Session 2. Automating Legacy Data Cleanup Projects June 8, 2016 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” Hi everybody and welcome to Session 2: Automating Legacy Data Cleanup Projects of the ALCTS Virtual Preconference: We can do it, you can too! Metadata Automation for Everyone. The first presentation in this session is titled: “Editing Legacy Metadata for ETDs: Description of a Best Practice Using the MarcEdit Plug-In Tool” presented by me, Marielle Veve from the University of North Florida. Presented by: Marielle Veve University of North Florida

MarcEdit Plug-In Tool 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. And this is me at the right side…. So I would like to start this presentation with a brief introduction to what is the MarcEdit Plug-In tool and what are some of its functions. First the MarcEdit Plug-In Tool was: Created around 2008 by Terry Reese, the creator of MarcEdit Is an open source tool that allows interaction between records in some systems, such as the OCLC Connexion database, 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 OCLC live database where older records can be overlaid with the new ones to reflect updates. Hosted by ALCTS, the Association for Library Collections and Technical Services

Webinar Goals & Steps 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 -The goals of this webinar are to teach you how to grab a group of ETD records you wish to edit from OCLC, export them in batch to MARC Edit, and perform desired edits in batch. Then import edited records back to OCLC live database where they can replace the older versions of the records. -So the steps we will follow in this webinar include: 1. Installing the Plug-In tool in Marc Edit, 2. Changing the settings in OCLC Connexion (first the exporting settings from “Single Record Export” to “Batch Record Export”, then creating a new file to put the records we will edit), 3. Searching the ETD records we desire to change in OCLC, 4. Sending the records from OCLC to Marc Edit using the Plug-In tool, 5. Performing the desired edits in MarcEdit to the ETD records, And finally, compiling the records back to MARC format and send them to OCLC where they can overlay the old records. Hosted by ALCTS, the Association for Library Collections and Technical Services

Install the Plug-in Tool in MarcEdit Now the first step in the process is to install and activate the Plug-In tool in MarcEdit. To do that, just open MarcEdit in your computer and go to “Add-ins”—Plugin Manager. Now a new window will pop up and you will choose “OCLC Connexion Bib File....” – then “Download”. This action will connect your Plug-In tool in your computer to your OCLC bibliographic file. A message saying “the plugin will be activated the next time MarcEdit restarts” will pop-up, so you will need to close Marc Edit and open it later for it to get properly installed. Hosted by ALCTS, the Association for Library Collections and Technical Services

Change OCLC settings 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. Before any ETD records are edited, we first need to go to OCLC Connexion and perform 2 steps. First we need to change the exporting settings from “Single Record Export” to “Batch Record Export”. Then we need to create a new local file in OCLC where we will put the records we wish to edit with the Plug-in tool. Is very important to remember at this point that OCLC Connexion will keep these settings saved until you go back and change them, so after doing all the necessary edits using the Plug-In tool, remember to go back and change the OCLC settings to what they were set before using the Plug-In tool. Hosted by ALCTS, the Association for Library Collections and Technical Services

Export Settings 1. Tools—Options—Batch tab -So, to perform the first step of changing the exporting settings from “Single Record Export” to “Batch Record Export”, open OCLC Connexion and go to “Tools”—press ”Options”—and then choose the ”Batch tab”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Export Settings 2. In the Record Actions area, under Perform local actions in batch, check Bibliographic Record Export, OK. -Now the batch tab will open a window like the one displayed here. In the “Record Actions” area, under “Perform local actions in batch”, checkmark the “Bibliographic Record Export”, then press “OK”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Create new local file in OCLC 1. File—Local File Manager. Now a screen pops up displaying the paths/files you currently have in your “Local Save File”. At this moment we need to create a new local file in OCLC to put the records that we will edit. For that, go to File — then Local File Manager. Now a screen pops up displaying the paths/files you currently have in your computer’s “Local Save File”. 2. In there, press “Create File” at your right side Hosted by ALCTS, the Association for Library Collections and Technical Services

Create new local file in OCLC 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” 2. After pressing “create file”, a new window will pop up displaying the exact location (with the path) where your computer is currently saving the Local files. In there, create a new path to put the new records you wish to edit with the Plug-In tool. In this example, I called my path “ETD_Retro” so I can easily identify and distinguish it from the other paths. Now press “Open”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Create new local file in OCLC 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”. 3. After creating my new path called “ETD_Retro.bib.db”, I will make sure this new path is check-marked. (To make sure is check-marked, double click on it with your mouse). This way the ETD records you will edit from now on can be sent here and not get mixed with your other files. Then press “Close”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Search desired ETD records in OCLC 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. 1. Now that the Plug-In tool is installed to Marc Edit in our computer, the exporting settings were changed, and a new file in OCLC was created, we can go ahead and proceed to look for all the bibliographic records of ETDs we want to edit. For that, search in OCLC by either author and year or by title and year. Or any other way you wish to search for the records. 2. For each record you find, press “Action”– then “Save record to Local file” or simply press “F4” (this command will send the records directly to the local save file you just created in OCLC). 3. After all desired records have been gathered and sent to the local OCLC save file in your computer, is time to send records from OCLC to MarcEdit to be batched edited. Hosted by ALCTS, the Association for Library Collections and Technical Services

Restart MarcEdit in 32-bit mode -So before exporting any records from OCLC to MarcEdit, we need to restart MarcEdit in 32-bit mode. This is because the internal ODBC driver that MarcEdit uses to interact with the OCLC Connexion database cannot be loaded by a 64-bit system. We know this because a message like the one displayed here at your right side will display if you are using a 64-bit system. Hosted by ALCTS, the Association for Library Collections and Technical Services

Restart MarcEdit in 32-bit mode -So to restart MarcEdit in 32-bit mode, open the MarcEdit main menu as you can see here. Then under “File”, press “Restart MarcEdit as 32-bit Mode” or simply press Ctrl+R…… Hosted by ALCTS, the Association for Library Collections and Technical Services

Restart MarcEdit in 32-bit mode This process of restarting MarcEdit in 32-bit mode will display a black screen behind your MarcEdit main menu, as is seen here. Don’t worry about this black screen, leave it open and completely ignore it, just don’t close it and continue with your work. Now go back to opening the MarcEdit main menu and choose the MarcEditor tool. Black screen shows, leave open and ignore! Hosted by ALCTS, the Association for Library Collections and Technical Services

Send records from OCLC to MarcEdit In the MarcEditor tool, choose “Plug-ins”, then choose “OCLC Connexion Bib File Reader”. Now a new window will pop up like the one here at the right side of the screen Where it says: “Connexion File to load”, chose the file where you saved all the ETDs you wished to edit. In my case this file is called “ETD_Retro” Then press “Load File” Hosted by ALCTS, the Association for Library Collections and Technical Services

Send records from OCLC to MarcEdit 5. “Load file” will display a screen like this one with the titles of all the records you already saved in the OCLC saved file. 6. From this list, select the records you want to edit by check-marking them at the left side and then press “Edit records”.   Hosted by ALCTS, the Association for Library Collections and Technical Services

Send records from OCLC to MarcEdit Mnemonic file (.mrk) opens in MarcEdit 7. Now a new window with a mnemonic file will pop up. This file will contain all the MARC records you previously checked. 8. At this moment, perform all the desired edits you wish to perform to the ETD legacy metadata in batch. Now is a good opportunity to add the additional fields used in the new content standard RDA (Resource Description & Access) and delete the ones that follow the obsolete rules in the AACR2 content standards. Hosted by ALCTS, the Association for Library Collections and Technical Services

Edits to ETD legacy metadata # 1 -To add the additional fields used in RDA and delete the obsolete ones used in AACR2, you can start with a tool in MarcEdit called the “RDA Helper”. This tool is available in the latest 6.2 version. An example of edits that can be performed to legacy metadata in batch with this tool are: First, adding the new RDA fields 336, 337, and 338 used for content, media and carrier types. Second, changing the contents of the obsolete 260 publishing field to the current 264 RDA publishing field. Third, replacing the letter “c” for copyright and/or “p” for production that were previously used in AACR2 to the enclosed symbols used in RDA. Fourth, adding the delimiter $e with the initials RDA to the 040 field in between delimiter “b” and delimiter “c”. Fifth, deleting the GMD or general material designation used in previous AACR2 records And finally, expanding abbreviations So to integrate these changes to your records using the “RDA Helper”, simply go to “Tools”—then click “RDA Helper” to open it– and check mark all the fields you wish to upgrade as is seen here in the screen. Then press “OK”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Edits to ETD legacy metadata After record Before record -This screen displays the changes and upgrades that were integrated to a 1982 ETD record with the “RDA Helper”. The image to the left displays the 1982 record before the edits were performed to it, while the image to the right displays the record after the changes were performed. As you can see here in the before record, there is no delimiter $e with RDA in the 040 field while it appears in the after record 040 field in between delimiters “b” and “c”. The information that appeared in the old 260 field in the before record was transferred to the new 264 fields used in RDA complaint records, plus the letter “c” for copyright that was used in the previous 260 field was replaced with the enclosed “c” symbol used in RDA for copyright. In addition, the RDA fields 336, 337, and 338 for content, media and carrier types were added to the after record and abbreviations, such as illustrations, were expanded. Hosted by ALCTS, the Association for Library Collections and Technical Services

Edits to ETD legacy metadata # 2 Another type of edit that can be performed in batch to ETD legacy metadata with the Plug-In tool includes: -Adding relationship designators $e to the authorized fields 100, 700 and 710s. Relationship designators are delimiters that can be used to specify the role of the entity named in the field with the work described. Examples of relationship designators that can be useful for ETDs are “author”, “thesis advisor”, and/or “degree granting institution”. To add these relationship designators delimiters to legacy records, go to “Tools—Edit Subfield Data” In there, under “Field” type the number of the field you wish to add a relationship designator to. For example, in the image to the left here, I typed 100 under “Field” to add a relationship designator to the author of the thesis. Then under “subfield”, I typed the letter “e” for delimiter “e” and left the “Field data” in blank. Under “Replace with”, I typed the term of the relationship designator I wished to use for the thesis’ author, which is “author”. In the image at the right side, I typed 700 to add a relationship designator to the “thesis advisor”. Before proceeding, make sure the box “Add subfield if not present” is check-marked. Then press “Replace text”. This will automatically add the relationship designators $e to all the fields you specified in the records. Hosted by ALCTS, the Association for Library Collections and Technical Services

Edits to ETD legacy metadata # 3 Other edits that can be performed in batch to ETD metadata records include adding additional fields that can be useful to the users such as the 540 “Rights field” or 500 fields for the season of publication of the ETD, like “fall”, “spring” etc. Also, editing the 502 field for degree granted. Hosted by ALCTS, the Association for Library Collections and Technical Services

Edits to ETD legacy metadata # 4 Another type of edit that can be performed in batch to ETD legacy metadata using the Plug-In tool is to update or validate some or all the controlled headings (fields 1xx, 6xx, and 7xx) found in the MARC records to the new version. To do that, go to “Reports”—”Validate headings”. Then when the screen at your right side pops up, check on the fields you wish to validate, the “process”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Compile and send records back to OCLC 9. Finally, after all desired changes have been performed to the records in the MARC Mnemonic file, press “save”, name that file and save it to the Local disk C: drive in your computer. Then compile it back to regular MARC. To do that, go to “Compile File into MARC” and save it in the .mrc format. Don’t close the MarcEditor yet!!!. 10. Now click on the “Plug-in button” as illustrated here to save the edited data back into the OCLC local save file. 11. Make sure it was pressed as an image that says “Processing Data”, as seen here below, needs to be displayed. Hosted by ALCTS, the Association for Library Collections and Technical Services

Updates passed to OCLC Save file only! 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. 12. At this point, the edited records that passed to OCLC will overlay only the records that were placed in the OCLC save file, but not the records in OCLC live. 13. So to overlay the records in OCLC live with the new edited data, you will need to…. Hosted by ALCTS, the Association for Library Collections and Technical Services

Update records in OCLC Live 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). Press “Action”—“Replace and update holdings” or Alt + F11 (if there are many files to upload the process may take a while) 14. Go back to that save file in OCLC. Then go to “Cataloging—Search—Local save file—and press “ok”. Now highlight all the edited records. To highlight records, place your cursor in the bottom record and then hold and press the “Ctrl” key while moving the mouse upwards. 15. Finally press “Action”—“Replace and update holdings” or simply press Alt + F11 (if there are many files to upload the process may take a while, so don’t worry if this happens.) Hosted by ALCTS, the Association for Library Collections and Technical Services

Update records in OCLC Live 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. - If the records in OCLC live were successfully upgraded with your edits, then you will see as illustrated in this image on top, that the columns “Replace and Update Holdings” located to the far right side will display two “C’s”. This stands for “completed” - If on the other hand, the attempt failed, then OCLC will display two “F F” in these two columns. This means the changes did not pass to the records in OCLC live and you will need to repeat the process. Hosted by ALCTS, the Association for Library Collections and Technical Services

Last but not least! -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: 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! 16. Finally last but not least, I want to mention that upgrades to the records will be displayed instantly in the OCLC live bibliographic file. 17. And a quick reminder to go back to the OCLC and change the settings back to what they were before using the Plug-In tool. This includes changing the Export settings from “Batch Record Export” to “Single Record Export” AND changing the checkmark back to the path that it was before using the Plug-In tool. If this is not done, any exports that are performed afterwards will be sent to the wrong place! Hosted by ALCTS, the Association for Library Collections and Technical Services

Change Export Settings back Go back to: Tools—Options—Batch tab In the Record Actions area, under Perform local actions in batch, UNCHECK Bibliographic Record Export, OK. UNCHECK! To change the Export settings back to “Single Record Export”: Go to: Tools—Options—Batch tab Then in the Record Actions area, under Perform local actions in batch, UNCHECK the Bibliographic Record Export, and press OK. Hosted by ALCTS, the Association for Library Collections and Technical Services

Change Path back File—Local File Manager Double click the path it was before, in here I put it back to the “Default”—Close CHECK! To change the path back to where it was before: Go to: File—Local File Manager Then double click the path you were sending the records before. In my example, I put the checkmark back to the “Default file”— then pressed “Close”. Hosted by ALCTS, the Association for Library Collections and Technical Services

Contact: m.veve@unf.edu END Questions? Contact: m.veve@unf.edu Hosted by ALCTS, the Association for Library Collections and Technical Services