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Using OCLC Data sync to enhance records in your ILS
- 1. Using OCLC Data sync to enhance records in your ILS with information from the WorldCat master record, minimizing time spent on cataloging. Presented by Skalk van der Merwe (Discovery Systems Librarian)
- 2. Statistics on Victoria Catalogue… 0% 20% 40% 60% 80% 100% 120% Book Computer file Journal Map Mixed material Music Visual material % of Records with OCLC Numbers pre and post record upgrade work Nov-16 Mar-17 0% 10% 20% 30% 40% 50% 60% 70% 80% Book Computer file Journal Map Mixed material Music Visual material % of Records with no Classification Nov-16 Mar-17
- 3. What is OCLC Datasync • Data synchronization is an automated service which allows you to synchronize your holdings with WorldCat to make your collections visible and available through OCLC services by: – Adding original cataloging records to WorldCat – Enhancing records in your ILS with information from the WorldCat master record, minimizing time spent on cataloging – Matching records from your local catalog with records in WorldCat. – Managing local holdings data – Setting or deleting holdings for single institutions or groups to accurately reflect what is in your collection – Updating your holdings in WorldCat with additional Local Bibliographic data.
- 4. Step 1 Get OCLC Numbers into bibliographic records with no OCLC number 1. Publish MARC records with no OCLC Numbers for resolution to get the OCLC Number. (Published over 400,000 MARC records!) 2. Download from OCLC FTP server the cross-reference files. metacoll.*.datasync.*.*.*.xrefrpt.txt 3. Download from OCLC FTP server the MARC update files. metacoll.*.datasync.*.*.WorldCatRecords.*.*.mrc 4. Concatenate these files 5. Process with Notepad++ and MS Excel these files
- 5. OCLC Cross reference files Old Report New Report
- 6. Use Marc Edit to Create Short records 1. Click Delimited Text Translator, option. 2. Supply a Source file and Output file details i. Source File contains Local System Number and OCLC number. ii. Output File will contain MARC records. 3. Click Edit LDR/008 4. Remove 008 data. 5. Click OK ❶ ❷ ❸ ❹
- 7. Process Short Records in MarcEdit and Load Into the LMS =LDR 00087nam a2200049Ia 4500 =001 996887014002386 =035 $a(OCoLC)173411524 =LDR 00085nam a2200049Ia 4500 =001 991984504002386 =035 $a(OCoLC)2787314 =LDR 00085nam a2200049Ia 4500 =001 995134274002386 =035 $a(OCoLC)4506400 =LDR 00087nam a2200049Ia 4500 =001 993734314002386 =035 $a(OCoLC)966359245 1. In LMS create a Merge Import profile that matches on 001. 2. In LMS create a merge import rule that will merge the 035 if 035$a(OCoLC) exists, replace 035 with 035 from incoming record. If doesn't exist, the 035 from incoming record is added to existing record. 3. In Alma: Use Sheffield University’s: rule "Replace 035 OCLC number" when merge then replace MARC."035" when MARC."035"."a" contains "(OCoLC)" excluding MARC."035"("9","9") end
- 8. Load into LMS the WorldCat DataSync records • In LMS Create an Import rule that matches on 035$a • Load the metacoll.*.datasync.*.*.WorldCatRecords.*.*.mrc file(s) into LMS • Got option to: – Replace whole record – Merge the tags you want • In Alma create a Merge Rule:
- 9. Alma create a “Merge Rule” rule "Merge WorldCat import records for All field" when merge then remove MARC."001" remove MARC."003" remove MARC."019" remove MARC."029" remove MARC."9"XX excluding "945,950,957,980,980,984,994" add MARC."035" when MARC."035"."a" contains "NZ-WeVUL" add MARC."035" when MARC."035"."a" contains "nzNZBN" replace MARC.control."007" replace MARC.control."008" replace MARC."010" if exists replace MARC."020" if exists replace MARC."022" if exists replace MARC."035" when MARC."035"."a" contains "(OCoLC)" excluding MARC."035"("9","9") Retain from existing record}
- 10. Alma create a “Merge Rule” cont… replace MARC."041" if exists replace MARC."043" if exists replace MARC."045" if exists replace MARC."048" if exists replace MARC."050" if exists replace MARC."082" if exists replace MARC."1"XX if exists replace MARC."24"X if exists replace MARC."3"XX if exists replace MARC."4"XX if exists
- 11. Alma create a “Merge Rule” cont… replace MARC."507" if exists replace MARC."508" if exists replace MARC."511" if exists replace MARC."513" if exists replace MARC."514" if exists replace MARC."515" if exists replace MARC."516" if exists replace MARC."518" if exists replace MARC."521" if exists replace MARC."522" if exists replace MARC."524" if exists replace MARC."525" if exists replace MARC."533" if exists replace MARC."547" if exists replace MARC."550" if exists replace MARC."555" if exists replace MARC."556" if exists replace MARC."567" if exists replace MARC."585" if exists replace MARC."586" if exists replace MARC."588" if exists replace MARC."6"XX if exists replace MARC."7"XX if exists replace MARC."8"XX if exists add MARC."050" if does not exists add MARC."500" if does not exists add MARC."501" if does not exists add MARC."502" if does not exists add MARC."504" if does not exists add MARC."505" if does not exists add MARC."520" if does not exists add MARC."546" if does not exists end Retain from existing record
- 12. MARC record in Alma Pre and Post import
- 13. MARC record in Alma Pre and Post import
- 14. Any Questions?
Editor's Notes
- Today I am going to talk about how Victoria University is planning to use OCLC Data sync to enhance records in our ILS with information from WorldCat, minimizing time spent on cataloging.
- To see where Data Synch might be off use, I ran a snap shot analysis report on our Alma Print / Physical Collection records. Here we can see: Bib records without OCLC Numbers as a percentage and number of bib records without Classification for example. Notice how the percentage of Bib records without OCLC Numbers, increased from, 71% to 97%. This has an impact on Collection Evaluation e.g. Duplicate detection Record Linking between Print and Electronic in Discovery System Primo (26% increase) Also notice how the percentage of Bib records without Classification dropped from 37% to 28% . This has an impact on Collection Evaluation e.g. Reporting by Classification Weeding efforts e.g. Reporting by Classification Reclassification and relabelling 9% Decrease Subjects are 7.5% currently
- So what is OCLC Data Sync? OCLC Data Sync is an automated service which allows Libraries to synchronize their holdings with OCLC WorldCat to make collections visible and available through OCLC services. By: Adding records. Removing records Adding holdings Removing holdings ++++++++++++++++++++++++++++++++++++++++ Data elements used as the primary source of retrieval and comparison for matching include, but are not limited to, the following: "Unique" Numbers including OCLC Numbers, ISBN, ISSN, etc. Physical Material Type Dates of Publication Language of Cataloging Title Author Edition Publisher Extent A fingerprint is a pattern of data created by multiple data elements in the record. Any individual field can be part of multiple Fingerprints.
- We wanted to take advantage of this but needed to do a couple of things…. First we needed to update existing MARC records with OCLC numbers: Publish MARC records with no OCLC Numbers for resolution to get the OCLC Number. (Published over 400,000 MARC records!) Download from OCLC FTP server the cross-reference files. Download from OCLC FTP server the MARC update files. Concatenate cross-reference files and the MARC update files Process with Notepad++ and MS Excel these files Cross-reference files in /xfer/metacoll/reports MARC update files in: /xfer/metacoll/out/ongoing/updates
- Process the OCLC Cross Reference Files Old Report Difficult New Report Much more usefull
- Use Marc Edit to Create Short records Run through steps: Click Delimited Text Translator, option. Supply a Source file and Output file details Source File contains Local System Number and OCLC number. Output File will contain MARC records. Click Edit LDR/008 Remove 008 data. Click OK
- Process Short Records in MarcEdit and Load Into the LMS
- In Alma create a Merge Rule Options to take advantage would be to: Replace whole record Merge the tags you want We opted to use Selective Merge Needed to consulted with Metadata Librarians on tags Solicited examples Tested loading of records. Your decision will depend on local Cataloguing practices and in what tags you have added local data etc.
- This Alma merge rule will remove from the incoming WorldCat record: 001 003 019 029 260 9XX fields but not the 945, 950, 957, 980, 984 and 995 We want to retain the existing NZ-WeVUL and the NZBN number if possible. Replace Control Fields 007 and 008 Replace fields 010, 020, 022 if they exist in the existing Alma record. Replace the 035 if existing Alma record contains and OCLC prefix
- Replace 041 043 045 050 082 All 1XX fields All 24X fields All 3XX fields All 5XX fields if they exist in the existing Alma record.
- Replace a number of specified 5 fields Replace a number of specified 6 fields If a 69X field is in an existing Alma record the incoming record will not replace it, since its not mention in the list, it will not be replaced. Replace all 7XX fields Replace all 8XX fields Retain in the existing Alma record if they do not exist 050 500 501 502 504 505 520 546
- Marc records in Alma Pre and Post import: The Middle East a physical, social and regional geography.
- Marc records in Alma Pre and Post import: An illustrated guide to New Zealand hebes / by Michael Bayly and Alison Kellow.