1. Bulk Editing Catalogue Records
Kathy Sadler, Systems Librarian
Cranfield University
COSI Conference
Bristol,9-11 July 2014

2. We’ll look at just a few methods
Workflows tools
Global Item Modification wizard
Item Group Editor wizard
Globaledit report
Editing outside of Workflows
Export records
MARCEdit tool to edit records
Re-import records

3. Global Item Modification
Good for editing trolleyloads of items
Not so good if you want selection criteria
Move Collection report
Does have selections but only edits library/location

4. Have you met my best friend?
Item group Editor came in at 3.4 and was delivered switched off.

5. Item Group Editor It’s the Swiss army knife of wizards.
Great staff retrieval tool for item level selections
Simple editing of selected items
Import files of barcodes if item selections aren’t enough
Create groups to remember what items were edited
It even re-sets if you want to undo the change.

6. Simple, dynamic retrieval tool
File > Print Screen function in Workflows gives a useful easy printout
Fantastic for team members who are too cautious to use reports
Nice and quick, instant results
Doesn’t clutter up the templates and finished reports
HUGE PLUS:
You can see the results as you go and refine them if you need to. When taking this screenshot it gave billions of results and I realised they included interlibrary loans. So I quickly excluded them.

7. Add Selected or Add all (this 100)
Edits are easy
Choose Edit Items
Add Selected or Add all (this 100)

8. Import from a list of barcodes
Get the list from eg List Bibliography

9. Create Group

10. Groups can be Archived for future
Allows you to restore original settings in future

11. Working with groups

12. Edit Bibliographic Data Globally (globaledit, bibliographic report group)
Edits or deletes MARC data and subfields
Doesn’t touch indicators
Can’t add fields

13. Editing Outside of Workflows
Export records
MARCEdit utility to edit records
Re-import records

14. Extract Keys for Export (prepmarcexp, Bibliographic group)
Criteria for identifying records :
Search string
Title, call and item selections
Item IDs
Then just run the report. You don’t see the output

15. MARC Export wizard (Utility toolbar)
You can export your item records as holdings if you want and include or ignore local junktags.

16. MARC Export wizard (Utility toolbar)
Give it a filename then click Export
Assign a filename on your PC

17. MARCEdit Free record editing utility by Terry Reese
Converts MARC to text and back again
Add, edit, manipulate MARC fields and subfields
Make a MARC record for a website just from its URL
Character conversion, Split and merge records
RDA helper
Easy to learn and to use
Now we’re ready to do some editing.

18. Download for free

19. Open a file of MARC records in MARCEdit
Choose MarcBreaker then Execute to make the records readable

20. MARCBreaker
Choose Edit Records

21. MARCEdit records on view
Let’s look at the Tools

22. My favourites: Add/Delete Field and
MARCEdit tools
My favourites: Add/Delete Field and
Edit Subfield Data

23. Adding or bulk editing a subfield

24. Adding a new field
Remember
| = $

25. You can extract a few selected or random records for testing
Resulting records
File > Compile File into MARC
You can extract a few selected or random records for testing

26. Picking some to test with
Import File to get list
Tick a few records
Export Selected

27. Save records in MARC format

28. MARCImport (utility toolbar)
Identify filename to import, assign a Destination name to the file when it reaches the server and click Import

29. Load Bibliographic Records (bibload, Marcimport report group)
Rule 1: Create only Rule 2: Create; update if date catalogued =NEVER
Rule 3: Don’t create; update if date catalogued =NEVER
Rule 4: Create and update
Rule 5: Update only; don’t create

30. Load Bibliographic Records (cont/d)
Create no copies
Use holdings field to create but not update
Ignore holdings field; create one copy using holding code
Use holdings field to create and update copies
Use holdings field; only add copies when creating new bib record

31. Remember I said no API? I lied.
It works swimmingly as long as your control numbers are unique.
If your only reliable match is on the catkey, MARCexport can handle it but the Bibload report doesn’t have a catkey match option [ ]
A way round it?
Try the “Duplicate Flexkeys with Titles” (dupflexkeys) report. Maybe you can fix them up in advance if there aren’t too many
Catalogload does have the necessary option, so API will do it. I can advise on the command, or a simple tweak to the report .set file

32. Thank you
Kathy Sadler Systems Librarian +44 (0)1234

33. Keep your control numbers unique!