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Tales of Survival:

Tales of Survival:. How to Work with Two Vendors to Get a Major Database Cleanup Successfully Planned and Implemented . SCVUGM 2006. Angelo State University October 13, 2006, 9:30-10:30 a.m. Why attempt a major database cleanup and establish a regular authority control vendor?.

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Tales of Survival:

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  1. Tales of Survival: How to Work with Two Vendors to Get a Major Database Cleanup Successfully Planned and Implemented

  2. SCVUGM 2006 Angelo State University October 13, 2006, 9:30-10:30 a.m.

  3. Why attempt a major database cleanup and establish a regular authority control vendor?

  4. KSUDB by the numbers • 1,439,269 bibliographic records were sent June 22-23, 2006 for initial processing • KSU Libraries using Voyager 5.0.1 • Backstage returned 893,595 unique authority records • KSU Libraries reloaded +8,000 locally created authority records • KSU Libraries reloaded +1,200 national authorities with local edits ($5 KKS)

  5. Session goals • Overview of the process • Timeline • Sharing lessons learned • Issues identified but not fixed • Tools used to find and manipulate records • Smaller projects done in preparation • Tips to help keep you afloat

  6. Overview of the process • Gather vendor information and quotes • Document local practices and quirks • Complete profile • Collect samples • Actual database cleanup and re-loading

  7. Quirks and local bib record processing needs

  8. Perform Field Deletes with the following modifications: Tag 1st indicator 2nd indicator 6XX any 4 6XX any 6 6XX any 8 653 blank blank Examples of KSU custom processing specifications for bib records

  9. Delete fields: 870, 871, 872, 873, 886, 890, 938 Subfield deletes table Tag Subfield 740 $h Examples of KSU custom processing specifications for bib records (cont.)

  10. Perform Special MARC 21 Field Conversions and Additions with the following modifications: 1. Apply simplified 007 for sound recordings when an 007 is not present in the bibliographic record (add 007 sd only) 2. Convert angle brackets < > to square brackets [ ] when found in the following: 245 Any subfield 250 $a $b 260 $a $b $c 300 Any subfield 440, 490 Any subfield 504 $a Examples of KSU custom processing specifications for bib records (cont.)

  11. Convert all local 710 02 to 910 (blank indicator) fields that contain the following character strings: 710 02 $a QEJ 710 02 $a QEDB 710 02 $a QERF Convert all local 730 0 fields that begin with “zz” to 930 (blank indicators) fields: 730 field that begins $a zz will be followed by a string of other characters (e.g., 730 0 $a zzdcPSYC.) Examples of KSU custom processing specifications for bib records (cont.)

  12. Custom routine for 305 field Typical OCLC pre-MARC examples: 305 $a 1 disc. $c 33 1/3 rpm. $e mono. $b 10 in. 305 $a 2 s. $b 12 in. $c 33 1/3 rpm. $d microgroove. Change the tag from 305 to 300 Indicators are blank Retain subfield $a Convert subfield $b to an unused subfield such as $x Concatenates the contents of $c, $d, $e, $f into a single $b subfield After the above is done, convert subfield $x to $c Update the punctuation Corrected 305 fields: 300 $a 1 disc. $b 33 1/3 rpm. mono. $c 10 in. 300 $a 2 s. $b 33 1/3 rpm. microgroove. $c 12 in. Examples of KSU custom processing specifications for bib records (cont.)

  13. What did the vendors do vs. what did we do ourselves? • Backstage Library Works • Endeavor • KSU Libraries

  14. Goal: Send database away after spring 2006 semester and reload before start of summer 2006 semester Reasons behind date • Less demand on Voyager -- Fewer students, staff, faculty, etc.

  15. Concerns • Needed thousands of suppressed records to be re-loaded as suppressed records • Wanted the smallest amount of system downtime as possible to minimize impact

  16. Reality: KSUDB sent away June 22-23, 2006 and reloaded August 3-4, 2006

  17. Timeline January 2005 Gathered vendor information at ALA Midwinter on possible authority vendors Spring 2005 Excel spreadsheet created on estimated costs July 2005 Contacted Backstage Library Works for additional information

  18. Timeline (cont.) July-September 2005 Original Catalogers met weekly to complete Backstage profiles/refine wish list October 2005 First version of profile sent to Backstage November 3, 2005 Signed Backstage contract using BCR deposit account

  19. Timeline (cont.) November 20, 2005 1st sample sent (9,062 bibs) January 4, 2006 1st sample returned (2,086 bibs) January 5, 2006 Resend 1st sample plus additional bibs (10,601 bibs) January 9, 2006 1st sample returned

  20. Timeline (cont.) March 2006 Final version of profile sent to Backstage March 10, 2006 2nd sample sent, primarily series (2,995 bibs) March 21, 2006 Received first quote from Endeavor March 28, 2006 Report from Backstage, problems with Unicode

  21. Timeline (cont.) March 30, 2006 Received second revised quote from Endeavor 2nd sample returned April 7, 2006 3rd sample sent to Backstage April 12, 2006 3rd sample returned

  22. Timeline (cont.) April 13, 2006 Discovered display problems with subscripts and superscripts April 14, 2006 4th sample sent, primarily bibs with diacritics and 880 fields (40 bibs) April 21, 2006 4th sample returned

  23. Timeline (cont.) May 12, 2006 Resend 4th sample May 22, 2006 5th sample sent (374 bibs) May 25, 2006 5th sample returned

  24. Timeline (cont.) May 31, 2006 5th sample returned (again) 6th sample sent, bibs with Russian diacritics (14 bibs) June 2, 2006 6th sample returned

  25. Timeline (cont.) June 13, 2006 Signed contract with Endeavor June 22-23, 2006 Endeavor makes copy of KSUDB

  26. Timeline (cont.) June 23-Aug. 2, 2006 Begin using modified workflows • No editing of existing bibs until file returned from Backstage • If editing “must” take place (rush item), use local save file • Catalogers worked on bibs new to Voyager after June 22 • Begin using 948 macro to identify bibs for monthly pull

  27. Timeline (cont.) August 3-4, 2006 Endeavor reloads KSUDB bibs and regenerates index

  28. Timeline (cont.) August 15, 2006 Begin deletion of “old” authorities August 20-27, 2006 Load all Backstage authorities August 28-31, 2006 Load locally created authorities and national authorities with $5 KKS edits

  29. Lessons learned • Documentation is important • Know past cataloging practices and quirks • Use prominently displayed poster boards to encourage mini-project completion

  30. Lessons learned (cont.) • Talk with all vendors early in the process to see what information they need (maximum file sizes, limitations, format of export, etc.) • Unicode

  31. Lessons learned (cont.) • Communicate often and early with everyone involved – staff, systems and vendors • Communicate in a variety of ways, e.g., • Department meetings • Emails to those most directly impacted • All staff meeting updates • Articles on weekly staff bulletin blog

  32. Issues identified but not fixed • Wade-Giles vs. Pinyin • DUKS records • Non-OCLC brief records • Bad diacritics from previous ILS • Out-of-date electronic reserve records

  33. Issues identified but not fixed (cont.) • Pre-AACR2 sound recordings with 300 fields with 305 formatting • Bad 007 fields in bib records • Bib records without MFHDs • Suppressed • Unsuppressed

  34. Tools used to find and manipulate records • Microsoft Access • Gary Strawn’s VgerSelect • Gary Strawn’s Authority Delete program • MarcEdit (version 4.6 and beta version 5.0)

  35. Where to find … • Gary Strawn’s numerous programs may be found at: http://www.library.northwestern.edu/public/ • Terry Reese’s MarcEdit http://oregonstate.edu/~reeset/marcedit/html/downloads.html

  36. Tools used to move files and reload • WS_FTP • WinSCP • Pbulkimport

  37. Questions?

  38. Michelle Turvey Original Cataloger and Database Maintenance Librarian Kansas State University mturvey@ksu.edu Margaret Kaus Original Cataloger and Authority Control Librarian Kansas State University mkaus@ksu.edu Contact information

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