We Can Do It, You Can Too! Metadata Automation for Everyonedownloads.alcts.ala.org/mw_ac/ac16vp2_06082016...records back to the OCLC live database where they will replace the older

ALCTS Virtual Preconference: We Can Do It, You Can Too! Metadata Automation for Everyone

Session 2. Automating Legacy Data Cleanup Projects

June 8, 2016

“Editing Legacy Metadata for ETDs:

Description of a Best Practice Using the MarcEdit Plug-In Tool”

Presented by: Marielle Veve

University of North Florida

MarcEdit Plug-In Tool

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Functions and some background:

• Created around 2008 by Terry Reese, the creator of MarcEdit

• Is an open source tool created to allow interaction between records in OCLC and

MarcEdit.

• Users can export MARC records from the OCLC live database, send them to the

MarcEdit tool for editing, then send records back to the OCLC live database where

older records can be overlaid with new ones to reflect the updates.

Hosted by ALCTS, the Association for Library Collections and Technical Services

Webinar Goals & Steps

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Goals of webinar:

• To teach you how to grab a group of ETDs records you wish to edit from OCLC, export

them in batch to MARC Edit, perform desired edits in batch, and then import edited

records back to the OCLC live database where they will replace the older records.

Steps followed in this webinar:

1. Install Plug-In tool in Marc Edit

2. Change settings in OCLC (Export settings and create a new file to put records)

3. Search ETD records in OCLC you desire to change

4. Send records from OCLC to Marc Edit using the Plug-In tool

5. Perform edits in MarcEdit

6. Compile file back into MARC and send to OCLC to overlay old records


Install the Plug-in Tool in MarcEdit

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Change OCLC settings

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1. Change Export settings in OCLC

2. Create a new local file in OCLC to save records you wish to edit

*Important!! Remember that OCLC Connexion will save these settings until you change

them back.


Export Settings

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1. Tools—Options—Batch tab


Export Settings

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2. In the Record Actions area, under Perform local actions in batch, check Bibliographic Record

Export, OK.


Create new local file in OCLC

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1. File—Local File Manager. Now a screen pops up displaying the paths/files you currently have in

your “Local Save File”.



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2. “Create file” will open a window displaying the exact location (path) your computer is saving the

Local files. In there create a new path for your ETDs and press “Open”



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3. Make sure your new path is check-marked (double click in it) so the ETD records you will edit can

be sent here. Press “Close”.


Search desired ETD records in OCLC

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1. Search in OCLC for the bib file of all the ETD records you wish to edit. Look by

either author and year or title/year.

2. For each record, press “Action”-- “Save record to Local file” or press “F4” (this

will send the records directly to the local save file you just created in OCLC)

3. After all desired records have been sent to that file, then go back to MarcEdit

and open it.


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Restart MarcEdit in 32-bit mode


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Black screen shows,

leave open and ignore!

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Send records from OCLC to MarcEdit

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Mnemonic file (.mrk)

opens in MarcEdit


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Edits to ETD legacy metadata # 1


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Before record


After record

Edits to ETD legacy metadata

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21 Hosted by ALCTS, the Association for Library Collections and Technical Services


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Compile and send records back to OCLC

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At this point, the edited records that passed to OCLC will

overlay only the records you placed in your OCLC save file,

not the ones in OCLC live.

Updates passed to OCLC Save file only!


Update records in OCLC Live

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1. Go back to that save file in OCLC (Cataloging—Search—Local save file—ok) and

highlight all the edited records (place cursor and hold “Ctrl” key).

2. Press “Action”—“Replace and update holdings” or Alt + F11 (if there are many files

to upload the process may take a while)


Update records in OCLC Live

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Successful results:

-If the records in OCLC live were successfully upgraded with your edits, you will see a

“C” under columns “Replace” and “Update Holdings”

Failed results:

-If a double “F F” shows in these columns, then changes did not pass to the records

in OCLC live and the attempt failed.


Last but not least!

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-Upgrades to the records will be displayed instantly in the OCLC live bibliographic file

*Reminder: Go back to OCLC and change the settings back to what they were before

using the Plug-In tool. This includes:

1. Changing the Export settings from “Batch Record Export” to “Single Record

Export”

AND

2. Changing the checkmark back to the path that it was before. If not, any exports you perform afterwards will be sent to the wrong place!


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1. Go back to: Tools—Options—Batch tab

2. In the Record Actions area, under Perform local actions in batch, UNCHECK Bibliographic Record Export, OK.

UNCHECK!

Change Export Settings back


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1. File—Local File Manager

2. Double click the path it was before, in here I put it back to the “Default”—Close

CHECK!

Change Path back


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END

Questions?

Contact: [email protected]


mailto:[email protected]

Documents

We Can Do It, You Can Too! Metadata Automation for Everyonedownloads.alcts.ala.org/mw_ac/ac16vp2_06082016...records back to the OCLC live database where they will replace the older