MarcEdit: Doing more, but faster Terry Reese Gray Family Chair for Innovative Library Services Terry.reese@oregonstate.edu

Making your metadata work for you Finding ways to use MarcEdit to merge and manipulate existing metadata in various formats i.e., working with XML formats, delimited formats, Excel, Access Dealing with data in multiple charactersets as we transition to a Unicode world Learning how to automate repetitive tasks, and understand what editing functions are available to you Leveraging webservices like OCLC WorldCat to provide automatic classifications

Metadata manipulation

MARC Tools Portal

Marc Tools Built-in functions MarcBreaker – Tool used to convert MARC records to the MarcEdit mnemonic format MarcMaker – Tool used to convert MarcEdit mnemonic format to MARC MARC=>MARC21XML – converts MARC to MARC21XML Automatically converts data from MARC-8 to UTF8 MARC21XML=>MARC – converts MARC21XML to MARC Doesn’t automatically convert data from UTF8 to MARC8 – will leave data in UTF8

MARC Character Conversions Supports moving between any known Windows Characterset and MARC8. Can be run from the Breaker/Maker – or as its own standalone utility

MARCSplit/MARCJoin Utility used for joining large sets of MARC data to a single file Utility used for splitting large MARC record sets into smaller files

Batch Record Processor Allows MarcEdit to process “lots” of files. Files can be processed against an entire folder’s contents or by file type Can utilize any built-in or derived XML Function transformation

MarcEdit and bad records Two MARC breaking algorithms Strict MARC algorithm Loose breaking algorithm Loose algorithm can heal MARC records (sometimes) Structural errors Missing field or record markers

Delimited text translator Translates Tab, comma, pipe, Excel (Office 2000-2007), Access (Office 2000-2007) files into MARC Can save translation maps Can create constant data

Delimited text translator Options Wizard-like interface Supports Unicode data (in excel or delimited file) Joining (relating) fields Editing global 008/LDR

Delimited Text Translator: Mapping format Map to: Field + subfield Indicators: Indicator values Term Punct.: Trailing punctuation Arguments – Joining defined items (select and right click on items) Ability to save templates

Common Joining techniques When would I mark a field as repeatable? By default, when the Delimited Text translator encounters two like subfields on the same field, it creates a new field. For example: column 1: This is a note column 2: This is a note 2 if I mapped column 1 500$a and column 2 to 500$a, by default, MarcEdit would generate the following output: =500 \\$aThis is a note =500 \\$aThis is a note 2 However….

Common Joining techniques When would I mark a field as repeatable? If I need to have multiple, like subfields on the same field, for example, like a subject field – we would mark the field as repeatable: column 1: Geology column 2: Oregon column 3: Corvallis If these fields were not marked as repeatable, the output would look like: =650 \0$aGeology$zOregon =650 \0$zCorvallis However, if these fields were marked as repeatable, the output would look like: =650 \0$aGeology$zOregon$zCorvallis

MARC Conversions This is really the heart of MarcEdit All utilities and functions interact with the MARCEngine in some fashion.

MarcEdit Crosswalking model MARC21XML EAD FGDC MODS MARC Dublin Core

Finding and Contributing Crosswalks In MarcEdit 5.6, an option was added to allow users to search for crosswalks Currently, these are crosswalks I or LC have created Hopefully, community members will submit crosswalks for inclusion into the registry

MarcEdit: Crosswalks for everyone

Harvesting Metadata MarcEdit includes a builtin OAI harvester Allows for direct XML=>MARC translations Allows for custom modification of XSLT translation tables.

Harvesting Metadata Required data Host name: i.e., http://ir.library.oregonstate.edu/request/oai Metadata Type Natively supports MARCXML, Dublin Core, OAIMARC and MODS Options to support conditional harvests, raw data harvests, and resumptive harvests.

Record Editing

MarcEditor

MarcEditor Properties Templates Fonts Encodings Preview Settings

Configuring New Paging Set in the Options dialog

Paging Example If you load the full file, or turn the preview mode off

Editing MARC MarcEditor Supports a number of global editing functions: Edit Subsets of records Find/Replace functionality Globally Add/Delete MARC fields Globally Edit Subfield data Conditionally add/remove field data Globally Edit Indicator data Globally Swap field data Record Deduplication Record Sorting Call Number Generator Macros Best way to think of the MarcEditor is like notepad for MARC. It has been designed to work specifically with MARC data.

Editing MARC – Find/Replace Works like a normal Find/Replace in most Textpad utilities. Unlike most Textpads, Replace supports UTF-8 (when working with UTF-8 files) and regular expressions. Replace all works great for handling regular find/replace operations but can also be used to: Change field tags Using regular expressions to move subfield information from on subfield to another Using regular expressions to do complex find/replace operations.

Editing MARC – Find All Find all function was designed for use with the Paging mode Allows users to find any text across all pages Generates a jump list that can be used to find individual records for edit Replace all works great for handling regular find/replace operations but can also be used to: Change field tags Using regular expressions to move subfield information from on subfield to another Using regular expressions to do complex find/replace operations.

Jump to Jump to…record: Jump to…page: Allows you to jump to any records Jump to…page: Allows you to jump to any page

Editing MARC – Global Add/Delete Field Globally add fields to all MARC records Allows users to set insertion position. Globally delete fields Allows global delete Allows conditional delete Supports Regular Expressions The function is primarily useful if you have a field that needs to go into every record. For example, OSU receives aggregator records for EBSCOHost and we insert a text string into every record so that we can easily identify these records using listing tools within our ILS system. Another example: in our ILS system, we use a 949 field to pass command-line options to the MARC loader. When doing database maintenance operations, I can automatically add a single 949 field to all records to define the load table and common arguments to be used when loading the record.

Editing MARC – Modifying subfield data Allows for the modification of variable MARC field subfield data (MARC fields >10) Allows for the modification of control field data by position or range of positions Allows users to prepend and append data to subfields. Allows users to change subfield tagging.

Editing MARC – Modifying subfield data Allows users to insert new subfields and define subfield placement. Allows users to move field data from one field to another. Supports: UTF-8 with UTF-8 files Regular Expressions Adding new subfields.

Editing MARC – Modifying subfield data

Editing MARC – Swapping Fields Swap parts of MARC Fields or entire MARC fields Define field, indicator and subfields to move. Can move field data and delete the original field or clone the field data and move the clone to the new location. Can add data to an existing field.

Character Conversions within the MarcEditor MarcEditor allows users to convert character data between different charactersets.

Fixing Boo-boos MarcEdit’s Special Undo Allows you to step back one global change.

Sorting Fields MarcEdit provides multiple sorting types: Control Number Sorts record position within the file Title Author Call Number 0xx Fields Sorts the 0xx fields within individual records (does *not* change record position within a file) All Fields Sorts all fields within individual records (does *not* change record position within a file) Custom Sort Sorts all defined fields within individual records (does *not* change record position within a file)

Record Deduplication MarcEdit provides a simple dedup tool that can: Dedup on a defined control field (any field) Dedup on a transaction field (or using an additional transaction field) Output Removes all duplications and saves the duplications to a file Prints just unique items within the file (i.e., those without a duplicate pair)

Field Counts Field Count Provides a quick count of fields Report of subfields used within a particular field Detailed reports of all fields/subfields used within a fileset.

Material Type Report Material Type Report Reports number of records by material type Breaks down material type by sub-types Utilizes the Leader, 008 and GMD to determine format types

Task Automation Tool Stacking Operations Task automation provides a way for non-programmers to create defined task lists that can then be executed automatically The different between a task and a macro is that MarcEdit tasks essentially function like the user was calling specific functions within MarcEdit. Anything that you can do in the MarcEditor, you can automate as a task.

Task Automation Managing Tasks Task management works like macro management You can Create new tasks Clone tasks Rename tasks Delete tasks Edit tasks

Task Automation Demo Additional Information: Youtube: Introduction to task automation: http://www.youtube.com/watch?v=gmqTGfTubU4 Introduction to new task automation functions: http://www.youtube.com/watch?v=fnorN0MFFN0

OCLC Classify Service MarcEdit can leverage OCLC WorldCat to generate call numbers automatically for files Fields used: 001 010$a$z 020$a$z 022$a$z 024$a$z 1xx$a 776$w$z

OCLC Classify Service

Future Development

MarcEdit 5.9+ AACR2->RDA macros Merge Record Enhancements Low-hanging conversions to support batch data processing Merge Record Enhancements Adding more data points and customized merge fields More Automation support Ability to turn Edit shortcuts into Automation tasks Batch OAI Harvesting Create jobs that you can schedule and have automatically run for you Batch Set Holdings Using either crappy z39.50 or OCLC’s yet to be publically released API for holdings settings.

Getting Help Call/write me: Ask the list: terry.reese@oregonstate.edu MarcEdit ListServ http://listserv.gmu.edu/cgi-bin/wa?A0=marcedit-l

Questions