1. Assimilating Music Resources from one Library to another
Using Excel, MarcEdit, the National Union Catalogue and OCLC / Presented by Skalk van der Merwe
A presentation on how Victoria University used MS Excel and Marc Edit to create Marc records using Massey University bibliographic and item data to batch load into Voyager / Alma.
Bok 5 – Organisation, Retrieval and conservation of information

2. Project Scope and Requirements
13,000 Bibs
15,000 Items
Relocate New Zealand School of Music (NZSM) resources housed at Massey University, Wellington to Victoria University of Wellington.
In Phases
Keep as much of the existing data as possible.
Make full use of the existing data during processing.
Easily, and with least effort, reclassify +-10,000 titles.
In this presentation I will be demonstrating how Victoria University of Wellington migrated 13,000 bibliographic records 15,000 physical items from Massey University Library.
This migration was part of a project to relocate New Zealand School of Music (NZSM) resources housed at Massey University, Wellington to Victoria University of Wellington.

3. Core Problem
How do we classify 12,000 titles (books, CDs, musical scores and DVDs) in a timely fashion?
How does one process 13,000 items in a timely fashion?
Answer by making use of excellent metadata services provided by the National Library of New Zealand via Te Puna and OCLC metadata services. Without these two services this project would not have been completed in a timely fashion.
Core Problem
1.) How do we classify 12,000 titles (books, CDs, musical scores and DVDs) in a timely fashion?
2.) How does one process 13,000 items in a timely fashion?
Answer by making use of excellent metadata services provided by the National Library of New Zealand via Te Puna and OCLC metadata services. Without these two services this project would not have been completed in a timely fashion.

4. Broad outline of the Process
Prepare the MARC21 data (for use by the OCLC Classification Service)
Run the file through the OCLC Classification Service to harvest metadata (Fast Headings and LC Classification Numbers)
Prepare item data from the Spreadsheets
Merge the item data from the spreadsheets into a MARC file
Import the MARC21 file into Voyager (1st load) and then into Alma (2nd and 3rd loads)

5. Broad outline of the Process Flow
File of cleaned up records for Fishing in Te Puna Using Z39.50
File of Massey University
MARC records
Create a MARC file
CSV file of Item Data, Barcode, Usage etc.
Merge file for OCLC
File of records from Te Puna with OCLC numbers
File of Classified Records
Run OCLC Classification Job
File of Classified Records and Item Data
Load file for LMS (Voyager and Alma)

6. National Library of New Zealand via Te Puna and OCLC Classification service
Selected MARC Data
Result from
=050 \4$aLB3051$b.D
=082 04$a371.26$223
=100 1\$aDavis, Andrew,$d1948-$eauthor.
=245 10$aEducational assessment on trial /$cAndrew Davis, Christopher Winch ; edited by Gerard Lum.
=050 04$aM452$b.T
=092 0\$a Tch
=100 1\$aTchaikovsky, Peter Ilich,$d
=240 10$aQuartets,$mstrings,$nno. 1, op. 11,$rD major.
=245 00$aQuartet no. 1 /$h[sound recording]$cTchaikovsky. Quartet no. 2 / Borodin. Quartet no. 8 / Shostakovich.
=050 04$aM857.K76$bK
=092 0\$a Kro
=100 1\$aKrommer, Franz,$d
=240 10$aHarmonies,$mwoodwinds, horns (2),$nop. 57,$rF major.
The National Library of New Zealand Te Puna Services was very helpful. National Library of New Zealand allows access via Z39.50 to the National Union Catalogue (NUC) then provided by Ex Libris Voyager. It was necessary to access the NUC first in order to retrieve the OCLC number for a given bib records.
A lot of bibliographic records in Victoria’s Voyager database were not downloaded from OCLC. So these records lacked the OCLC number.
So this was the first thing that we needed to fix for this set of records. In this following section I will go into more details how the Z39.50 connection was used to harvest metadata from the NUC.
The OCLC “Classify” web-service “Classify books, videos, CDs and other materials based on identifier: ISBN or OCLC Number” (Website). The OCLC web-service outputs the most common LC or DDC classification in use. Below are some sample records.

7. Extracting Existing 035$a data
Tags Required
Marc Edit Settings
TAG001
TAG008 TAG028$a TAG035$a TAG245$a
#NORMAL:#true
001
008$7:4
028$a
035$a
245$a
The OCLC Classification Service makes use of the OCLC number in the 001 tag of a MARC record. In order for this to happen we needed to ensure that all the records that needed to be classified had an OCLC number. Of course not all the Massey records had OCLC numbers.
The MarcEdit program was used to extract MARC21 data. This data was cleaned up and used in a Z39.50 search against Te Puna (Voyager).
MarcEdit can be configured to produce a .CSV file. To produce a CSV file click from the menu bar Tools > Export > Export Tab Delimited Records.

8. The file will looks like the following…

9. Import into MS Excel

10. Building the Fishing file
So for the first 5 records we have 1xUK ; 1xDLC 1xOCoLC and 3 nzNZBN numbers.
The `.b` number is the Massey University Number which we can not use.
So now we copy this data, into a new sheet and separate out the different numbers using the Data > Text to columns Function. Ensure `Tab` is selected as Separator and all columns is marked as text, the result should looks like this:

11. Each Occurrence now gets processed
So now we copy this data, into a new sheet and separate out the different numbers using the Data > Text to columns Function. Ensure `Tab` is selected as Separator and all columns is marked as text, the result should looks like this:

12. Building the Fishing file
Copy each column into another sheet one underneath another, this will form the basis of the fishing file.
@attr 1=5028 `(BNAtoc) 1=5028 `(BNAtoc) 1=5028 `(BNAtoc) `
1=5028 means search as a phrase against the System Number the value …..
MARCEdit will now execute the Z39.50 search and produce a MARC file.

13. Merge based on 035$a…. to get OCLC number
We now need to merge the original file (Source) with the Merge File to create the Save file:
In MARCEdit use the Merge Records option
Select what fields you want to merge:
Have the Merge unique Items box ticked. MARC Edit will get rid of duplicate data.
Click Next

14. Step 1 Prepare the MARC21 data (for use by the OCLC Classification Service)
Care should be taken to only have a number in the 001.
The following will not work!
(OCoLC) ocm ocm \
Original Marc21 record from Massey…..
Again use the MARC edit tools to clean up the 001 and 035$a
Care should be taken to only have a number in the 001.

15. Move OCoLC number from 035$a to 001
001s with ocm or ocn needs to be moved to an 035$a
Once the 035$ have got (OCoLC) values in them, use the MarcEdit Copy Field option to copy 035$a(OCoLC) to 001:

16. Step 2 Run the file through the OCLC Classification Service to harvest metadata
The file can now be run through the OCLC Classification Service.
In MarcEdit Click Tools > Generate Call Numbers >
We opted to have Classification Numbers added to All Records:
We opted to have only Library of Congress Classification Numbers:
We opted to Always add Fast Headings:
We opted to have Cutters Calculated and output in Subfield $b, only do this if there is no 050 present and output the Classification in 050$a with 1st indicator `1` and 2nd Indicator `4`.:

17. Result:
And the Result….

18. Prepare item data from the Spreadsheets
.b Number
Massey Item Barcode
Usage data
Victoria Location Code
Victoria Item Type Code
Item data was provided by Massey University as Excel Spreadsheets.
This data was processed in Excel and Marc Edit was used to produce short bib records containing:
.b Number
Massey Item Barcode
Usage data
Victoria Location Code
Victoria Item Type Code

19. Step 4 Merge the item data from the spreadsheets into a MARC file
Again a record Merge was done between the Short bib records and the Classified Records.

20. Step 5 Import the MARC21 file into Library Management System
Statistics Note 1
Not Processed
Processed
P1-Music-CDs 3
670
P1-Music-JAZZ-DVDS 1
P1-Music-Jazz-Journals 5
1,119
P1-Music-Scores
107
2,149
P2-Drums-Books 56
P2-Drums-DVDs 26
P2-Drums-Scores 21
P2-Ensemble-Jazz-Scores 95
P2-Music-Books
P2-Music-CDs
1,083
P2-Music-Jazz-CDs
1,623
3,717
P2-Music-Jazz-DVDs
P2-Music-Scores 8
1,336
P3-Instrument-Books 38
P3-Instrument-Books-Potentials
1,003
Grand Total
2,811
10,289
These files were loaded into Voyager (first Batch) and then later into Alma (After we migrated)
13,100 Items

21. Broad outline of the Process Flow
File of cleaned up records for Fishing in Te Puna Using Z39.50
File of Massey University
MARC records
Create a MARC file
CSV file of Item Data, Barcode, Usage etc.
Merge file for OCLC
File of records from Te Puna with OCLC numbers
File of Classified Records
Run OCLC Classification Job
File of Classified Records and Item Data
Load file for LMS (Voyager and Alma)

22. Any Questions? Please email me: Skalk.vandermerwe@vuw.ac.nz