Holdings: Part II Conversions. Technique I. Advantages of Technique I 10/29/12

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1 Holdings: Part II Conversions Two techniques for Holdings conversion into MARC21: 1. Use Global Change to change textual holdings into basic MARC21 (LDR, 007, 008, 866) 2. Use a Load Profile to load holdings and overlay** holding records Technique I Create list of holdings records Using the global change program: Select the h III tag and convert to 866. Choose correct indicators Insert the following data: Using same file, insert $8 at beginning of 866 field. Insert 007 and 008. These may be dummy fields, but you can tweak later. Advantages of Technique I Quick and dirty. Your holdings are now in MARC 21 format. New Holdings can be in MARC21 using the full implementation No split files (non-marc vs. MARC 21) 1

2 Disadvantages of Technique I Holdings are not in a MARC21 perfect structure: Missing 85X/86X pairs Uses 866 without reference to the 85X/86X pairs LDR is not set correctly 008 needs some cleanup Technique II Uses the following resources: Create list output in tab-delimited format (uses $ for delimitor, ^ for repeat field) Excel spreadsheets for editing and creation of 85X/86X pairs MARCEdit used to facilitate creation of MARC21 holdings from spreadsheets III Load Profile that is used for loading Holding records. Special use of Overlay** A. Create the List 1. Create list of records that need to have holdings created. 2. Output the following data: Holdings record # (.cnnnnnnn) 310/362 for help (from bib record) Date of record creation h field data 3. Save as.txt file. Use the $ as the delimiter. Use $ for the repeated field if multiple h tags. 2

3 B. Create/Cleanup with Excel 1. Use Excel s Data Import to import the data. 2. Each column contains data from Step A. 3. Create a column to code the data for the 85X (for today we ll use the 853 field) Column header should be 85X_# Where # is the number occurance of the 85X 4. Use the dollar sign as the delimiter in coding these MARC fields. 5. Create as many columns with 863 as there are needed for showing gaps. The column header should be 863_# where # represents the successive 863s needed. 6. Save file as a tab delimited file. C. MarcEdit s Magic 1. Use Terry Reese MARCEdit to convert the tab delimited file into a useable MARC record. Start: Add-innsà Delimited Text Translator 2. When importing, you may have several 853 and/or 863. To keep tract of the $8 links, we will use a trick when importing. 3. Set your second indicators for the import to match the correct $8 link. We ll correct this later. Use $8 as your subfield code for importing the data. 3

4 4. Import the control # into the Import the date record created into 008 if you wish to have it accurately match. Shortcoming: you will have to edit 008 in a later step with generic data 6. Import your holdings fields. Using the header columns, we apply the trick used before. First 863_1 indicators are set to _2 indicators are set to _10 indicators are set to _11 indicators are set to 20, etc. 7. After importing all the data, you now create the file. D. Cleanup before Loading Clean up the faux indicators from the import function and add the correct $8 link. Use the Find/Replace for simple, easy steps. Find: =853 10$8$a Replace: $81$a Find: =863 10$8$a Replace: $81.1$a 4

5 Find: =863 11$8$a Replace: =863 30$81.2$a Find: =863 20$8$a Replace: =863 30$81.11$a As you can see using the indicators as fakes can help you convert linking data correctly. You can use the first indicator in 853 when you have pattern changes E. Final steps Create a loader for holdings. This loader will not verify in the usual way. Work around: Create in notepad Upload in terminal on III, do not verify. It will work Test, test, test, test. After testing, load live. Create list for review. F. Final Analysis No conversion is perfect. Even OCLC conversions are fraught with glitches. Review all work Manual cleanup will need to be performed, especially on difficult titles. Scattered holdings or many gaps will cause manual cleanup. LDR and 008 cleanup can be done with Global change, if accepting some default values. 5

6 Resources MARC21 Format Terry Reese MARC Edit marcedit/html/downloads.html III Load Profile Manual Contact Jeff Trimble for his load profile directly. 6