Time Saving Tools for E-book Metadata Management

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Presentation given at Electronic Resources & Libraries, March 19, 2013

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Time Saving Tools for E-book Metadata Management

  1. 1. TIME SAVING TOOLS FOR E-BOOK METADATA MANAGEMENT ER&L 2013 Holly Tomren @htomren
  2. 2. INSTITUTIONAL BACKGROUND • III catalog, Summon discovery layer • About 150,000 ebooks • About 20 ebook providers, multiple collections • Small staff • Individual cataloging for most packages not feasible; look for batch solutions Holly Tomren, 3/19/2013 | 2
  3. 3. EBOOK METADATA • Different providers = different workflows • Different frequencies • Notifications are rare • Not all vendors provide MARC records • Quality of vendor MARC records varies • Not all vendors provide information about changed records (UPD, DEL) • Not all vendors provide OCLC numbers/holdings Holly Tomren, 3/19/2013 | 3
  4. 4. WORKFLOW: VARIES BY VENDOR • Example A: WorldCat Collection Set. Monthly email notification, retrieve via FTP. NEW only, no UPD or DEL. • Example B: Generate files on demand from web interface; separate NEW and DEL files; not OCLC records. • Example C: Provides records through multiple sources, including OCLC, but coverage different in each source; lots of cleanup, bad links • Example D: Updates collection constantly, but MARC records only once a year • Example E: OCLC numbers are not in records but provided in separate spreadsheet. • Example F: No MARC records; title spreadsheet available • Example G: No MARC records, no title list; check website manually. Holly Tomren, 3/19/2013 | 4
  5. 5. SOMETIMES IT LOOKS LIKE THIS… Holly Tomren, 3/19/2013 | 5
  6. 6. TOOLS FOR METADATA MANAGEMENT • MarcEdit • Evaluate records • Extract records from a file • Merge files • Split files • Batch edit records (add, delete, modify fields) • De-duplicate records • Generate call numbers • Generate control numbers • Convert non-MARC to MARC and vice versa • Generate MARC records from a title list • Verify URLs Holly Tomren, 3/19/2013 | 6
  7. 7. TOOLS FOR METADATA MANAGEMENT More tools: • Excel spreadsheets • Open Refine • Local scripts • Load profiles (III) • Global Update (III) • Listservs • MARCEDIT-L • BATCH-L And electronic resource knowledge bases… Holly Tomren, 3/19/2013 | 7
  8. 8. WORLDSHARE METADATACOLLECTION MANAGER • Uses the OCLC WorldCat Knowledge Base (WCKB) • Drexel currently only using for ebooks, not ejournals • 3 phase approach to implementation: • 1: Collections that have no MARC record source – replace manual workflows • 2: Collections with especially “challenging” MARC record workflows • 3: Collections with reliable MARC records, but want to consolidate sources Holly Tomren, 3/19/2013 | 8
  9. 9. COLLECTION MANAGER WORKFLOW • Select collections in WorldCat Knowledge Base (WCKB) • Set up MARC customization options (one time) • Daily record notifications via email • Download files via FTP • Clearly identified NEW, UPD, DEL files • Separate with MarcEdit if necessary • Load records without editing • Minimal spot checking, quality control Holly Tomren, 3/19/2013 | 9
  10. 10. COLLECTION MANAGER BENEFITS • Retrieve records for all providers in one place, including NEW, UPD, DEL, in a regular, timely manner • Notification – no more elaborate schedules • Customizable records – less in-house editing • URLs are correct and customized per institution • Efficient way to manage provider neutral records (multiple providers on one record) • OCLC holdings set, OCLC numbers included • Greater discoverability (WorldCat.org, WorldCat Local, anything powered by WorldCat API) • Free with OCLC cataloging subscription Holly Tomren, 3/19/2013 | 10
  11. 11. COLLECTION MANAGER WISHLIST • Improved record matching • More ebook collections in the WCKB, better coverage • “Expert Community” functionality Holly Tomren, 3/19/2013 | 11
  12. 12. CONCLUSION • Using a knowledge base can create a more efficient ebook metadata workflow • By using Collection Manager, we have more thorough and accurate access to ebooks in our catalog & discovery tools • We are still using a combination of Collection Manager and other methods for now, but will continue moving more ebooks to Collection Manager over time • This is good preparation for a time in which all ebook management can be done via knowledge bases, and MARC records for the local catalog may not be necessary Holly Tomren, 3/19/2013 | 12
  13. 13. THANK YOU! Holly Tomren Head, Metadata Services Drexel University Libraries holly.tomren@drexel.edu Holly Tomren, 3/19/2013 | 13

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