MOBIUS Record Loads Workshop

1. MOBIUS Record Loads Workshop MOBIUS Annual Conference June 6, 2012

2. I have a set of records I want loaded. What do I do?

3. Talk to your Cluster-mates • Records may have been purchased by cluster mate and are already in the catalog • Add your data to existing records? • Add your records separately? • Records may have been purchased by cluster mate, but are not yet in the catalog • Can you combine your record loads?

4. Open a ticket with the MOBIUS Help Desk • Send an email to help@mobiusconsortium.org • Help Desk will send Record Load Request form • Answers assist the Help Desk • Configure load & mapping tables • Data manipulation • Set up routine loads

5. Record Load Form • Will this be a one-time load, or will the load be recurring? If recurring, how often? • Should the records insert or overlay? • Insert: new records created • Overlay: incoming records overwrite existing • Match & Attach: item (or order) records added

6. Insert Records • Records always treated as New • Duplicate records may appear on Headings Reports • Duplicate Entries Report (Bibs, Items, Patrons) • Duplicate Authority Records Report • Non-Unique 4xx Report (Authorities)

7. Match Points • Used for Overlay and Match & Attach • If incoming record data matches data of record already in catalog => match occurs & record overlays

8. Match Points • MARC tag (example: 035) • Incoming 035 = Existing 035 • Field group tag (example: “o” [001 & 019]) • Incoming 001 OR 019 = Existing 001 OR 019

9. Match Points • Multiple field group tags in matching hierarchy • w(035)z:o:l(010)i • Look for match on 035, then 001 or 019, then 010 • More than one match? • Can be set to INSERT or REJECT incoming record

10. Overlay Options

11. Match & Attach Options

12. Record Load Form • Fixed-length Bib fields • MAT TYPE • BCODE3 • CAT DATE

13. MAT TYPE • Material Type • Designates format of resources • “a” (Book) and “2: (E-Book) most common • Admin | Parameters | General | Fixed Length Codes

14. BCODE3 • Suppression & contribution (to MOBIUS) • Renamed to SUPP/CONTB on some clusters • Most common: • “-” (Display local/MOBIUS) • “z” (Display local/suppress MOBIUS) • Admin | Parameters | General | Fixed Length Codes

15. CAT DATE Options • CAT DATE = date records loaded • Defined in load profile • CAT DATE = blank • Defined in load profile • CAT DATE = known date, but not date of load • Defined in Default Template

16. Record Load Form • If the records are e-books or electronic resources: • How should the 856 subfield z display? • Does your site use a proxy server to redirect off-campus users? If so, what is the URL?

17. 856 Catalog Display • 856 display governed by WebPAC wwwoption • 856 subfield z (display data) • Often comes with a default value (“Click to access”) from record vendor • Default value can be changed by MOBIUS office, using a mapping table

18. 856 URL Data • 856 subfield u (URL) • Usually contains direct access link to the resource • Proxy URL data can be prefixed to the resource URL by MOBIUS Help Desk to allow for remote patron authentication

19. 856 Data Changes • Recurring record load: • 856 changes best done by vendor (MARCIVE, Serials Solutions, eBrary, etc.) • One-time record load: • MOBIUS Help Desk can make the changes • Will also do if vendor can/will not

20. Record Load Form • Are there any additional bib fields that should be included? • Looking for uncommon or non-standard data

21. Record Load Form • Is there a specific bib template you would like to use for this load?

22. Default Templates • Manual record creation use • Define fixed- and variable-length data • Prompt for user input data • Load profile use • Define default fixed-length fields • Use when all bib records have the same, known fixed-length field value

23. Record Load Form • Will you supply the data or will MCO need to retrieve it? If we need to pick up the file, please include the information from the vendor. • In general, MOBIUS Help Desk prefers that customers retrieve their own data files

24. Record Load Form • Call number? • Call number index? • Fixed-length item fields • Is there any specific item template you would like to use for this load?

25. Attached Records • Item records created based on a MARC field defined in the load profile (usu. 945 or 949.1) • If the MARC field is not present, the item record is not created • Order records • May be created this way (852 or 960) • Load Profile may be set to create an order record for each bib record loaded

26. Attached Record Fields • Default Template • Fields have the same value for every record • 9xx field (record creation defined field used) • Attached record field data contained in subfields • May be supplied by the vendor (preferred) • May be added by MOBIUS Help Desk

27. Record Load Form • Any additional instructions? • Overlay protection • Preventing fields from being added

28. Overlay Protection • Used when overlaying existing records • Not needed for Match & Attach or Insert • Protection set by field group tag • Protected MARC tags can be specified • “o” protects 001 and 019 fields • “o(001)” protects 001 fields onle • 4 options for overlay protection

29. Overlay Protection Types

30. Overlay Protection • Use the word “incoming” to more easily distinguish between “D” and “K” protection • “D” = Delete incoming • Existing fields take precedence • “K” = Keep incoming • Incoming fields take precedence

31. Prevent Fields from Being Loaded • Ask vendor not to supply fields • Configure load table to strip fields • Not possible if load table is multiple duty • Remove fields from data, pre-load • MARCEdit

32. Who is responsible for what? Record Loads

33. Library Responsibilities • Open ticket with MOBIUS Help Desk • Fill out Record Load Request Form • Obtain test data (if available) from vendor • Obtain live data from vendor • MOBIUS will retrieve the data in some cases

34. Library Responsibilities • Be responsive to questions from MOBIUS Help Desk • Pre-load data manipulation (adding, deleting, modifying fields) • MOBIUS will perform data manipulation for 1-time loads • For recurring loads • Best Case: Vendor supplies data manipulation • 2nd Best: Library staff performs data manipulation • 3rd Best: MOBIUS staff performs data manipulation

35. Library Responsibilities • Review and approve test data • If test data does not meet expectation, inform MOBIUS Help Desk of changes needed • MOBIUS Help Desk may choose to load a subset of the live data in lieu of, or addition to, test data • Request Review Files of loaded records, as needed • Request should be made before records are loaded • Rename & empty Review Files

36. Library Responsibilities • Request Headings Reports run for load • Request should be made before records are loaded • Access load statistics in Request Tracker, as needed • Post-load data manipulation • MOBIUS Help Desk will perform post-load data manipulation to correct any errors created in the load

37. MOBIUS Help Desk Responsibilities • Review record load specifications with library • Configure Load Tables & Mapping Tables • Pre-load data manipulation • One-time & some recurring loads • Load test data & place in Review File • Make any changes requested • Load live data

38. MOBIUS Help Desk Responsibilities • Provide load statistics in MOBIUS Help Desk Request Tracker ticket(s) • Place loaded records in Review Files on request • Run Headings Reports on request • Perform post-load data manipulation to correct errors, as needed

39. Questions? Thank you! Christopher Gould christopher@mobiusconsortium.org