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Batchloading Presentation

Corresponding slides for the Batchloading webinard presented January 26 and 27, 2010

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Batchloading Presentation

  1. 1. Batch Processing Overview (for Texas Navigator group) For audio please call : 1-866-699-3239 Event number: 712 609 803 Defining Process and Selecting Projects & Output February 8, 2010
  2. 2. Agenda <ul><li>OCLC “basics” </li></ul><ul><li>Review Common Types of Batch Processing </li></ul><ul><li>Explore Options for OCLC number return </li></ul><ul><li>Ordering Options </li></ul><ul><li>Process Workflow </li></ul><ul><li>Questions </li></ul>
  3. 3. Objectives <ul><li>Understand OCLC Holdings and Control Numbers </li></ul><ul><li>Identify the project type appropriate for my library </li></ul><ul><li>Identify the best output option(s) for my library </li></ul><ul><li>Follow the basic OCLC Batchload process </li></ul><ul><li>Submit an online Batchload Order Form to OCLC </li></ul><ul><li>Access Batchload documentation </li></ul>
  4. 4. Some OCLC “basic” <ul><li>OCLC Control Numbers </li></ul><ul><li>Holdings </li></ul><ul><ul><li>OCLC Institution Symbol </li></ul></ul><ul><ul><li>OCLC Holding Library Codes (branch) </li></ul></ul>
  5. 5. Some OCLC “basics” <ul><li>OCLC Control Number </li></ul><ul><li>Accession Number </li></ul>
  6. 6. FirstSearch
  7. 7. FirstSearch holdings display
  8. 8. OCLC Connexion (browser)
  9. 9. Connexion browser holdings display
  10. 10. Connexion (client)
  11. 11.
  12. 12. Common Project Types Type When to use . . . Reclamation <ul><li>Holdings not fully maintained in WorldCat </li></ul><ul><li>Cannot identify when to set/cancel holdings </li></ul><ul><li>Need to sync WorldCat holding with OPAC </li></ul>Retrospective <ul><li>Holdings gaps in WorldCat </li></ul><ul><li>OCLC control-number gaps in local OPAC </li></ul>Ongoing batchload <ul><li>Keeping things up-to-date moving forward </li></ul>
  13. 13. Other processes <ul><li>Symbol Flips </li></ul><ul><li>Branch Level Scoping (full WorldCat Local only) </li></ul><ul><ul><li>Local Holdings Records Updating service (LHRUS) </li></ul></ul><ul><ul><li>Create LHRs from Bib Data (BHR processing) </li></ul></ul>
  14. 14. Batchload Output Batchload Project Cross Reference (XREF) Report Library Records w/ OCLC Numbers Full OCLC-MARC Records
  15. 15. Cross Reference Report <ul><li>Two-column text file </li></ul><ul><li>Matches OCLC numbers to numbers in 001 of incoming files </li></ul><ul><li>OCLC XREF REPORT </li></ul><ul><li>OCLC Submitted </li></ul><ul><li>Control # 001 Field </li></ul><ul><li>13385800 .b12306162 </li></ul><ul><li>4150423 .b12722509 </li></ul><ul><li>35676221 .b18265662 </li></ul><ul><li>472459423 .b1961309x </li></ul><ul><li>472459432 .b27839473 </li></ul><ul><li>31771726 .b29816646 </li></ul>
  16. 16. Your Records w/ OCLC Numbers <ul><li>OCLC number merged into 035 $a with “(OCoLC)” prefix * </li></ul><ul><li>Example: </li></ul>Default format * 035__|a(OCoLC)110766 035__|a(OCoLC)5587 035__|a(OCoLC)229024757
  17. 17. Full OCLC-MARC Records * <ul><li>Merged local fields into copies of OCLC-MARC records </li></ul><ul><li>OCLC numbers in 001 prefixed with ocn or ocm </li></ul><ul><li>OCLC number in 035 $a prefixed with “(OCoLC)” </li></ul><ul><li>Custom post-processing is possible </li></ul><ul><li>Example: </li></ul><ul><li>001 ocm00576136 </li></ul><ul><li>035 |a(OCoLC)576136 </li></ul>* Unlike the first two output options, there may be costs associated with producing full OCLC-MARC records.
  18. 18. Batchload Project Process <ul><li>Step 1: Ordering (Library) </li></ul><ul><li>Step 2: Submitting Files to OCLC (Library) </li></ul><ul><li>Step 3: Pre-processing/Matching (OCLC) </li></ul><ul><li>Step 4: Reports and/or Record Output </li></ul>
  19. 19. Step 1: Ordering <ul><li>To initiate a Batchload project & obtain a Project ID, complete an order form. </li></ul><ul><li>Online Service Center (OSC): </li></ul><ul><li>or </li></ul><ul><li>“ Old” Batchload Order form: </li></ul>
  20. 20. Step 1: Ordering from OSC <ul><li>Criteria for OSC form: </li></ul><ul><li>Setting holdings single (1) OCLC institution symbol </li></ul><ul><li>Bibliographic data is MARC21 (MARC8 or UTF8 encoded) </li></ul><ul><li>Do NOT need OCLC-MARC record return </li></ul>
  21. 21. Automated workflow <ul><li>Automated messaging: Project ID </li></ul><ul><li>Standard setup created based on order criteria </li></ul><ul><li>Project Active upon file receipt </li></ul><ul><li>Standard output options are acceptable </li></ul><ul><li> </li></ul><ul><li> </li></ul>
  22. 22. Step 1: Ordering via “old” Batchload Order form <ul><li>Criteria for “old” Batchload Order form: </li></ul><ul><li>Group batchload (setting multiple OCLC Institution Symbols based on library identifier within record) </li></ul><ul><li>Non-MARC input data </li></ul><ul><li>OCLC MARC Records return </li></ul>
  23. 23. Manual Workflow <ul><li>Project logged manually, Project ID e-mailed </li></ul><ul><li>Files Queued for Database Specialist Evaluation </li></ul><ul><li>Translation Table work for Branch Holdings/Groups </li></ul><ul><li>OCLC MARC output: local data mapping requirements </li></ul><ul><li>If Non-MARC, script to convert to MARC </li></ul><ul><li>Custom processing setups </li></ul><ul><li> </li></ul>
  24. 24. Step 2: Submitting Files to OCLC <ul><li>Electronic Data Exchange (EDX) </li></ul><ul><ul><li>Account created for Institution Symbol </li></ul></ul><ul><ul><li>Distinct User Name & Password </li></ul></ul><ul><ul><li>FTP </li></ul></ul><ul><ul><li>Larger files (up to 90,000 records each) </li></ul></ul><ul><li>OCLC Product Services web ( PS Web ) </li></ul><ul><ul><li>Web application </li></ul></ul><ul><ul><li>Log on with OCLC autho/password (Connexion, FirstSearch, ILL) </li></ul></ul><ul><ul><li>Upload in browser </li></ul></ul><ul><ul><li>Smaller files (fewer than 40,000 records each) </li></ul></ul>
  25. 25. Step 2: File submittal <ul><li>DATA file (contains MARC records) </li></ul><ul><ul><li>DATA.D091101 </li></ul></ul><ul><li>LABEL file (plain text file about the DATA file) </li></ul><ul><ul><li>LABEL.D091101 </li></ul></ul><ul><ul><ul><li>DAT 20091101000000.0 </li></ul></ul></ul><ul><ul><ul><li>RBF 85950 </li></ul></ul></ul><ul><ul><ul><li>DSN DATA.D091101 </li></ul></ul></ul><ul><ul><ul><li>ORS XYZ </li></ul></ul></ul><ul><ul><ul><li>FDI P012472 </li></ul></ul></ul>
  26. 26. Step 3: Pre-Processing OSC orders Manual process orders Project Status: Active Project Status: Evaluation Files submitted upon receipt Files go into Queue for eval/setup Translation Table creation/verification Local Data mapping requirements for OCLC MARC output Setup according to OSC form Setup created by DB Specialist Standard Matching/Qualifiers applied Matching Options/Qualifiers can be adjusted if necessary Own Record Return/Standard Options Own Record Return/additional options Reports on PS Web Reports on PS Web or via Email
  27. 27. Step 3: Record Matching <ul><li>Separate matching categories: </li></ul><ul><ul><li>(1) OCLC Number matching </li></ul></ul><ul><ul><li>(2 ) Other Unique Key matching </li></ul></ul><ul><ul><li>(3) Extended Matching </li></ul></ul><ul><li>Qualifiers available for each category: </li></ul><ul><ul><li>(1) Language of Cataloging (040 $b) </li></ul></ul><ul><ul><li>(2 ) Date of Publication (from Fixed Field) </li></ul></ul><ul><ul><li>(3) Derived Title Key (from 245, 246 & 247) </li></ul></ul><ul><ul><li>(4) Material Type (Book, Electronic Resource, VHS, Score, etc) </li></ul></ul>
  28. 28. Step 4: Reports and/or Records <ul><li>Batchload Processing Summary </li></ul><ul><li>Cross Reference Report </li></ul><ul><li>MARC Record Output </li></ul><ul><ul><li>Own Records with OCLC# merged </li></ul></ul><ul><ul><li>OCLC MARC Records with local fields merged </li></ul></ul><ul><ul><li>Other MARC record files including, </li></ul></ul><ul><ul><ul><li>UNRES </li></ul></ul></ul><ul><ul><ul><li>DUPS </li></ul></ul></ul><ul><ul><ul><li>DESL </li></ul></ul></ul>
  29. 29. Vendor Records <ul><li>Do you have rights to redistribute? </li></ul><ul><li>If not, have you asked for permission? </li></ul><ul><li> </li></ul><ul><li>[email_address] </li></ul>
  30. 30. Documentation <ul><li>Batchload Solutions for Bibliographic Records </li></ul><ul><li>“ Quick Reference guide” </li></ul><ul><li> </li></ul><ul><li>Batch ordering </li></ul><ul><li> </li></ul><ul><li>General Batch processing Documentation </li></ul><ul><li> </li></ul><ul><li>Matching Overview </li></ul><ul><li> </li></ul>
  31. 31. Questions? OCLC Consultative Services
  32. 32. Feedback! <ul><li>The “new” OSC order form/process </li></ul><ul><li>Webinar </li></ul><ul><li>Joanne Gullo [email_address] </li></ul>