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.
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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
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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.
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Export Settings
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1. Tools—Options—Batch tab
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Export Settings
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2. In the Record Actions area, under Perform local actions in batch, check Bibliographic Record
Export, OK.
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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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Create new local file in OCLC
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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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Create new local file in OCLC
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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”.
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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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Restart MarcEdit in 32-bit mode
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Restart MarcEdit in 32-bit mode
Black screen shows,
leave open and ignore!
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Send records from OCLC to MarcEdit
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Send records from OCLC to MarcEdit
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Mnemonic file (.mrk)
opens in MarcEdit
Send records from OCLC to MarcEdit
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Edits to ETD legacy metadata # 1
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Before record
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After record
Edits to ETD legacy metadata
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Edits to ETD legacy metadata # 2
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Edits to ETD legacy metadata # 3
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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!
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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)
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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.
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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]
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