case study : creating a usable marc file from a spreadsheet thomas meehan head of current...
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Case study :creating a usable MARC file from a spreadsheet
Thomas MeehanHead of Current Cataloguing
UCL Library [email protected]
CILIP CIG Metadata Tools WorkshopBirmingham
20 November 2015
Problem
We have access to a package of 246 ebooks but
• We needed records quickly• There were no easily available records• Cataloguing each ebook individually would be too time consuming
However, we have an Excel file…
Excel file
Excel file
Sketchy, but has:
• Title• Editor information (but in the same field as the Title)• Edition (but in the same field as the Title)• URL
Using the Delimited Text Translator in Marcedit, we can convert these to MARC records.
Conversion
In Marcedit:
Click on Delimited Text Translator• Input File is the Excel file• Output File in the .mrk file you want to create, westlaw.mrk• Excel Sheet Name is the name of the specific worksheet, in this case
Westlaw ebooks• Delimiter is whatever separates the columns, in this case Tab is fineClick on Next
Assign MARC Fields
For each column (if wanted), assign a MARC field:• Select a column, e.g. Field 2 for the Title (etc). This needs to be highlighted.• Map To a MARC field, including a subfield code, e.g. 245$a• Enter the Indicators, e.g. 00 to be on the safe side (can tidy up later)Click on Apply, and this field is added to a list.
Repeat with any more fields. In this case we also want:• Field 3 mapping to 856$u with indicators 40
Click on Finish
Check and Tidy
Check the .mrk record! Some observations:• 008 is basically blank.• Edition and editors mixed in with titles. As these are updating “looseleafs”
we wanted edition specific information removed.• No 260/264 or 300 information.• No RDA 33x fields.• Needs local notes for access and tagging.• No subjects (even 650 _0$aLaw$zGreat Britain would be better than
nothing?).We can try to fix some of this with the following Task List…
Summary of Task List
As this was only done once, a Task List was not necessary, but it meant it could be edited and re-run to check results (or used in future demonstrations…)• The LDR position 18 changed to “i” for RDA• 006 and 007 fields are added• The 008 is changed to be generic but correct• 040 field added• Editors’ names extracted (using regular expression) from 245 and put into 500 fields• Edition information removed from 245 (using regular expression) • Generic 264 added• RDA 33x fields added• Local ebook furniture added• Generic subject headings added
What Next?
• Convert the records to a raw MARC .mrc file: File>Compile File into MARC• Import into Aleph• Do local edits at leisure• Remove a small number of duplicated records• Add identifiers or ISBNs to allow linking to SFX. These can be exported back
out of Marcedit using Tools>Export>Export Tab Delimited Records
We have also used a variation on the above to add URLs to a file of ebook records that didn’t have any 856 fields. We converted an Excel file with ISBNs and URLs in it to MARC, which is then merged with the original file.
The Records Now in Our Discovery Systemhttp://ucl-primo.hosted.exlibrisgroup.com/primo_library/libweb/action/search.do?fn=search&ct=search&initialSearch=true&mode=Basic&tab=local&indx=1&dum=true&srt=rank&vid=UCL_VU1&frbg=&tb=t&vl%28freeText0%29=uclebkwestlaw&scp.scps=scope%3A%28UCL_LMS_DS%29
Case study :creating a usable MARC file from a spreadsheet
Thomas MeehanHead of Current Cataloguing
UCL Library [email protected]
CILIP CIG Metadata Tools WorkshopBirmingham
20 November 2015