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Making MARCIt! Work for Notre Dame

Making MARCIt! Work for Notre Dame. Project Contributors. Mark Dehmlow Electronic Services Librarian University Libraries of Notre Dame mdehmlow@nd.edu Special thanks to Mary Lehman, Phil Andrzejewski, Ben Heet, Pascal Calarco, Kim Ferraro, and Dan Marmion.

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Making MARCIt! Work for Notre Dame

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  1. Making MARCIt! Work for Notre Dame

  2. Project Contributors Mark Dehmlow Electronic Services Librarian University Libraries of Notre Dame mdehmlow@nd.edu Special thanks to Mary Lehman, Phil Andrzejewski, Ben Heet, Pascal Calarco, Kim Ferraro, and Dan Marmion. Additonal thanks to Carole Pilkinton, Natasha Lyandres, Mary McKeown, Mandy Havert, and Michael Bradford.

  3. Introduction This presentation details the issues and that we encountered and throughout the implementation of the MARCIt! enhancement tool in our Aleph OPAC and how we resolved them. The benefits of single point of access, enhanced visibility, and single point of maintenance of ALL of our electronic journals were significant enough that we wanted to be early adopters. With few sites having implemented MARCIt! at the time, we discovered early on that we would need to develop techniques to deal with two primary issues.

  4. Problems Central issue: Nearly all of the MARCIt! records are not the correct version of the MARC record and, in most cases, we needed to insert local cataloging practices for optimum compatibility with our catalog. There were two different types of issues in this category: • the MARC record was for the print version of the items (97%) • the MARC record was non-enhanced (extremely brief, 8%)

  5. MARCIt! Load Statistics Initial load - 16,406 records • Only 488, 3% of MARCIt! records were “true” electronic records which means 97% of the records were not the correct record and needed some level of modification • 1,373, 8.4% of records were brief, not enhanced

  6. The Solution to Problem #2 How to Fix MARCIt! Records We decided to write a modification program that would alter the incoming records by adding important missing fields, modifying problematic existing fields, and removing other problematic fields that don’t belong in an “electronic” record

  7. Record Modifications Purpose we realized that we would have to do some correction to make records better and work properly within our system • LOCAL PRACTICE - to create consistency with existing records and local electronic journal cataloging practices (some of these changes were optional decisions) • RECORD ACCURACY - to correct the incoming record, converting most of them from print records to better electronic records according to MARC21 cataloging rules • TECHNICAL NECESSITY - to make sure records work with our indexing methods, especially virtual bases (many of these changes were necessary)

  8. Modification Rules 48 individual procedures, 3 types (see Appendix A for complete list) 1) 10 Field Additions 2) Field Modifications 3) 29 Field Deletions 39 different fields modified • some of these modifications quite complex, making additions, deletions, and changes according to proper punctuation, only in specific subfields, and/or according to record’s characteristics

  9. What Can You Do Without Programming? Field Removals • ExLibris configures a profile when you sign up for MARCIt!, it allows you to specify fields that you would like removed

  10. What Can You Do Without Programming? Field Additions/Modifications • MARCIt! interface supports addition of 245 subfield h and implements properly • If your ILS has a fix routine tool, you can probably do some basic changes

  11. Why a Programmed Solution Some modifications complex • configuring 130 or 240 requires placing word Online within parentheses if they exist, or within its own parens if they don’t: 000000003 1300 L $$aPlanning (Chicago, Ill. : 1969) changed to 000000003 1300 L $$aPlanning (Chicago, Ill. : 1969 : Online) • removal or additions of only portions of a string or subfield Maximum flexibility, relatively few restrictions

  12. Record Modifications 000016212 FMT L SE 000016212 LDR L -----nas--2200289-a-4500 000016212 001 L sn-88026116- 000016212 003 L SFX 000016212 006 L m^^^^^^^^d^^^^^^^^ 000016212 007 L cr^mnu^^^uuuuu 000016212 008 L 880803c19879999mx-qr-p -- ss -----0----0spa-- 000016212 010 L $$asn-88026116- 000016212 035 L $$a(OCoLC)18307370 000016212 035 L $$a(SFX)991042748139142 000016212 040 L $$aDNLM$$cDNLM 000016212 0410 L $$aspa$$beng 000016212 042 L $$alcd 000016212 06000 L $$aW1$$bPE788HJ 000016212 090 L $$a991042748139142 000016212 260 L $$aMexico :$$bInstituto Nacional de Perinatología, 000016212 300 L $$av. :$$bill., ports. 000016212 310 L $$aQuarterly 000016212 500 L $$aDescription based on: Vol. 1, no. 4 (oct.-dic. 1987); title from cover. 000016212 546 L $$aArticles in Spanish; summaries in English and Spanish. 000016212 850 L $$aDNLM 000016212 650 2 L $$aPerinatology$$vPeriodicals. 000016212 650 2 L $$aReproduction$$vPeriodicals. 000016212 7102 L $$aInstituto Nacional de Perinatología (Mexico) 000016212 856 L $$uhttp://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=0187-5337 000016212 866 L $$xScielo:Full Text$$a Availability: from 2002 volume 16 issue 1 to 2002 volume 16 issue 4 000016212 CAT L $$c20040616$$lJNL99$$h1735 000016212 SRC L $$aCONSER 000016212 022 L $$y $$a 0187-5337 000016212 1300 L $$aPerinatología y reproducción humana (Online) 000016212 24500 L $$aPerinatología y reproducción humana $$h[electronic resource] /$$cINPer. 000016212 3621 L $$a Began with: Vol. 1, no. 1 (enero-marzo 1987). Print 000016212 538 L $$aMode of access: World Wide Web. 000016212 590 L $$aSFX MARCIt Record &pid=serviceType=getFullTxt &genre=journal

  13. Data Insertions Types of things that we add • information that is important for the indexing of electronic serials: • FMT field with content SE • properly coded 00x, control, fields (006, 007, 008) • data to make the record more valid: • uniform title, based on 245, with “(Online)” in 130 or 240 (if 1xx already exists) • data to accommodate local cataloging practices: • 902 fields that suppress and mark for deletion

  14. Data Insertions (Examples) FMT SE missing from non-enhanced records, critical field for distinguishing/indexing serials in Aleph 538 Mode of Access: World WideWeb missing from all non-electronic records 590 SFX MARCIt Record – local note inserted for selectors so that they can distinguish between subscription and aggregator when considering collections

  15. Data Insertions (Examples) 902 fields for suppress/deletion in our system, it is not adequate to only have a d in the LDR, must also have two 902 fields: 902 L $$a Supress display 902 L $$a Deleted record 02/24/2005 (might be some other field for version 16)

  16. Data Modifications Types of things that we modify • fields that were configured specifically for the print record • 130 – uniform title, add “(Online)” • 245 – title proper, add subfield h “[electronic resource]” • 362 – dates of publication, add “Print began with” for non electronic records • incorrectly cataloged fields • 856 – electronic location and access, add indicators 40

  17. Data Insertions/Modifications 006 L m^^^^^^^^d^^^^^^^^ computer file type of computer file is a document 007 L cr^mnu^^^uuuuu e-resource remotely accessed 008 L 050504uuuuuuuuuxx^uu^pss^^^^u0^^^^0eng^d form of original item electronic form of cataloged item electronic Fixed Length Data Fields (006, 007, 008) coded with “electronic” characteristics, used in indexes and virtual bases • 006s, 007s, and 008s are added when not present • 006s and 007s are all removed and re-added for ensured proper coding and consistency (006s and 007s are fairly uncommon on print records) • 008 is only modified when it is present (only doesn’t appear on non-enhanced records)

  18. Control Fields Periodicals Index, E-Resource indexes depend on FMT, 008

  19. Data Modifications (Examples) Indicators 40 on 856 missing from all records 4 in ind1 refers to http access 0 in ind2 specifies that the URL is for the cataloged item in the record, not a related item

  20. Data Deletions Types of things that we remove • information that relates only to the print item • portions of 77x fields which contains info for related title relationships (successive parent, etc.) • information that is inaccurate or undesired • “SFX” in the 003, 003 specifies the agent who’s control number is in the 001, in most instances this is the LC# • “pid=serviceType=getFullTxt” from 856, otherwise restricts our ability to display other types of targets

  21. Data Deletions (Examples) Remove 530 530 L $$aAlso available to subscribers via the World Wide Web. Remove pid=serviceType=getFullTxt from 856 because it restricts appearance of other services such as problem report form http://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=1402-3357&pid=serviceType=getFullTxt&genre=journal

  22. Non-enhanced Record (Before) Journal: Archipielago 000016405 LDR L -----nas-a22-----z--4500 000016405 022 L $$a1402-3357 000016405 035 L $$a(SFX)1000000000018746 000016405 090 L $$a1000000000018746 000016405 245 L $$aArchipielago 000016405 856 L $$uhttp://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=1402-3357&pid=serviceType=getFullTxt&genre=journal 000016405 866 L $$xGaleGroup Informe:Full Text$$a Availability: from 2002

  23. Non-enhanced Record (After) Additions Modifications Deletions Journal: Archipielago 000016405 FMT L SE 000016405 LDR L ^^^^^nas^a22^^^^^z^^4500 000016405 006 L m^^^^^^^^d^^^^^^^^ 000016405 007 L cr^mnu^^^uuuuu 000016405 008 L 050504uuuuuuuuuxx^uu^pss^^^^u0^^^^0eng^d 000016405 022 L $$y1402-3357 000016405 035 L $$a(SFX)1000000000018746 000016405 090 L $$a1000000000018746 000016405 1300 L $$aArchipielago (Online) 000016405 24500 L $$aArchipielago$$h[electronic resource]. 000016405 538 L $$aMode of access: World Wide Web. 000016405 590 L $$aSFX MARCIt Record 000016405 85640 L $$uhttp://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&pid=serviceType=getFullTxt&issn=1402-3357&genre=journal 000016405 866 L $$xGaleGroup Informe:Full Text$$a Availability: from 2002

  24. Post Implementation Issues From the initial load (approx. 11,000 records), our indexing daemon took a hit for about a day Our authority maintenance reports went through the roof, the subject report went from 5 to 73 page • authority flags for items like: $$aAutomobile industry and trade$$zJapan$$vStatistics$$vPeriodicals • wrote a short PERL program to modify the reports and pull out lines that would be ignored, brought reports back to 7 pages

  25. Post Implementation Issues Associated ISSNs http://findtext.library.nd.edu:8889/ndu_local?sid=ND:nd_cat&issn=0014-7354 • creates a messy, confusing menu • some links go to different title, might be confusing to patron • we would like the ability to control this by Source ID • useful for source index with bad data • in the catalog, may not necessary, we want more control over what the patron encounters on menu – we have a separate cataloging record for other title

  26. Benefits Source IDs differ between MARCIt! and our local catalog records which allows us to distinguish use in statistics: http://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=1402-3357&genre=journal http://findtext.library.nd.edu:8889/ndu_local?sid=ND:nd_cat&issn=0009-7101&genre=journal

  27. Benefits (cntd) OpenURLs act as a kind of PURL (persistent URL) for all of our eJournals • maintenance - we no longer will have to make global updates for publishers who change URL structure – one change in SFX • usability - if we cancel a journal and record is missed, user gets no full text message, not sent to site where they can’t get into the full text or are prompted to pay

  28. Benefits (cntd) Single URL in brief view opens to SFX menu and presents all “link-to” options

  29. Benefits (cntd) More options for journal retrieval in case one link has problem Added services, such as pre-filled problem report form

  30. Future Plans Planned for the June release, SFX will be able to export SFX subject categories, we may chose to map these subjects to our own locally defined subjects and add them to 695, which contain our local, indexed, subject fields

  31. Future Plans (cntd) Take information from session today and incorporate into parser Considering packaging MARCIt! records parser with a local configuration file for interested sites: #Change: Remove 003 #Purpose: Because 003 should be consistent with 001 $Apply_003_Modification = “N”; #Change: Alter existing 008 or add 008 when missing #Purpose: To identify “electronic” characteristics of record $Apply_008_Modification = “Y”;

  32. Thank You

  33. Appendix A: List of Modifications FMT - Aleph Specific Field for Format Add when missing, no subfield, contents “SE” 001 – Local Control Number (often LC catalog #) Remove all 003 – Control Number Identifier (whose number is it in the 001) Remove all 006 – Fixed-Length Data Elements -- Additional Material Characteristics -- Computer Files/Electronic Resources Remove all Add to all records, no subfield, contents “m^^^^^^^^d^^^^^^^^” 007 – Physical Description Fixed Field -- Electronic Resource Remove all Add to all records, no subfield, contents “cr^mnu^^^uuuuu” 008 – Fixed_length Data Elements -- Continuing Resources Modify characters in position 22 & 23, change to “ss” Add to records without 008, no subfield, contents “[yymmdd]uuuuuuuuuxx^uu^pss^^^^u0^^^^0eng^d” where [yymmdd] is current date 010 - Library of Congress Control Number Remove if record is not electronic 022 - ISSN Modify, move issn in subfield a to subfield y if record is not electronic Modify, move issn from 776 subfield x to 022 subfield a if exists AND record is not electronic 090 - Local Call Number (Typically LCC like) Remove if strictly numeric 035 - System Control Number Remove if contains “(OCoLC)” 037 - Source of Acquisition Remove all 130 - Main Entry -- Uniform Title Modify, add “(Online)” with proper punctuation followed Add to records without 130, copy contents of 245 a, n, p and add “(Online)”, but only if another 1xx field is not already present

  34. Appendix A: List of Modifications (cntd) 210 - Abbreviated Title Remove all 222 - Key Title (Used in conjunction with 022) Remove if record is not electronic 240 - Uniform Title Add to records that do not have a 130 and a 1xx field is present and the record is not electronic, copy contents of 245 a, n, p and add “(Online)” 245 - Title Statement Modify, change ending semicolon to colon to conform to ISBD punctuation Modify, insert subfield h with contents “[electronic resource]” with proper punctuation followed 265 - Source for Acquisition/Subscription Address Remove all 300 - Physical Description Remove all 362 - Dates of Publication and/or Sequential Designation Modify, change 3620_ to 3621_ if there is no existing 3621_ AND if the record is not electronic 500 - General Note Remove if contains the phrase “latest issue consulted” AND record is not electronic 510 - Citation/References Note Remove if subfield a does not contain “Chemical Abstracts” 530 - Additional Physical Form Available Note Remove all 538 - System Details Note Remove all Add to all records, in subfield a, contents “Mode of access: World Wide Web.” 555 - Cumulative Index/Finding Aids Note Remove if record is not electronic 590 - Local Note Add to all records, in subfield a, contents “SFX MARCIt Record” 655 - Index Term -- Genre/Form Remove all

  35. Appendix A: List of Modifications (cntd) 770 - Supplement/Special Issue Entry Remove all subfields after the subfield t 772 - Supplement Parent Entry Remove all subfields after the subfield t 777 - Issued with Entry Remove all subfields after the subfield t 776 - Additional Physical Form Entry Remove if record is not electronic 780 - Preceding Entry Remove all subfields after the subfield t 785 - Succeeding Entry Remove all subfields after the subfield t 787 - Nonspecific Relationship Entry Remove all subfields after the subfield t 850 - Holding Institution Remove all 853 - Captions and Pattern -- Basic Bibliographic Unit Remove all 856 - Electronic Location and Access Modify, add indicators 40 when missing Modify, remove “pid=serviceType=getFullTxt” 863 - Enumeration and Chronology -- Basic Bibliographic Unit Remove all 866 - Textual Holdings -- Basic Bibliographic Unit Remove all 902 - Aleph Specific Field for Supress Deletion Add two to each record with d, marked for deletion, in the LDR 1st 902, in subfield a, contents “Supress Display” 2nd 902, in subfield a, contents “Deleted record [date]”

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