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public:nnels:cataloguing:add-subject-headings [2020/03/10 15:30]
lilith [Adding subject headings to vendors' record sets with MarcEdit]
public:nnels:cataloguing:add-subject-headings [2020/03/27 12:44] (current)
lilith [F. When ISBN isn't in 020$a]
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-<note important>​Under revision</​note>​ 
- 
 ====== Adding subject headings to vendors'​ record sets with MarcEdit ====== ====== Adding subject headings to vendors'​ record sets with MarcEdit ======
-NNELS implements ​LoC and FAST subject headings. This page provides instructions on how to add these subject headings to vendors'​ records before importing to Drupal.+NNELS implements ​LCSH and FAST subject headings. This page provides instructions on how to add these subject headings to vendors'​ records before importing to Drupal.
  
-===== A. If vendors' ​records already provide ​LCSH and/or other subject headings ​===== +Although some vendors' ​record sets may have LCSH or FAST subject headings ​present, ​it is more efficient to carry out the following process ​to maximize ​the number of subject headings ​in our records.
-==== I. Eliminate all subject headings except LCSH in field 650 ==== +
-  - Open MARCXML file in MarcEdit > MarcEditor. +
-  - Save the xml file as mrk by adding the .mrk extension. +
-  - Close the file and reopen ​it. (I have encountered quite often that edits don't get saved if I work directly with the renamed file. Closing and reopening seems to solve the problem.) +
-  - Go to Tools > Add/Delete Field. +
-  - Type "​650" ​in Field, "​=650...[0]"​ in Field Data, check Use Regular Expressions and Remove if field data does not match. (This is to delete all 650 fields that don't use LCSH.)\\ {{:​public:​nnels:​screen_shot_2019-09-20_at_15.14.13.png?​600|}} +
-  - Now only LCSH remain in the records. Click Save.+
  
-==== II. Fill in missing subject headings ==== +Download the [[https://​marcedit.reeset.net/​downloads ​latest version ​of MarcEdit]] ​if you don't have it already.
-  - Go to Edit > Edit Shortcuts > Field Edits > Find Records Missing Field\\ {{:public:​nnels:​marcedit_findrecordmissingfield.png?600|}} +
-  - Enter 650. +
-  - Depending on the number ​of records missing subject headings:  +
-    - if there are only one or two records,  +
-      - note the Record Number of the records that don't have subject headings +
-      - go to Edit > Jump to... > Jump to Record...\\ {{:​public:​nnels:​cataloguing:​marcedit_jumptorecord.png?​600|}} +
-      - enter the record numbers noted in step A.II.3.a.I. to locate the records with missing subject headings +
-      - open Z39.50/SRU Client in MarcEdit +
-      - query OLUCWorldCat,​ using ISBN, title, or author (Contact Content Coordinator for login information.) +
-      - choose a record, click View Selected Record, locate the 650 field(s) that contain LCSH, and copy the field(s) to the corresponding vendors'​ record\\ ​ {{:​public:​nnels:​cataloguing:​marcedit_viewselectedrecord.png?​600|}} +
-      - save and repeat the steps to other items without subject headings. +
-    - if there is a larger number of records without subject headings, +
-      - go to File > Select Records for Edit +
-      - put "​650"​ in Display Field, choose "​Field"​ in Search dropdown menu, click "Does not Match"​\\ ​ {{:​public:​nnels:​cataloguing:​marcedit_selectrecordforedit.png?​400|}} +
-      - click "​Export Selected"​ and save it as a separate file +
-      - follow B.I. to batch search OCLC for the missing 650.+
  
- +===== A. Batch search OCLC with ISBNs ====
----- +  - Open the vendors'​ xml file in MarcEdit > MarcEditor. 
- +  - Save the xml file as mrk by adding the .mrk extension. 
-===== B. If vendors'​ records do not contain LCSH or when there are a lot of records missing subject headings ===== +  - Close the file and reopen it. (I have encountered quite often that edits don't get saved if I work directly with the renamed file. Closing and reopening seems to solve the problem.)
-==== I. Batch search OCLC with ISBNs ====+
   - Open MarcEdit > Tool > Export Tab Delimited Records.   - Open MarcEdit > Tool > Export Tab Delimited Records.
-  - For MARC File use the converted vendors' ​mrc or mrk file, name the new txt file.+  - For MARC File use the converted vendors'​ mrk file, name the new txt file.
   - Choose Tab (t\) as Delimiter.   - Choose Tab (t\) as Delimiter.
   - Add field 020 and subfield $a (or the corresponding field with ISBNs).   - Add field 020 and subfield $a (or the corresponding field with ISBNs).
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       - go to Home tab, choose More Number Formats...\\ ​ {{:​public:​nnels:​cataloguing:​excel_cellnumberformat.png?​600|}}       - go to Home tab, choose More Number Formats...\\ ​ {{:​public:​nnels:​cataloguing:​excel_cellnumberformat.png?​600|}}
       - go to Custom, and choose 0.\\ {{:​public:​nnels:​cataloguing:​excel_cellnumberformatcustom.png?​600|}}       - go to Custom, and choose 0.\\ {{:​public:​nnels:​cataloguing:​excel_cellnumberformatcustom.png?​600|}}
-  - Copy the first column (records may have more than one ISBN, but likely one ISBN is enough to retrieve useful subject headings) to TextEdit and save. This is to ensure that all formatting is cleared.+  - Copy the first column (records may have more than one ISBN, but likely one ISBN is enough to retrieve useful subject headings) to TextEdit ​(or any plain text editor) ​and save. This is to ensure that all formatting is cleared.
   - Open Z39.50/SRU Client in MarcEdit.   - Open Z39.50/SRU Client in MarcEdit.
   - Query OLUCWorldCat database. (Contact Content Coordinator for login information.)   - Query OLUCWorldCat database. (Contact Content Coordinator for login information.)
   - Check Batch Search, choose the newly created txt file with the ISBNs, and choose the name and destination of the save file.   - Check Batch Search, choose the newly created txt file with the ISBNs, and choose the name and destination of the save file.
   - Select ISBN in the dropdown menu, and click the search icon, which will create a mrc file.   - Select ISBN in the dropdown menu, and click the search icon, which will create a mrc file.
-  - Open the newly created mrc file. 
-  - Repeat A.I to retain only LCSH. 
  
-==== IIMerge vendors' and OCLC records ====+=====BPrepare OCLC records===== 
 +The preparation needed is included in a task file that you are about to download. It includes several steps: move BISACSH from field 650 to a NNELS local field 946$a, delete all subject headings except LCSH and FAST. You only need to run the task file described below. 
 + 
 +  - Download the {{ :​public:​nnels:​cataloguing:​add_lcsh_fast.txt |Add LCSH and FAST task file}} (right click the link and select "Save link as" to download). 
 +  - Open MarcEdit. 
 +  - Go to MarcEditor. 
 +  - Go to Tools > Manage Tasks to open Task Manager. 
 +  - Click the dropdown menu of Manage Existing Tasks \\ {{:​public:​nnels:​cataloguing:​marcedit_importtask.png?​650|}} 
 +  - Choose Import Selected Tasks.  
 +  - Navigate to the task file you downloaded earlier and import it. 
 +  - Open the record set you generated in step A.16 in MarcEditor. 
 +  - Go to Tools > Current Tasks and choose the task you just imported: ''Add LCSH and FAST''​\\ {{:​public:​nnels:​cataloguing:​marcedit_task_addsh.png?​650|}} 
 +  - You should get a Results screen with information on how many records ​have been processed\\ {{:​public:​nnels:​cataloguing:​marcedit_task_addsh_result.png?​650|}} 
 +  - Save the file in .mrk extension. 
 + 
 +===== C. Prepare vendors'​ record set ===== 
 +  - Open the vendors'​ .mrk record set. 
 +  - Repeat B.9 to B.11. 
 + 
 +===== D. Merge OCLC and vendors'​ record sets ===== 
 +We will merge two fields (650 and 946) of the two record sets we prepared in B. and C. to get all available LCSH and FAST subject headings. 
   - If the option of "Merge MARC records"​ isn't present in Tools dropdown menu, begin typing mer... in the search bar on the top right corner to call up the tool.\\ ​ {{:​public:​nnels:​cataloguing:​marcedit_mergerecords.png?​600|}}   - If the option of "Merge MARC records"​ isn't present in Tools dropdown menu, begin typing mer... in the search bar on the top right corner to call up the tool.\\ ​ {{:​public:​nnels:​cataloguing:​marcedit_mergerecords.png?​600|}}
   - Make sure both the Source File (vendors'​ records) and Merge File (OCLC'​s records) are in mrk format.   - Make sure both the Source File (vendors'​ records) and Merge File (OCLC'​s records) are in mrk format.
   - Name the Save File.   - Name the Save File.
-  - Choose "​020$a"​ for Merge method (see C.II if 20$a isn't available in the vendors'​ record set). +  - Choose "​020$a"​ for Merge method (see F. if 20$a isn't available in the vendors'​ record set). 
-  - Enter "​650"​ in Field List and check Merge Unique Items, click Process.\\ ​ {{:​public:​nnels:​cataloguing:​marcedit_mergerecords01.png?​600|}} +  - Enter "650" and "946" in Field List and check Merge Unique Items, click Process.\\ {{:​public:​nnels:​cataloguing:​marcedit_task_addsh_merge.png?​650|}} 
-  - Repeat A.II to find and fill in missing subject headings. ​If there are still records missing ​subject headings, ​try using title or author to search ​OCLCYou may need to try other catalogues.+ 
 + 
 + 
 +===== E. Check missing subject headings ===== 
 +  - Go to Edit > Edit Shortcuts > Field Edits > Find Records Missing Field\\ {{:​public:​nnels:​marcedit_findrecordmissingfield.png?​600|}} 
 +  - Enter 650. 
 +  - If the result is 0, your record set is ready. 
 +  - Otherwise, highlight the record and click ''​Jump ​to''​. 
 +  - Note the title and author (since we already did the OCLC search with ISBN, we will use title and author to search for missing subject headings). 
 +  - Open Z39.50/SRU Client in MarcEdit. 
 +  - Query OLUCWorldCat,​ using title or author, or a combination of both. 
 +  - Choose a record, click View Selected Record, locate the 650 field(s) that contain LCSH and/or FAST subject headings, ​and copy the field(s) to the corresponding vendors'​ record. 
 +  - Save and repeat the steps with other items without subject headings. 
 +  - When you are satisfied with all the records, go to File > Save As and add .xml as file extension. 
 + 
 +Note: Although it is possible to do batch search in OCLC using title or author ​if a lot of records are missing, due to the nature of title and author name variations, it is not easy to ensure that search ​results are accurateIt is more reliable ​to work on each record individually. 
  
----- 
  
-===== C. Some useful steps ===== 
-==== I. Task List ==== 
-As A.I is likely to be a repeated task for different vendors'​ records, it would be helpful to set up a Task List, which then can be applied automatically. 
-  - Go to Marc Editor > Tools > Manage Tasks. 
-  - Select "New Task" in Task Actions dropdown menu. 
-  - Enter Task Name. 
-  - Select the task just created and choose "Edit Task" in Task Actions dropdown menu. 
-  - Repeat A.I.4 to A.I.5 to set up the new task. (You can ask the Content Coordinator for this specific Task List and import it using Tools > Manage Tasks > Manage Existing Tasks > Import Selected Tasks.) 
-  - Run task by going to Marc Editor, open the file to be worked on. Go to Tools > Current Tasks and select the corresponding task. 
  
-==== II. When ISBN isn't in 020$a ==== +===== F. When ISBN isn't in 020$a ===== 
-Some record sets may have the ISBNs in a different field, like 028$a, but Merge MARC records only works with 020$a. In such cases, use Copy Field.+Some record sets may have the ISBNs in a different field, like 028$a, but Merge MARC records only works with 020$a. In such cases, ​the easiest is to use Copy Field instead of changing MarcEdit settings.
   - Open the file in Marc Editor. Go to Tools > Copy Field.   - Open the file in Marc Editor. Go to Tools > Copy Field.
   - Put "​028$a"​ in Source Field and "​020$a"​ in Destination Field, click Process.   - Put "​028$a"​ in Source Field and "​020$a"​ in Destination Field, click Process.
-  - Continue with B.II+  - Continue with D.4
-  - After the records are merged, delete ​the 020$a from the vendors'​ records.+  - After the records are merged, delete ​field 020$a from the vendors'​ records ​(remember to save the file before doing the followings). 
 +      - go to Tools > Add/Delete Field 
 +      - enter 020 in Field 
 +      - click ''​Delete Field''​
  
  
public/nnels/cataloguing/add-subject-headings.1583879436.txt.gz · Last modified: 2020/03/10 15:30 by lilith