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public:nnels:cataloguing:new-create-modify-record-set-in-marcedit [2024/04/03 22:19] robert.macgregor |
public:nnels:cataloguing:new-create-modify-record-set-in-marcedit [2024/04/05 00:02] robert.macgregor |
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=====Downloads===== | =====Downloads===== | ||
- | |Current MarcEdit | + | |Current MarcEdit |
- | |Text file with some easy to copy Marc Fields|{{ : | + | |Text file with some easy to copy Marc fields|{{ : |
- | |Excel | + | |Excel |
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====Vendor Records==== | ====Vendor Records==== | ||
- | In MarcEdit: | + | If the Record Set is not in .mrk format, it will need to be converted in MarcEdit: |
* If the Record Set is in .mrk format, just open in MarcEditor and modify from there | * If the Record Set is in .mrk format, just open in MarcEditor and modify from there | ||
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=====Important Marc Fields within a Record===== | =====Important Marc Fields within a Record===== | ||
- | These fields are for the most part mandatory, or at least significant in certain ways. When copying records from Z39.50, try to find records that match the format (ie: audiobook item -> audiobook record), although it's not entirely necessary, | + | These fields are for the most part mandatory, or at least significant in certain ways. When copying records from Z39.50, try to find records that match the format (ie: audiobook item -> audiobook record), although it's not entirely necessary. Also, generally (although not always) choose the records that are more fulsome (ie: they have more information). |
When Record Sets are ingested into the NNELS website through Drupal, the .xml file will be parsed and each Marc field will have its contents uploaded in Drupal. | When Record Sets are ingested into the NNELS website through Drupal, the .xml file will be parsed and each Marc field will have its contents uploaded in Drupal. | ||
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These aren't full breakdowns of each field - basic knowledge of cataloguing is assumed. | These aren't full breakdowns of each field - basic knowledge of cataloguing is assumed. | ||
- | Include end of field punctuation, | + | Include end of field punctuation, |
- | + | ||
- | Catalogue in English, although the 520 (summary) field can be in the language of the item. | + | |
====LDR==== | ====LDR==== | ||
- | Each record needs an LDR. These are partially computer generated. | + | Each record needs an LDR. These are partially computer generated. |
- | ====001, 003==== | + | ====001, 003 - Control Numbers==== |
- | These fields are for Control Numbers. | + | These will generally be in Vendor and Copied Records, but are not necessary so can be omitted in New Records. |
- | ====005==== | + | ====005 |
This is a computer generated time stamp that records the last time the record was modified. | This is a computer generated time stamp that records the last time the record was modified. | ||
- | ====006==== | + | ====006 |
- | **This field is parsed by Drupal** - It contains various pieces of information about the nature of the record (intended audience, form, format). | + | This field contains various pieces of information about the nature of the record (intended audience, form, format). |
Example: | Example: | ||
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* **0** indicates nonfiction - other options are: 1 = fiction, d = dramas (plays), j = short stories, p = poetry | * **0** indicates nonfiction - other options are: 1 = fiction, d = dramas (plays), j = short stories, p = poetry | ||
- | ====008==== | + | ====008 |
This field contains the information in the 006 field and more. Drupal will take all the info from the 006 field, although this field contains 3 characters indicating the language. | This field contains the information in the 006 field and more. Drupal will take all the info from the 006 field, although this field contains 3 characters indicating the language. | ||
- | ====020==== | + | ====020 |
- | Identifier. | + | This is usually the ISBN. 13 digit ISBNs start with 978, which makes them easy to spot. 10 digit ISBNs are rare now. This is a good place to grab the ISBN to search with in Z39.50. |
- | ====028==== | + | ====028 |
- | Identifier for Drupal. | + | This field contains an identifier that will be used for NNELS when doing batch uploads. |
- | ====100==== | + | ====100 |
- | **This field is parsed by Drupal** - Author' | + | Author' |
- | ====245==== | + | ====245 |
- | **This field is parsed by Drupal** - Title. | + | We take an AARC2R approach - Capitalize the first word and leave the rest in lower case, except for proper nouns (articles like The and A stay at the front of the title). |
- | Example: | + | Example: |
- | ====260, 264==== | + | ====260, 264 - Publishing Information (Parsed)==== |
- | **This field is parsed by Drupal** - Publisher information. | + | Use either 260 or 264 (not both). |
- | ====3XX==== | + | ====3XX |
These fields indicate the content type. Make sure the content types match - for example, you may use a Copied Record for a print book to create a record for an audiobook, in which case you will need to change the 3XX fields from print to audio (copy and paste-able 3XX fields are in the Marc Field Text File). | These fields indicate the content type. Make sure the content types match - for example, you may use a Copied Record for a print book to create a record for an audiobook, in which case you will need to change the 3XX fields from print to audio (copy and paste-able 3XX fields are in the Marc Field Text File). | ||
The 306 field is for the length of an audiobook. | The 306 field is for the length of an audiobook. | ||
- | Example: | + | Example: |
- | This indicated | + | This indicates |
- | ====511==== | + | ====511 |
- | **This field is parsed by Drupal** - Narrator. | + | This is only used for audiobooks. |
- | ====520==== | + | If the author is the narrator, then write **Read by the author.** |
- | **This field is parsed by Drupal** | + | ====520 |
+ | |||
+ | This can come from Vendor Records or Copied Records. | ||
"Start of summary...End of summary" | "Start of summary...End of summary" | ||
- | Or the source at the end may be different, eg: " | + | Or the source at the end may be different, eg: " |
Drupal parses this as is, so remove the quotation marks and the source attribution at the end. | Drupal parses this as is, so remove the quotation marks and the source attribution at the end. | ||
- | ====650 - Read Carefully==== | + | ====650 - Subject Headings (Parsed)==== |
+ | <note important> | ||
- | **This field is parsed by Drupal** - Subject Heading. | + | This is an important field that can be difficult at times. |
- | Important note: Drupal only parses the 650 field, which is for topical | + | Important note: Drupal only parses the 650 field, which is for Topical |
We use FAST Subject Headings (and remove the rest). | We use FAST Subject Headings (and remove the rest). | ||
- | LoC subject terms will be in the form: =650 \0$aSubject term.\\ | + | LoC subject terms will be in the form: |
- | FAST subject terms will be in the form: =650 \7$aSubject term.$2fast\\ | + | FAST subject terms will be in the form: |
- | The 0 indicator | + | The 0 indicator specifically |
- | FAST terms can also be written in the form: =650 \4$aSubject term.\\ | + | FAST terms can also be written in the form: |
The 4 indicates that the taxonomy is unidentified. | The 4 indicates that the taxonomy is unidentified. | ||
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An LoC term may look like this:\\ | An LoC term may look like this:\\ | ||
- | =650 \0$aRefugees$zCambodia. | + | **=650 \0$aRefugees$zCambodia.** |
FAST would handle it this way:\\ | FAST would handle it this way:\\ | ||
- | =650 \4$aRefugees.\\ | + | **=650 \4$aRefugees.**\\ |
- | =651 \4$aCambodia.\\ | + | **=651 \4$aCambodia.**\\ |
(and we would change the 651 to 650 to have Drupal parse it) | (and we would change the 651 to 650 to have Drupal parse it) | ||
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LoC term:\\ | LoC term:\\ | ||
- | =650 \0$aWomen$xSocial conditions. | + | **=650 \0$aWomen$xSocial conditions.** |
FAST term:\\ | FAST term:\\ | ||
- | =650 \4$aWomen%%--%%Social conditions.\\ | + | **=650 \4$aWomen%%--%%Social conditions.**\\ |
or\\ | or\\ | ||
- | =650 \7$aWomen%%--%%Social conditions.$2fast | + | **=650 \7$aWomen%%--%%Social conditions.$2fast** |
The subfield indicator separating the terms is replaced by 2 dashes (%%--%%). | The subfield indicator separating the terms is replaced by 2 dashes (%%--%%). | ||
- | =650 \7$aWomen$xSocial conditions.$2fast\\ | + | **=650 \7$aWomen$xSocial conditions.$2fast**\\ |
This should be changed to:\\ | This should be changed to:\\ | ||
- | =650 \7$aWomen%%--%%Social conditions.$2fast | + | **=650 \7$aWomen%%--%%Social conditions.$2fast** |
- | When Drupal parses subject terms, it splits terms based on the subfield indicators, so if there is an $x in the subject term, the Drupal record will actually show 2 separate terms (Women, Social conditions). | + | When Drupal parses subject terms, it splits terms based on the subfield indicators, so if there is an $x in the subject term, the Drupal record will actually show 2 separate terms (Women, |
You can check [[https:// | You can check [[https:// | ||
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Also be aware that some FAST syntaxes are different than LoC. For example, place names. | Also be aware that some FAST syntaxes are different than LoC. For example, place names. | ||
- | LoC: =650 \0$aGeorgia (Atla.)\\ | + | LoC: |
- | FAST: =650 \4$aAtlanta%%--%%Georgia. | + | FAST: |
- | LoC is City first with State/ | + | LoC is City first with State/ |
The majority of FAST terms can simply be derived from LoC terms by just taking the first part of the LoC subject term. This is most apparent when it comes to fiction.\\ | The majority of FAST terms can simply be derived from LoC terms by just taking the first part of the LoC subject term. This is most apparent when it comes to fiction.\\ | ||
LoC adds the term $vFiction at the end of subject terms for works of fiction. For example:\\ | LoC adds the term $vFiction at the end of subject terms for works of fiction. For example:\\ | ||
- | =650 \0$aMissing persons$vFiction.\\ | + | **=650 \0$aMissing persons$vFiction.**\\ |
The FAST term would just be:\\ | The FAST term would just be:\\ | ||
- | =650 \4$aMissing persons. or =650 \7$aMissing persons.$2fast | + | **=650 \4$aMissing persons.** or **=650 \7$aMissing persons.$2fast** |
**Where to find FAST subject terms** | **Where to find FAST subject terms** | ||
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OCLC Classify was the best place to get these terms, however it has shut down. These are generally the easiest alternatives, | OCLC Classify was the best place to get these terms, however it has shut down. These are generally the easiest alternatives, | ||
- | 1. Z39.50. | + | 1. Z39.50. |
Note that sometimes these Copied Records will not come with the 650 end of field punctuation (which is a . after the subject term/before the $2). Add that in. | Note that sometimes these Copied Records will not come with the 650 end of field punctuation (which is a . after the subject term/before the $2). Add that in. | ||
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The terms that WorldCat provides do not have subfields or double dashes (%%--%%), however when there is a capitalized word (ie: " | The terms that WorldCat provides do not have subfields or double dashes (%%--%%), however when there is a capitalized word (ie: " | ||
- | Note: Wives Crimes against. | + | Note: Wives Crimes against. |
You may also see terms that identify the genre of the item. This is what the 655 field is for, and so can be omitted in the 650 field. | You may also see terms that identify the genre of the item. This is what the 655 field is for, and so can be omitted in the 650 field. | ||
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For example you may omit this term from the 650 field: | For example you may omit this term from the 650 field: | ||
- | =650 \0$aDetective and mystery fiction.\\ | + | **=650 \0$aDetective and mystery fiction.**\\ |
- | As well as these (they are deprecated LoC terms - old Genre terms for fiction ended in " | + | There are also deprecated LoC terms to keep an eye out for - some of the old Genre terms for fiction ended in " |
- | =650 \0$aDetective and mystery stories.\\ | + | **=650 \0$aDetective and mystery stories.**\\ |
- | =650 \0$aRomance stories.\\ | + | **=650 \0$aRomance stories.**\\ |
- | =650 \0$aLove stories.\\ | + | **=650 \0$aLove stories.**\\ |
- | ====655==== | + | These can be removed as well. |
- | **This field is parsed by Drupal** | + | ====655 |
- | Over time, this list will become second nature. | + | This is a mandatory field. |
- | **Juvenile fiction** - for Juvenile fiction only use the Genre term Juvenile Fiction - do not include other fictional terms (still | + | Over time, this list will become second nature. |
+ | |||
+ | **Juvenile fiction** - for Juvenile fiction only use the Genre term Juvenile Fiction - do not include other fictional terms (still | ||
**Young adult fiction** - treat the same as adult fiction (full genre treatment). | **Young adult fiction** - treat the same as adult fiction (full genre treatment). | ||
- | Canadian terms are used for items by a Canadian | + | **Canadian terms** are used for items by a Canadian |
- | Picture books are used only for children' | + | **Picture books** are used only for children' |
- | Illustrated material can be for adult or juvenile non-fiction - it can be a photography book, or an art book with paintings or drawings, or a technical book with diagrams.\\ | + | **Illustrated material** can be for adult or juvenile non-fiction - it can be a photography book, or an art book with paintings or drawings, or a technical book with diagrams.\\ |
- | Biographies and autobiographies will usually have another genre term related to the subject of the biography (ie: Music if the biography is about a musician).\\ | + | **Biographies and autobiographies** will usually have another genre term related to the subject of the biography (ie: Music if the biography is about a musician).\\ |
Do not use both Canadian drama and Drama - just one term. Same with Poetry. | Do not use both Canadian drama and Drama - just one term. Same with Poetry. | ||
Genre Headings can be tricky. | Genre Headings can be tricky. | ||
- | Use only Genre Headings that are in the Excel sheet. | + | Use only Genre Headings that are in the Excel sheet. |
{{: | {{: | ||
- | ====700==== | + | ====700 |
- | **This field is parsed by Drupal** - Added entry. | + | This is similar to the 100 field. |
====The Rest==== | ====The Rest==== | ||
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=====Creating New Records===== | =====Creating New Records===== | ||
- | If there is a need to create a New Record from scratch, there is a template in the Marc Fields | + | If there is a need to create a New Record from scratch, there is a template in the Marc Fields |
=====Final Step - Converting .mrk Files to .xml for Upload to Drupal===== | =====Final Step - Converting .mrk Files to .xml for Upload to Drupal===== | ||
+ | * From the main screen of MarcEdit click on Marc Tools | ||
+ | * Select the MarcMaker Operation | ||
+ | * Open the .mrk file | ||
+ | * Save as a .mrc file (you can use the same filename, but with the different file extension) | ||
+ | * Default Character Encoding should be MARC8 | ||
+ | * Check Translate to UTF8 | ||
+ | * Click Execute - this will generate a .mrc file | ||
+ | * Select the MARC21=> | ||
+ | * Open the .mrc file | ||
+ | * Save as a .xml file (you can use the same filename, but with the different file extension) | ||
+ | * Default Character Encoding should be changed to UTF8 | ||
+ | * Uncheck Translate to UTF8 | ||
+ | * Click Execute - this will generate the .xml file. | ||
=====Appendix A - Batch Method for Copying Records===== | =====Appendix A - Batch Method for Copying Records===== | ||
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This method is useful for large sets of Vendor Records. | This method is useful for large sets of Vendor Records. | ||
- | | + | ====Create a List of ISBNs==== |
+ | |||
+ | | ||
- Select Tools from the toolbar in MarcEdit -> Export -> Export Tab Delimited Records {{ : | - Select Tools from the toolbar in MarcEdit -> Export -> Export Tab Delimited Records {{ : | ||
- Use the default delimiter options, click on the folder icons to select the .mrc/.mrk file to open and the .txt file to save the ISBNs in (this method requires that the Vendor Records have ISBNs included in them), and click Next | - Use the default delimiter options, click on the folder icons to select the .mrc/.mrk file to open and the .txt file to save the ISBNs in (this method requires that the Vendor Records have ISBNs included in them), and click Next | ||
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- The Import Wizard should open -use the default settings (Fixed width) and click next | - The Import Wizard should open -use the default settings (Fixed width) and click next | ||
- Step 2 in the Wizard allows you to move the line breaks by moving the arrows - move them to either side of the ISBN and click Finish {{ : | - Step 2 in the Wizard allows you to move the line breaks by moving the arrows - move them to either side of the ISBN and click Finish {{ : | ||
- | - | + | - Delete any rows and columns that don't have ISBNs - You should only have one column with 1 ISBN per cell |
+ | - The ISBNs will appear in scientific notation - this needs to be changed by selecting the column of ISBNs | ||
+ | - Right click on the cells and select Format Cells | ||
+ | - Click on Custom, select 0, and click OK {{ : | ||
+ | - Copy the ISBNs into a text file - one ISBN per line | ||
+ | |||
+ | ====Batch Search for Records==== | ||
+ | |||
+ | Open Z39.50 and make sure ISBN is selected from the dropdown menu, check Batch Search, click the folder icon to navigate to the .txt file, and lastly click Search to create the .mrk file that the results will be saved in. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | Z39.50 will download all records with those ISBNs into the .mrk file. | ||
+ | |||
+ | ====Formatting the Subject Headings==== | ||
+ | |||
+ | - Open the created .mrk file in MarcEditor | ||
+ | - Press CTRL+R (or on the Toolbar click Edit and then Replace) | ||
+ | - In Find enter 600 and in Replace enter 650 {{ : | ||
+ | - Repeat, except in Find enter 651 and in Replace enter 650 (these 2 steps will make sure that Drupal can parse Name Subject Headings and Place Subject Headings - because if you remember, Drupal only parses the 650 Field for Subject Headings) | ||
+ | - On the Toolbar click Tools -> Edit Field Data | ||
+ | - In Field enter 650, in Find enter $x, in Replace enter %%--%% {{ : | ||
+ | - Repeat with any other subfields that need to be changed to dashes | ||
+ | - On the Toolbar click Tools -> Edit Field Data | ||
+ | - In Field enter 650, in Find enter $2fast, in Replace enter .$2fast | ||
+ | - Now in Edit Field Data, in Field enter 650, in Find enter ..$2fast, in Replace enter .$2fast | ||
+ | |||
+ | ====Removing Non-FAST Terms==== | ||
+ | |||
+ | - In the same .mrk file on the Toolbar click Tools -> Add/Delete Field | ||
+ | - In Field enter 650, in Field Data enter $2fast, check Remove if field data does not match, then click Delete Field{{ : | ||
+ | - A quick check should show all non-FAST Subject Headings have been deleted | ||
+ | - Save as a .mrk file and close MarcEditor | ||
+ | |||
+ | ====Merging Subject Headings with Original .mrk File==== | ||
+ | |||
+ | - From the main MarcEdit screen select Merge Records (if it is not there type Merge in the top-right search bar) | ||
+ | - The Source File is the original Vendor Set (should be in .mrk format) | ||
+ | - The Merge File is the .mrk file that we just created | ||
+ | - The Save File is the file that will be created by merging the Source and Merge Files | ||
+ | - Change the Record Identifier to 020$a and click Next | ||
+ | - In the Left Box select 650 then click the top Green Arrow (->), then click Next | ||
+ | - The final merged .mrk file will be created | ||
+ | |||
+ | ====Final Cleanup==== | ||
+ | |||
+ | Have a look through the final .mrk file to check that the Subject Headings were added properly. |