Presented at CONUL conference, May 2017, Athlone, Ireland

1. Exporting Official Publications
From a DSpace Archive And
Converting To MARC For
Upload To The British Library
And University LMS
Michael Goodall
Queen’s University Belfast
Conul Conference 2017

2. /michael-goodall
/michaelgoodall_
www.qub.ac.uk/lib
BACKGROUND
 No Legal deposit Library in Northern Ireland
 Queen’s historically collected Northern Ireland Official publications
 Made available to researchers and general public
 Northern Ireland Executive encourage move to electronic publishing
 May 2015 guidance from Executive
 Departments no longer printing for public distribution
 Departmental website always changing
 No guarantee document will always be available
 Queen’s collecting only electronic publications from September 2015

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/michaelgoodall_
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OPPORTUNITY FOR QUEEN’S
 An archive at Queen’s to -
 Continue established role for official publications
 Building on expertise present in the AHSS team
 Supply metadata and documents to our Library management system
 Ensure long term stable links to documents
 Contribute to University Corporate Vision
 Focus on the needs of society
 A resource for anyone using NI official publications

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BRITISH LIBRARY ROLE
 British Library as a repository of non-print works
 Legal Deposit Libraries (Non-Print Works) Regulations 2013
 Access from deposit libraries only
 Requires relevant electronic copies of NI Official Publications
 Queen’s identifying Northern Ireland official publications for BL
 Arts, Social Science and Humanities Library Subject team
 Provide a feed of metadata and files to the BL

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/michaelgoodall_
www.qub.ac.uk/lib
QUB ELECTRONIC ARCHIVE
 DSpace selected as solution
 Secure virtual server space established
 DSpace designed for open digital repositories
 Stores document and associated metadata
 Designed for Dublin Core metadata standard
 Customisation for input relatively straightforward

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/michaelgoodall_
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EXPORTING RECORDS FROM
DSPACE
 Export records from DSpace to LMS and British Library
 Objective of solution
 Ability to cope with approximately 500 records per export
 Ability to manipulate data from export
 Have no impact or downtime for end users
 Export associated files for British Library
 Can be scheduled as well as run on demand
 Easy to use

9. Export metadata for all items in the DSpace archive.
 Utilising native DSpace functionality.
END TO END PROCESS FOR EXPORT
Create MARC XML file
 Format the file to MARC21
standards
ExportforUniversityLMS
ExportforBritishLibrary
Send file to catalogue department
Extract associated files for records
Create MARC file
 Format the file to MARC21
standards
 Save MARC file
Add link to file in MARCXML file
Save MARCXML and Linked files
Send files to British Library
Records uploaded to LMS
Process each entry on the export
 Selecting required fields
 Format the data

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/michaelgoodall_
www.qub.ac.uk/lib
CUSTOM SCRIPTING FOR EXPORT
 Processing & MARC File Generation
 PHP and Pear (PHP Extension and Application Repository) Scripts.
 Pear provided a framework to allow MARC records to be created.
 Benefits of custom script
 Fully automated extraction and processing operation
 Minimal run time and little impact on the system
 Easily tailored for future requirements
 Challenges
 Name Authority
 Cataloguing rules

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/michaelgoodall_
www.qub.ac.uk/lib
DATA PROCESSING
 Automation of cataloguing rules and Name Authority
 Improves look and feel of archive site whilst sending correct details to BL & LMS
Northern Ireland Assembly Commissioner for Standards becomes
Northern Ireland. Assembly. Commissioner for Standards
 Reduces time spent checking records
 Ensures a higher quality of record being sent to the BL & LMS
 Allows localised differences in naming convention.
 BL requires corporate names to be in LOC Name Authority Format
 University LMS uses localised versions to ease searching

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. . .
First Corporate Name starts 'Department':
110 10 $aNorthern Ireland$b[Corp Name] - where '. ' in Corp name convert to $b
First Corporate Name -all others
110 20 $a[Corp Name] $eauthor - where '. ' in Corp name convert to $b
Second Corporate Name
Corporate Name starts 'Department':
710 10 $aNorthern Ireland$b[Corp Name] $eauthor - where '. ' in Corp name convert to $b
Second Corporate Name - all others
710 20 $a[Corp Name] $eauthor - where '. ' in Corp name convert to $b
Title
245 10 $a[Title]
Title - starts 'The'
245 14 $a[Title]
Title - starts 'A '
245 12 $a[Title]

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BRITISH LIBRARY PROCESS
 MARCXML and associated files sent by FTP
 Collected, processed and validated by BL
 Records pushed in to British Library Catalogue and all Legal deposit libraries
 High quality records and associated files

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FUTURE ENHANCEMENTS
 Send serial records to British Library (Target q4 2017)
 Automated correction of Corporate names to approved Name authority (Target q3 2017)
 Improve attached document validation checks (Target q1 2018)

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