Integrating music resources from one library to another A presentation on how we used MS Excel and Marc Edit to create a Marc file using Massey University bibliographic and item data to batch load into Voyager / Alma. A presentation from CatSIG's Professional Development Day in Auckland, New Zealand on 16 October 2016. http://www.lianza.org.nz/presentations-catsigs-professional-development-day-now-available

1. Assimilating Music Resources
from one Library to another
Using Excel, MarcEdit, the National
Union Catalogue and OCLC / Presented
by Skalk van der Merwe

2. Project Scope and Requirements
• 13,000 Bibs
• 15,000 Items
• Relocate New Zealand School of
Music (NZSM) resources housed at
Massey University, Wellington to
Victoria University of Wellington.
• In Phases
• Keep as much of the existing data
as possible.
• Make full use of the existing data
during processing.
• Easily, and with least effort,
reclassify +-10,000 titles.

3. Core Problem
• How do we classify 12,000 titles (books, CDs, musical scores
and DVDs) in a timely fashion?
• How does one process 13,000 items in a timely fashion?
• Answer by making use of excellent metadata services provided
by the National Library of New Zealand via Te Puna and OCLC
metadata services. Without these two services this project
would not have been completed in a timely fashion.

4. Broad outline of the Process
1. Prepare the MARC21 data (for use by the OCLC Classification
Service)
2. Run the file through the OCLC Classification Service to harvest
metadata (Fast Headings and LC Classification Numbers)
3. Prepare item data from the Spreadsheets
4. Merge the item data from the spreadsheets into a MARC file
5. Import the MARC21 file into Voyager (1st load) and then into Alma
(2nd and 3rd loads)

5. Broad outline of the
Process Flow
File of Classified Records and Item Data
Load file for LMS (Voyager
and Alma)
Create a MARC file
CSV file of Item Data,
Barcode, Usage etc.
File of Classified Records
Run OCLC Classification
Job
File of cleaned up records
for Fishing in Te Puna
Using Z39.50
File of Massey University
MARC records
Merge file for OCLC
File of records
from Te Puna with
OCLC numbers

6. National Library of New Zealand via Te Puna and
OCLC Classification service
Selected MARC Data Result from http://classify.oclc.org/
=050 4$aLB3051$b.D368 2015
=082 04$a371.26$223
=100 1$aDavis, Andrew,$d1948-$eauthor.
=245 10$aEducational assessment on trial /$cAndrew Davis, Christopher Winch
; edited by Gerard Lum.
http://classify.oclc.org/classify2/ClassifyDemo?owi=2476677550
=050 04$aM452$b.T343 1989
=092 0$a785.7194 Tch
=100 1$aTchaikovsky, Peter Ilich,$d1840-1893.
=240 10$aQuartets,$mstrings,$nno. 1, op. 11,$rD major.
=245 00$aQuartet no. 1 /$h[sound recording]$cTchaikovsky. Quartet no. 2 /
Borodin. Quartet no. 8 / Shostakovich. http://classify.oclc.org/classify2/ClassifyDemo?owi=68191509
=050 04$aM857.K76$bK766 1970
=092 0$a785.4198 Kro
=100 1$aKrommer, Franz,$d1759-1831.
=240 10$aHarmonies,$mwoodwinds, horns (2),$nop. 57,$rF major.
http://classify.oclc.org/classify2/ClassifyDemo?owi=288297382

7. Extracting Existing 035$a data
Tags Required Marc Edit Settings
TAG001
TAG008
TAG028$a
TAG035$a
TAG245$a
#NORMAL:#true
001
008$7:4
028$a
035$a
245$a

8. The file will looks like the following…

9. Import into MS Excel

10. Building the Fishing file

11. Each Occurrence now gets processed

12. Building the Fishing file

13. Merge based on 035$a…. to get OCLC number

14. Step 1 Prepare the MARC21 data (for use by the
OCLC Classification Service)
Care should be taken to only have a
number in the 001.
The following will not work!
(OCoLC)45202094
ocm45202094
ocm45202094
Original Marc21 record from Massey…..

15. Move OCoLC number from 035$a to 001

16. Step 2 Run the file through the OCLC Classification
Service to harvest metadata

17. Result:

18. Prepare item data from the Spreadsheets
• .b Number
• Massey Item Barcode
• Usage data
• Victoria Location Code
• Victoria Item Type Code

19. Step 4 Merge the item data from the spreadsheets into a
MARC file

20. Step 5 Import the MARC21 file into Library Management
System
Statistics Note 1 Not Processed Processed
P1-Music-CDs 3 670
P1-Music-JAZZ-DVDS 1
P1-Music-Jazz-Journals 5 1,119
P1-Music-Scores 107 2,149
P2-Drums-Books 1 56
P2-Drums-DVDs 1 26
P2-Drums-Scores 21
P2-Ensemble-Jazz-Scores 1 95
P2-Music-Books 3
P2-Music-CDs 21 1,083
P2-Music-Jazz-CDs 1,623 3,717
P2-Music-Jazz-DVDs 5
P2-Music-Scores 8 1,336
P3-Instrument-Books 38 8
P3-Instrument-Books-
Potentials
1,003
Grand Total 2,811 10,289

21. Broad outline of the
Process Flow
File of Classified Records and Item Data
Load file for LMS (Voyager
and Alma)
Create a MARC file
CSV file of Item Data,
Barcode, Usage etc.
File of Classified Records
Run OCLC Classification
Job
File of cleaned up records
for Fishing in Te Puna
Using Z39.50
File of Massey University
MARC records
Merge file for OCLC
File of records
from Te Puna with
OCLC numbers

22. Any Questions?
Please email me:
Skalk.vandermerwe@vuw.ac.nz

23. Resources used in this project
• MarcEdit http://marcedit.reeset.net/
• Go Fish! / Presentation by Benjamin Abrahamse (MIT
Libraries). NETSL Conference April 15, 2010
– To present a method for assembling MARC recordsets using non
MARC publisher-supplied metadata (PSM)
– https://netsl.files.wordpress.com/2013/01/abrahamsegofishnetsl201
0.pdf