MOBIUS Record Loads Workshop

MOBIUS Annual ConferenceJune 6, 2012

I have a set of records I want loaded. What do I do?

Talk to your Cluster-mates

• Records may have been purchased by cluster mate and are already in the catalog– Add your data to existing records?– Add your records separately?

• Records may have been purchased by cluster mate, but are not yet in the catalog– Can you combine your record loads?

Open a ticket with the MOBIUS Help Desk

• Send an email to help@mobiusconsortium.org• Help Desk will send Record Load Request form• Answers assist the Help Desk– Configure load & mapping tables– Data manipulation – Set up routine loads

Record Load Form

1. Will this be a one-time load, or will the load be recurring? If recurring, how often?

2. Should the records insert or overlay?– Insert: new records created– Overlay: incoming records overwrite existing– Match & Attach: item (or order) records added

Insert Records

• Records always treated as New• Duplicate records may appear on Headings

Reports– Duplicate Entries Report (Bibs, Items, Patrons)– Duplicate Authority Records Report– Non-Unique 4xx Report (Authorities)

Match Points

• Used for Overlay and Match & Attach

• If incoming record data matches data of record already in catalog => match occurs & record overlays

Match Points

• MARC tag (example: 035)– Incoming 035 = Existing 035

• Field group tag (example: “o” [001 & 019])– Incoming 001 OR 019 = Existing 001 OR 019

Match Points

• Multiple field group tags in matching hierarchy– w(035)z:o:l(010)i – Look for match on 035, then 001 or 019, then 010

• More than one match?– Can be set to INSERT or REJECT incoming record

Overlay OptionsValue in Load Table # of Matches Action

d 012 or more

InsertOverlay (bib only)Insert

o (most commonly used) 012 or more

InsertOverlayInsert

p 012 or more

InsertOverlayReject

r 01 or more

InsertReject

u (used for MARS bibs) 012 or more

RejectOverlayReject

Match & Attach OptionsValue in Load Table # of Matches Action

a 012 or more

InsertAttachInsert

b 012 or more

RejectAttachReject

c 012 of more

InsertAttachReject

Record Load Form

3. Fixed-length Bib fields• MAT TYPE• BCODE3• CAT DATE

MAT TYPE

• Material Type• Designates format of resources• “a” (Book) and “2: (E-Book) most common• Admin | Parameters | General | Fixed Length Codes

BCODE3

• Suppression & contribution (to MOBIUS)• Renamed to SUPP/CONTB on some clusters• Most common:– “-” (Display local/MOBIUS) – “z” (Display local/suppress MOBIUS)

• Admin | Parameters | General | Fixed Length Codes

CAT DATE Options

• CAT DATE = date records loaded– Defined in load profile

• CAT DATE = blank– Defined in load profile

• CAT DATE = known date, but not date of load– Defined in Default Template

Record Load Form

4. If the records are e-books or electronic resources:– How should the 856 subfield z display?– Does your site use a proxy server to redirect off-

campus users? If so, what is the URL?

856 Catalog Display

• 856 display governed by WebPAC wwwoption• 856 subfield z (display data)– Often comes with a default value (“Click to

access”) from record vendor– Default value can be changed by MOBIUS office,

using a mapping table

856 URL Data

• 856 subfield u (URL)– Usually contains direct access link to the resource– Proxy URL data can be prefixed to the resource

URL by MOBIUS Help Desk to allow for remote patron authentication

856 Data Changes

• Recurring record load:– 856 changes best done by vendor (MARCIVE,

Serials Solutions, eBrary, etc.)

• One-time record load:– MOBIUS Help Desk can make the changes– Will also do if vendor can/will not

Record Load Form

5. Are there any additional bib fields that should be included?

• Looking for uncommon or non-standard data

Record Load Form

6. Is there a specific bib template you would like to use for this load?

Default Templates

• Manual record creation use– Define fixed- and variable-length data– Prompt for user input data

• Load profile use– Define default fixed-length fields– Use when all bib records have the same, known

fixed-length field value

Record Load Form

7. Will you supply the data or will MCO need to retrieve it? If we need to pick up the file, please include the information from the vendor.

• In general, MOBIUS Help Desk prefers that customers retrieve their own data files

Record Load Form

8. Call number?9. Call number index?10.Fixed-length item fields11.Is there any specific item template you would

like to use for this load?

Attached Records

• Item records created based on a MARC field defined in the load profile (usu. 945 or 949.1)– If the MARC field is not present, the item record is

not created

• Order records– May be created this way (852 or 960)– Load Profile may be set to create an order record

for each bib record loaded

Attached Record Fields

• Default Template– Fields have the same value for every record

• 9xx field (record creation defined field used)– Attached record field data contained in subfields– May be supplied by the vendor (preferred)– May be added by MOBIUS Help Desk

Record Load Form

12.Any additional instructions?

• Overlay protection• Preventing fields from being added

Overlay Protection

• Used when overlaying existing records• Not needed for Match & Attach or Insert• Protection set by field group tag• Protected MARC tags can be specified– “o” protects 001 and 019 fields– “o(001)” protects 001 fields onle

• 4 options for overlay protection

Overlay Protection TypesProtection Type (Code)

Incoming Field Existing Field Post-Load Result

None PresentPresentNot present

Not presentPresentPresent

Incoming field usedIncoming field usedField stripped

“Straight” (N) PresentPresentNot present

Not presentPresentPresent

Incoming field usedBoth fields usedExisting field used

“Delete” (D) PresentPresentNot present

Not presentPresentPresent

Incoming field usedExisting field usedExisting field used

“Keep” (K) PresentPresentNot present

Not presentPresentPresent

Incoming field usedIncoming field usedExisting field used

Overlay Protection

• Use the word “incoming” to more easily distinguish between “D” and “K” protection

• “D” = Delete incoming– Existing fields take precedence

• “K” = Keep incoming– Incoming fields take precedence

Prevent Fields from Being Loaded

• Ask vendor not to supply fields• Configure load table to strip fields– Not possible if load table is multiple duty

• Remove fields from data, pre-load– MARCEdit

Who is responsible for what?

Record Loads

Library Responsibilities

• Open ticket with MOBIUS Help Desk• Fill out Record Load Request Form• Obtain test data (if available) from vendor• Obtain live data from vendor– MOBIUS will retrieve the data in some cases

Library Responsibilities

• Be responsive to questions from MOBIUS Help Desk

• Pre-load data manipulation (adding, deleting, modifying fields) – MOBIUS will perform data manipulation for 1-time loads

– For recurring loads• Best Case: Vendor supplies data manipulation• 2nd Best: Library staff performs data manipulation• 3rd Best: MOBIUS staff performs data manipulation

Library Responsibilities

• Review and approve test data– If test data does not meet expectation, inform

MOBIUS Help Desk of changes needed– MOBIUS Help Desk may choose to load a subset of

the live data in lieu of, or addition to, test data

• Request Review Files of loaded records, as needed– Request should be made before records are loaded

• Rename & empty Review Files

Library Responsibilities

• Request Headings Reports run for load– Request should be made before records are loaded

• Access load statistics in Request Tracker, as needed

• Post-load data manipulation– MOBIUS Help Desk will perform post-load data

manipulation to correct any errors created in the load

MOBIUS Help Desk Responsibilities

• Review record load specifications with library• Configure Load Tables & Mapping Tables• Pre-load data manipulation– One-time & some recurring loads

• Load test data & place in Review File– Make any changes requested

• Load live data

MOBIUS Help Desk Responsibilities

• Provide load statistics in MOBIUS Help Desk Request Tracker ticket(s)

• Place loaded records in Review Files on request

• Run Headings Reports on request• Perform post-load data manipulation to

correct errors, as needed

Questions?

Thank you!Christopher Gould

christopher@mobiusconsortium.org