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Preliminary Questions

  • Licensing complete?
  • Vendor contractual restrictions on number of users?
  • Is Vendor known or new, do we have a history with?
  • Order information in the E-Collection Batch Cataloging vendor folder?
  • One time load or ongoing monthly updates (subscription) for overlay of existing records?

About MARCEdit

  • Download, install, and read about the MARCEdit program from
  • Ask Christina Harlow if you have any installation questions/issues.
  • How MARCEdit presents MARC Records:
    • Delimiters = $
    • Blank indicator = \
    • Field terminators in MARCEdit = at the beginning of each line/field
    • Record terminators in MARCEdit are 1 blank Line between each MARC record. 
    • Always 2 blank spaces between 3 digit field tag and indicator positions 
    • In MARCEdit there always has to be $a to begin all variable fields - $a is NOT assumed.
    • In MARCEdit there are no spaces between delimiter, subfield letter/number, text data. 
    • MARCEdit text record example: 
      • =LDR 01258nam a22003378a 4500
        =001 CR9780511910616
        =003 UkCbUP
        =005 20120927050353.0
        =006 m||||||||d||||||||
        =007 cr||||||||||||
        =008 100824s2011||||enk\\\\\s\\\\\||1\0|eng|d
        =020 \\ $a 9780511910616 (ebook)
        =020 \\ $a 9781107008045 (hardback)
        =040 \\ $a UkCbUP$cUkCbUP
        =050 00 $a QA248 $b .S4125 2012
        =082 00 $a 510223
        =245 00 $a Set Theory, Arithmetic, and Foundations of Mathematics $h[electronic resource] :$b Theorems, Philosophies /$cEdited by Juliette Kennedy, Roman Kossak.
        =260 \\ $a Cambridge : $b Cambridge University Press, $c 2011
        =300 \\ $a 1 online resource (242 p.) : $b digital, PDF file(s).
        =490 0\ $a Lecture Notes in Logic $v no. 36
        =500 \\ $a Title from publishers bibliographic system (viewed on 27 Sep 2012).
        =530 \\ $a Also issued in print format.
        =538 \\ $a Mode of access: World Wide Web.
        =650 \0 $a Set theory.
        =650 \0 $a Logic, Symbolic and mathematical.
        =650 \0 $a Mathematics $x Philosophy.
        =650 \7 $a MATHEMATICS / Logic. $2 bisacsh
        =700 1\ $a Kennedy, Juliette.
        =700 1\ $a Kossak, Roman.
        =776 08 $i Print version: $z 9781107008045
        =856 40 $u $z Access by subscription 

Batch MARC Record Preparation and Review

Preliminary Steps

  1. Retrieve files from vendor website specified in the order information.
    1. Download to the Local directory I: Tech Services/E-Collection Batch Cataloging/vendor folder. THIS IS GOING TO CHANGE SOON.
    2. Records should be binary MARC21 - end with '.mrc'. If they end with another file extension, ask Christina Harlow about conversion.
  2. Use MARCEdit program to convert MARC records to MARC21, UTF-8, and make a text file available for review.
    1. Click File, MARC Tools, MARC Breaker
    2. Browse for the original MARC file
    3. Choose the same place for Output file but with the .mrk extension (this just makes the binary MARC file into a 'text' version of the MARC file. We will only use this file extension for our review work).
    4. Under Functions, the MarcBreaker radio button should be selected by default
    5. Check "Translate to UTF8" box
    6. Click Execute
    7. Will give a message in results box, such as: 384 records were processed in 0.390004 seconds
  3. Click "Edit Records" Button at bottom to open the file into the MarcEditor 

  4. Use MARCValidator to check to see if records validate. If they don't, review issues and repair where possible.

Generate a Record Set Report

  1. In the MARCEdit Editor (opened at the end of the above steps), we now can see how many records in a file (look at the bottom of the MARCEdit screen)

  2. In the Reports Menu there are 3 Tools to help with global file content. 
    1. Use Field Count to generate a "Tab Delimited" report of MARC fields and subfields. 

      1. Click Generate Report button
      2. Save .txt file with your other files of vendor. 
      3. Counting Fields- From the field count report:
        1. make sure all records have all required fields and access points
        2. examine report for inconsistencies
        3. be mindful of locally-assigned fields that may cause problems when loading records into Aleph: 945
        4. use report for written notes 
        5. Examples: 
        6. File has 9111 records for e-books …… but only 64 subject headings
        7. File has 221 records for e-journals …… but only 31 records have URLs
        8. File has 559 records for e-books …….. but only 552 245$a fields
    2. Use Material Type Report to view type of records in file (books, visual, audio, map, score, etc.) and whether they are electronic, online etc.
      1. [This reads the LDR 6th position (Type of record) and 008 23rd or 29th positions depending on material type, GMD] 

Isolating Fields for Analysis in MARCEdit

Use this set of functionalities to:

  • Pull out and view individual fields in a file
  • Review data elements and patterns using the Find all function 
  • Sort alphabetically by indicator values or sort by record number in the jump box
  • Highlight record, select jump to page to easily edit or correct text.

To Isolate Fields in MARCEdit:

  1. Edit menu, Find (Ctrl-F) choose "Find all"

  2. Example of Find All in the "Jump box" [from MarcEditor] 

  3. MARCEdit has Tools to Globally add/delete fields, edit subfields and edit indicators. 
  4. MARCEdit has Tools to Join, Split, Extract and Delete MARC records plus many more functions
    1. Most common are: 
    2. Find/Replace: Edit → Replace or (Ctrl-R) [from MarcEditor] 

    3. Add Field: Tools → Add/Delete Field or F7 [from MarcEditor]
      1. Type or select field
      2. Type in Field Data
      3. Many options: For now the default ones ("Match case" and "Insert before" sufficient)
      4. Click button "Add Field" 

    4. Delete Field: Tools → Add/Delete Field or F7 [from MarcEditor] 

    5. Copy Field: Tools Copy Field Data [from MarcEditor]
      1. Type or Select Source Field
      2. Find in Field (if you have particular text)
      3. Destination Field
      4. Option: Also can delete source field 

    6. Edit Indicators: Tools → Edit Indicator Data (F8) 
      1. Type or Select Field
      2. Type current indicators
      3. Type field data if necessary
      4. Replace with indicators
      5. Input Replace 

    7. Editing Subfields: Tools → Edit Subfield Data (F9) 
      1. Fill in:
      2. Field & subfield
      3. Field data (if applicable)
      4. Can "Replace Text" or "Remove Text"
      5. Or Through the Options, even add subfield through "New subfield only" or "Add subfield if not present"
      6. Use ^b for beginning of line or ^e for end of line in "Field Data" box
      7. Deleting subfield data
    8. Adding data to the end of a subfield 

Final Review

Review the E-Resources Checklist.

Ready for Alma Import

When all edits are final and the file is ready to import into Alma:

  1. Go to MARCEdit report menu, use validator again to check for edit errors.
  2. Go to MARCEdit file menu, Compile File into to MARC
  3. Save as type UTF-8
  4. Name the file original filename_done.mrc

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