Automating MARCit ! for a single-record approach

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

2. Our single record philosophy • 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 Automating MARCit! for a single-record approach

3. 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 Automating MARCit! for a single-record approach

4. 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 Automating MARCit! for a single-record approach

5. 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 Automating MARCit! for a single-record approach

6. 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 • Emails logs to appropriate staff • Working on making it smarter to skip over irrelevant processes when there are no records to handle Automating MARCit! for a single-record approach

7. Honing in on what matters • MARCit! sends us 3 kinds of records • Deletes • New records • Updates Automating MARCit! for a single-record approach

8. 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 Automating MARCit! for a single-record approach

9. 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 Automating MARCit! for a single-record approach

10. 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 Automating MARCit! for a single-record approach

11. 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.... Automating MARCit! for a single-record approach

12. 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 Automating MARCit! for a single-record approach

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

14. Beth Brennan siers@mit.edu • Christine Moulen orbitee@mit.edu ? Automating MARCit! for a single-record approach