L to load records.
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
Advantages of this Solution • Integration of e-journals with the OPAC • Fast • Inexpensive • Maintainable • Division of labor
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
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