© 2005 University Libraries of Notre Dame. Project Contributors Mark Dehmlow Electronic Services Librarian University Libraries of Notre Dame [email protected]

© 2005 University Libraries of Notre Dame


Project Contributors

Mark DehmlowElectronic Services LibrarianUniversity Libraries of Notre Dame [email protected]

Special thanks to Mary Lehman, Phil Andrzejewski, Ben Heet, Pascal Calarco, Kim Ferraro, and Dan Marmion.

Additonal thanks to Carole Pilkinton, Natasha Lyandres, Mary McKeown, Mandy Havert, and Michael Bradford.


IntroductionThis presentation details the issues and that we

encountered and throughout the implementation of the MARCIt! enhancement tool in our Aleph OPAC and how we resolved them.

The benefits of single point of access, enhanced visibility, and single point of maintenance of ALL of our electronic journals were significant enough that we wanted to be early adopters. With few sites having implemented MARCIt! at the time, we discovered early on that we would need to develop techniques to deal with two primary issues.


Problems

Central issue:

Nearly all of the MARCIt! records are not the correct version of the MARC record and, in most cases, we needed to insert local cataloging practices for optimum compatibility with our catalog. There were two different types of issues in this category:

• the MARC record was for the print version of the items (97%)

• the MARC record was non-enhanced (extremely brief, 8%)


MARCIt! Load Statistics

Initial load - 16,406 records

• Only 488, 3% of MARCIt! records were “true” electronic records which means 97% of the records were not the correct record and needed some level of modification

• 1,373, 8.4% of records were brief, not enhanced

e-Record Count

e-RecordOther

Enhancement Count

Not EnhnacedEnhanced


The Solution to Problem #2

How to Fix MARCIt! Records

We decided to write a modification program that would alter the incoming records by adding important missing fields, modifying problematic existing fields, and removing other problematic fields that don’t belong in an “electronic” record


Record ModificationsPurpose

we realized that we would have to do some correction to make records better and work properly within our system

LOCAL PRACTICE - to create consistency with existing records and local electronic journal cataloging practices (some of these changes were optional decisions)

RECORD ACCURACY - to correct the incoming record, converting most of them from print records to better electronic records according to MARC21 cataloging rules

TECHNICAL NECESSITY - to make sure records work with our indexing methods, especially virtual bases (many of these changes were necessary)


Modification Rules48 individual procedures, 3 types (see Appendix A for complete list)

1) 10 Field Additions2) Field Modifications3) 29 Field Deletions

39 different fields modified

some of these modifications quite complex, making additions, deletions, and changes according to proper punctuation, only in specific subfields, and/or according to record’s characteristics


What Can You Do Without Programming?

Field Removals

ExLibris configures a profile when you sign up for MARCIt!, it allows you to specify fields that you would like removed


What Can You Do Without Programming?

Field Additions/Modifications

MARCIt! interface supports addition of 245 subfield h and implements properly

If your ILS has a fix routine tool, you can probably do some basic changes


Why a Programmed Solution

Some modifications complex

configuring 130 or 240 requires placing word Online within parentheses if they exist, or within its own parens if they don’t:

000000003 1300 L $$aPlanning (Chicago, Ill. : 1969) changed to000000003 1300 L $$aPlanning (Chicago, Ill. : 1969 : Online)

removal or additions of only portions of a string or subfield

Maximum flexibility, relatively few restrictions


Record Modifications

000016212 035 L $$a(OCoLC)18307370000016212 035 L $$a(SFX)991042748139142000016212 040 L $$aDNLM$$cDNLM000016212 0410 L $$aspa$$beng000016212 042 L $$alcd000016212 06000 L $$aW1$$bPE788HJ000016212 090 L $$a991042748139142

000016212 260 L $$aMexico :$$bInstituto Nacional de PerinatologÃ a,000016212 300 L $$av. :$$bill., ports.000016212 310 L $$aQuarterly

000016212 500 L $$aDescription based on: Vol. 1, no. 4 (oct.-dic. 1987); title from cover.000016212 546 L $$aArticles in Spanish; summaries in English and Spanish.000016212 850 L $$aDNLM000016212 650 2 L $$aPerinatology$$vPeriodicals.000016212 650 2 L $$aReproduction$$vPeriodicals.000016212 7102 L $$aInstituto Nacional de PerinatologÃ a (Mexico)000016212 856 L $$uhttp://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=0187-5337

000016212 866 L $$xScielo:Full Text$$a Availability: from 2002 volume 16 issue 1 to 2002 volume 16 issue 4000016212 CAT L $$c20040616$$lJNL99$$h1735000016212 SRC L $$aCONSER

000016212 FMT L SE000016212 LDR L -----nas--2200289-a-4500000016212 001 L sn-88026116-000016212 003 L SFX000016212 008 L 880803c19879999mx-qr-p000016212 010 L $$asn-88026116-

-----0----0spa----ss

000016212 022 L 0187-5337$$a$$y

000016212 24500 L $$aPerinatologÃ a y reproducciÃ³n humana /$$cINPer.$$h[electronic resource]

000016212 3621 L $$aBegan with: Vol. 1, no. 1 (enero-marzo 1987).Print

&pid=serviceType=getFullTxt&genre=journal

000016212 006 L m^^^^^^^^d^^^^^^^^000016212 007 L cr^mnu^^ûuuuu

000016212 1300 L $$aPerinatologÃ a y reproducciÃ³n humana (Online)

000016212 538 L $$aMode of access: World Wide Web.

000016212 590 L $$aSFX MARCIt Record


Data Insertions

Types of things that we add

information that is important for the indexing of electronic serials:

• FMT field with content SE• properly coded 00x, control, fields (006, 007, 008)

data to make the record more valid: • uniform title, based on 245, with “(Online)” in 130 or 240 (if

1xx already exists)

data to accommodate local cataloging practices:• 902 fields that suppress and mark for deletion


Data Insertions (Examples)

FMT SEmissing from non-enhanced records, critical field for

distinguishing/indexing serials in Aleph

538 Mode of Access: World WideWebmissing from all non-electronic records

590 SFX MARCIt Record – local noteinserted for selectors so that they can distinguish between

subscription and aggregator when considering collections


Data Insertions (Examples)

902 fields for suppress/deletionin our system, it is not adequate to only have a d

in the LDR, must also have two 902 fields:902 L $$a Supress display

902 L $$a Deleted record 02/24/2005

(might be some other field for version 16)


Data Modifications

Types of things that we modify

fields that were configured specifically for the print record

• 130 – uniform title, add “(Online)”

• 245 – title proper, add subfield h “[electronic resource]”

• 362 – dates of publication, add “Print began with” for non electronic records

incorrectly cataloged fields• 856 – electronic location and access, add indicators 40


Data Insertions/ModificationsFixed Length Data Fields (006, 007, 008)

coded with “electronic” characteristics, used in indexes and virtual bases• 006s, 007s, and 008s are added when not present• 006s and 007s are all removed and re-added for ensured proper coding and

consistency (006s and 007s are fairly uncommon on print records)• 008 is only modified when it is present (only doesn’t appear on non-enhanced

records)

computer file type of computer file is a document

006 L m^^^^^^^^d^^^^^^^^

e-resource remotely accessed

007 L cr^mnu^^ûuuuu

008 L 050504uuuuuuuuuxxûu^pss^^^û0^^^^0eng^d

form of original item electronic form of cataloged item electronic


Control Fields

Periodicals Index, E-Resource indexes depend on FMT, 008


Data Modifications (Examples)

Indicators 40 on 856 missing from all records

4 in ind1 refers to http access

0 in ind2 specifies that the URL is for the cataloged item in the record, not a related item


Data Deletions

Types of things that we remove

information that relates only to the print item• portions of 77x fields which contains info for related title

relationships (successive parent, etc.)

information that is inaccurate or undesired• “SFX” in the 003, 003 specifies the agent who’s control

number is in the 001, in most instances this is the LC#

• “pid=serviceType=getFullTxt” from 856, otherwise restricts our ability to display other types of targets


Data Deletions (Examples)

Remove 530530 L $$aAlso available to subscribers via the World Wide Web.

Remove pid=serviceType=getFullTxt

from 856 because it restricts appearance of other services such as problem report formhttp://findtext.library.nd.edu:8889/ndu_local?

sid=sfx:opac_856&issn=1402-3357&pid=serviceType=getFullTxt&genre=journal


Non-enhanced Record (Before)Journal: Archipielago

000016405 LDR L -----nas-a22-----z--4500

000016405 022 L $$a1402-3357

000016405 035 L $$a(SFX)1000000000018746

000016405 090 L $$a1000000000018746

000016405 245 L $$aArchipielago

000016405 856 L $$uhttp://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=1402-3357&pid=serviceType=getFullTxt&genre=journal

000016405 866 L $$xGaleGroup Informe:Full Text$$a Availability: from 2002


Non-enhanced Record (After)Journal: Archipielago

000016405 FMT L SE000016405 LDR L ^^^^^nasâ22^^^^^z^^4500000016405 006 L m^^^^^^^^d^^^^^^^^000016405 007 L cr^mnu^^ûuuuu000016405 008 L 050504uuuuuuuuuxxûu^pss^^^û0^^^^0eng^d000016405 022 L $$y1402-3357000016405 035 L $$a(SFX)1000000000018746000016405 090 L $$a1000000000018746000016405 1300 L $$aArchipielago (Online)000016405 24500 L $$aArchipielago$$h[electronic resource].000016405 538 L $$aMode of access: World Wide Web.000016405 590 L $$aSFX MARCIt Record000016405 85640 L

$$uhttp://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&pid=serviceType=getFullTxt&issn=1402-3357&genre=journal

000016405 866 L $$xGaleGroup Informe:Full Text$$a Availability: from 2002

Additions Modifications Deletions


Post Implementation IssuesFrom the initial load (approx. 11,000 records), our

indexing daemon took a hit for about a day

Our authority maintenance reports went through the roof, the subject report went from 5 to 73 page

authority flags for items like:$$aAutomobile industry and trade$$zJapan$$vStatistics$$vPeriodicals

wrote a short PERL program to modify the reports and pull out lines that would be ignored, brought reports back to 7 pages


Post Implementation IssuesAssociated ISSNs

http://findtext.library.nd.edu:8889/ndu_local?sid=ND:nd_cat&issn=0014-7354

creates a messy, confusing menu

some links go to different title, might be confusing to patron

we would like the ability to control this by Source ID

• useful for source index with bad data• in the catalog, may not necessary, we

want more control over what the patron encounters on menu – we have a separate cataloging record for other title


Benefits

Source IDs differ between MARCIt! and our local catalog records which allows us to distinguish use in statistics:

http://findtext.library.nd.edu:8889/ndu_local?sid=sfx:opac_856&issn=1402-3357&genre=journal

http://findtext.library.nd.edu:8889/ndu_local?sid=ND:nd_cat&issn=0009-7101&genre=journal

02,0004,0006,0008,000

10,00012,00014,00016,000

Requests Clicks

May 2005 Stats

ND:nd_catsfx:opac_856ND:nd_ejl


Benefits (cntd)

OpenURLs act as a kind of PURL (persistent URL) for all of our eJournals

maintenance - we no longer will have to make global updates for publishers who change URL structure – one change in SFX

usability - if we cancel a journal and record is missed, user gets no full text message, not sent to site where they can’t get into the full text or are prompted to pay


Benefits (cntd)

Single URL in brief view opens to SFX menu and presents all “link-to” options


Benefits (cntd)

More options for journal retrieval in case one link has problem

Added services, such as pre-filled problem report form


Future Plans

Planned for the June release, SFX will be able to export SFX subject categories, we may chose to map these subjects to our own locally defined subjects and add them to 695, which contain our local, indexed, subject fields


Future Plans (cntd)

Take information from session today and incorporate into parser

Considering packaging MARCIt! records parser with a local configuration file for interested sites:#Change: Remove 003

#Purpose: Because 003 should be consistent with 001

$Apply_003_Modification = “N”;

#Change: Alter existing 008 or add 008 when missing

#Purpose: To identify “electronic” characteristics of record

$Apply_008_Modification = “Y”;


Thank You


Appendix A: List of ModificationsFMT - Aleph Specific Field for Format Add when missing, no subfield, contents “SE”001 – Local Control Number (often LC catalog #) Remove all003 – Control Number Identifier (whose number is it in the 001) Remove all006 – Fixed-Length Data Elements -- Additional Material Characteristics

-- Computer Files/Electronic Resources Remove all Add to all records, no subfield, contents “m^^^^^^^^d^^^^^^^^”007 – Physical Description Fixed Field -- Electronic Resource Remove all Add to all records, no subfield, contents “cr^mnu^^ûuuuu”008 – Fixed_length Data Elements -- Continuing Resources Modify characters in position 22 & 23, change to “ss” Add to records without 008, no subfield, contents “[yymmdd]uuuuuuuuuxxûu^pss^^^û0^^^^0eng^d” where [yymmdd] is current date010 - Library of Congress Control Number Remove if record is not electronic022 - ISSN Modify, move issn in subfield a to subfield y if record is not electronic Modify, move issn from 776 subfield x to 022 subfield a if exists AND record is not electronic090 - Local Call Number (Typically LCC like) Remove if strictly numeric035 - System Control Number Remove if contains “(OCoLC)”037 - Source of Acquisition Remove all130 - Main Entry -- Uniform Title Modify, add “(Online)” with proper punctuation followed Add to records without 130, copy contents of 245 a, n, p and add “(Online)”, but only if another 1xx field is not already present


Appendix A: List of Modifications (cntd)210 - Abbreviated Title Remove all222 - Key Title (Used in conjunction with 022) Remove if record is not electronic240 - Uniform Title Add to records that do not have a 130 and a 1xx field is present and the record is not electronic, copy contents of 245 a, n, p and add “(Online)”245 - Title Statement Modify, change ending semicolon to colon to conform to ISBD punctuation Modify, insert subfield h with contents “[electronic resource]” with proper punctuation followed 265 - Source for Acquisition/Subscription Address Remove all300 - Physical Description Remove all362 - Dates of Publication and/or Sequential Designation Modify, change 3620_ to 3621_ if there is no existing 3621_ AND if the record is not electronic500 - General Note Remove if contains the phrase “latest issue consulted” AND record is not electronic510 - Citation/References Note Remove if subfield a does not contain “Chemical Abstracts”530 - Additional Physical Form Available Note Remove all538 - System Details Note Remove all Add to all records, in subfield a, contents “Mode of access: World Wide Web.”555 - Cumulative Index/Finding Aids Note Remove if record is not electronic590 - Local Note Add to all records, in subfield a, contents “SFX MARCIt Record”655 - Index Term -- Genre/Form Remove all


Appendix A: List of Modifications (cntd)770 - Supplement/Special Issue Entry Remove all subfields after the subfield t772 - Supplement Parent Entry Remove all subfields after the subfield t777 - Issued with Entry Remove all subfields after the subfield t776 - Additional Physical Form Entry Remove if record is not electronic780 - Preceding Entry Remove all subfields after the subfield t785 - Succeeding Entry Remove all subfields after the subfield t787 - Nonspecific Relationship Entry Remove all subfields after the subfield t850 - Holding Institution Remove all853 - Captions and Pattern -- Basic Bibliographic Unit Remove all856 - Electronic Location and Access Modify, add indicators 40 when missing Modify, remove “pid=serviceType=getFullTxt”863 - Enumeration and Chronology -- Basic Bibliographic Unit Remove all866 - Textual Holdings -- Basic Bibliographic Unit Remove all902 - Aleph Specific Field for Supress Deletion Add two to each record with d, marked for deletion, in the LDR

1st 902, in subfield a, contents “Supress Display”2nd 902, in subfield a, contents “Deleted record [date]”

Documents

© 2005 University Libraries of Notre Dame. Project Contributors Mark Dehmlow Electronic Services Librarian University Libraries of Notre Dame [email protected]