Marcive backfile processing/RDA conversion project
In 2014, Fondren's entire catalog was processed by Marcive to bring all headings up to RDA form and link them to LCNA. The reload was completed in February of 2014. As a bonus, Marcive converted the entire catalog to RDA-compatible form. A total of 2.4 million+ bibliographic and 1.5 million+ associated authority records were backloaded & loaded, respectively, into the catalog.
Since then, Fondren has continued to export (every 4 weeks) newly cataloged records to Marcive for overnight authorities processing/RDA conversion services.
Back files Processing for Authority Records (June 2014)
After Marcive RECON processing was completed and authority records from Marcive were loaded back to SIRSI in February 2014, some authority records were unable to be loaded into SIRSI Authority database due to various problems inherent in SIRSI's program. Those records were kept in the t-drive (T:\TechServ\Cataloging\MARCIVE project\LoadReports\Alexandria\Auth_). Examining the error reports (e.g. xxx_msg), there are some common messages indicating the reasons for errors.
1. The MARC tags in the authority records are not compatible with SIRSI programs, for example:
1.1. Entry ID not found in format: entry = 086 format = TITLE
The MARC tag 086 (Government Document Call Number) in the authority records are not compatible with SIRSI programs.
1.2. Entry ID not found in format: entry = 024 format = PERSONAL
The MARC tag 024 (Other Standard Identifier) in the authority records are not compatible with SIRSI programs.
1.3. Entry ID not found in format: entry = 016 format = MEETING
The MARC tag 016 (National Bibliographic Agency Control Number) in the authority records are not compatible with SIRSI programs.
1.4. Entry ID not found in format: entry = 016 format = GEOGRAPH
2. The wordings or punctuations in certain MARC tags are not compatible with SIRSI program, for example:
2.1. Entry ID not found in format: entry = p format = CORPORATE
Example: MARC Tag 670 : Work cat.: Cherubim, Dieter. Sprachkritik als Aufklärung, 2005: ǂbt .p. (Deutsche Gesellschaft in Göttingen) p.123, etc. (fd. 1738; existed until 1791; society to promote appreciation of German language, its prose and poetry)
2.2. Entry ID not found in format: entry = 1837-February format = PERSONAL
MARC Tag 670: Wikipedia website, June 18, 2013 ǂb (George Nicholas Bascom ; b .1837-February. 21, 1862 ; U. S. Army officer, in Arizona and in the American Civil War, Bascom was killed in action by Confederate forces on February 21, 1862)
The records in the xxx_msg in the t-drive (T:\TechServ\Cataloging\MARCIVE project\LoadReports\Alexandria\Auth_) were searched again in OCLC, using MARC Tag 010. After fixing the problems identified in the error messages, those records were exported and loaded back into SIRSI. The clean up project was completed at the end of August 2014.
On-going Marcive processing bibload procedures:
- On scheduled morning (usually a Friday) of record extraction, email Systems Librarian that we are ready to send file for specified dates at 5 p.m.
- Send out announcement midday to ALLTECH, copying Systems Librarian and Government Information Librarian.
- The Systems Librarian extracts/submits file, followed by an email notification to Marcive
- Marcive sends email notice when processed records and reports are ready for retrieval, usually the following Monday.
- Processed records can be downloaded via http by the link supplied in the email notice (http://web.marcive.com/httpdownload/?l=ftp&s=777wN6Yl)
- Click on the RIAPBIB file and drag to the desktop.
- Use the Sirsi login MARCIVE-OVERNITE and import the file.
- Schedule new report using the Marcive Overnight Bibload report.
- When load is complete, send out the completion email to ALLTECH, copying Systems Librarian and Government Information Librarian.
Post-bibload procedures to be jointly implemented by Hweifen and the new Database & Metadata Management Coordinator.
On-going Marcive processing authority loads procedures:
Marcive authority records for Rice are usually available one week after the bibliographic records are returned from Marcive. Processed records (RIAPALL for authority records, RIAPGNR for genre headings, and RIAPALLD for deleted headings) can be downloaded via http by the link supplied in the email notice (http://web.marcive.com/httpdownload/?l=ftp&s=777wN6Yl). Three phases of steps take place after we receive the email notice.
1. Files Management
1.1. In t-drive, a new folder is created by dates under T:\TechServ\Cataloging\MARCIVE project\Notifications_Reports.
1.2. Files for the month are downloaded from Marcive website to the newly created folder.
1.3. The details of the new files are updated in the spreadsheet MARCIVE_Reports (T:\TechServ\Cataloging\MARCIVE project\Notifications_Reports) in both sheets (Files by dates & Files by types).
2. Authority Records / Genre Headings Report in SIRSI
2.1. For SIRSI program, there is a limit of 5000 records per report per day. If the authority records files contain more than 5000 records, we will need to split the file first using MARCSplit Utility in MarcEdit.
2.1.1.A new folder is created to contain the split authority records files.
2.2. The records are loaded into SIRSI, by several days if necessary.
2.3. The finished reports are saved and examined.
2.3.1.For the records in error, they are searched again in OCLC, errors fixed following the SIRSI report notes, and reloaded back to SIRSI.
3. Deleted Authority Records
3.1. The deleted authority headings from Marcive need to be converted into eye-readable file first using MarcEdit.
3.1.1.A new folder is created to contain the newly converted file: RIAPALLD.mrk
3.1.2.Using MarcEdit search function, several reports are generated, containing the name headings, titles, and subject headings.
3.2. Headings from the various reports are deleted in SIRSI Authority database.
3.3. An OCLC batch processing report is generated, using LCCN, for the headings deleted.
3.3.1.This report can show the changes resulting from the deleted headings.
3.4. Bibliographic database needs to be cleaned-up to make sure the deleted headings are updated in the bib records.