1. Automating Cataloging Workflows with OCLC and Alma APIs
Erin Grant, Head of Metadata Services
Alex Cooper, Data Analyst

2. Emory University Libraries
14,724 total FTE 2015 (53% undergrad, 47% grad/professional)
2 campuses: Main & Oxford
200+ librarians and staff 
3.8M titles / 1.1M e titles / 3.5M physical volumes
10 libraries, 6 OCLC symbols
Woodruff Library (main library)

3. Emory University Libraries
Migrated to Ex Libris Alma (from Ex Libris Aleph) December 2015
Metadata/Cataloging
Alma changed/still changing workflows
Core Systems
Supports all Emory libraries’ core systems, including Alma
Long history of scripting custom solutions

4. Emory University Libraries
The 2 apps we cover rely heavily on APIs
You might say: Along with migration, we caught “API fever”
APIs!!

5. 1. OCLC Delete App

6. App deletes OCLC holdings
The Problem
Inefficient manual workflow for deleting OCLC monograph holdings
Stacks Lost/Missing Process
Stacks Withdrawn process
Stacks deletes bib records
Cataloging manually removes OCLC holdings
App deletes OCLC holdings

7. (Sidebar: Alma OCLC Publishing)
Alma does have the ability to publish holdings to OCLC, but:
Our holdings need to be removed if they’re Deleted OR Withdrawn
Time-consuming and complicated to set up?
Must use all 6 Emory OCLC symbols?
Requires a reclamation project with OCLC?
Requires bib records with embedded holdings information?
…Scripting something with APIs sounded easier and quicker

8. User Needs
Identify monographic records that should have OCLC holdings removed
Produce list of corresponding OCLC numbers
Search Alma for flagged OCLC numbers (QC)
Automatically delete holdings from OCLC
QC report of OCLC numbers for manual resolution

9. Ingredients 2 Alma Analytics reports Withdrawn and Deleted Records
Alma Analytics API
Alma SRU
WorldCat Metadata API
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10. Email Tech Services Staff
Steps
Analytics is used to produce the list of OCLC numbers
Analytics API is used to retrieve the list of OCLC numbers
SRU is used to ensure that there are no duplicate holdings in Alma
WorldCat Metadata API is used to delete the OCLC holdings
Tech Services Staff
oclc_delete_holdings.py
get_alma_deleted_holdings.py
delete_oclc_holdings.sh

11. Approach for Deleted Records
Call up Deleted monographic OCLC numbers report
Normalize OCLC numbers
Double-check for Deleted OCLC numbers in Alma
report of OCLC numbers still currently in Alma
Remove holdings from WorldCat

12. Approach for Withdrawn Records
Call up Withdrawn monographic OCLC numbers report
Required 3 Analytics reports
Normalize OCLC numbers
Remove holdings from WorldCat

13. SQL Query

14. QC Deletes Email Report

15. Future Enhancements
Delete OCLC holdings for last Woodruff item deleted on a record
Analytics/SQL similar to Withdrawn process
Use same basic concept to set OCLC monographic holdings 

16. 2. PromptCat App

17. The Problem
PromptCat record loads overlaying manually cataloged bibs and inventory
PromptCat EOCR load
PromptCat full record load
Full bib and shelf-ready inventory
PromptCat EOCR load
Manual copy cataloging
PromptCat full record load
Local full bib & 1st copy overwritten

18. User Needs Extract OCLC numbers from files destined for 2nd load
Search Alma for OCLC numbers
Split original file into 2 files
Not in Alma – ok to load
Already in Alma – hand off to Cataloging
files

19. Ingredients Retrieve Vendor Files Process Files Alma SRU

20. Email Tech Services Staff
Steps
Expect is used to automate vendor file retrieval
Bash is used to process the files and reports
SRU is used to ensure that there are no duplicate holdings in Alma
Tech Services Staff
check_oclcno_via_sru.py
gobi.exp
ybp_firm_receive.sh

21. Python for SRU

22. PromptCat Email Reports

23. Code Contact Info Thank you!