From a original batch cataloging project back in 2017
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General notes
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Preliminaries
This procedure is useful for spreadsheets of titles to be converted to MARC, where there are text and/or punctuation inclusions in the 260/264 c subfield, or, along with several questionable and multiple dates. We assigned the dates to both the 260 subfield c column and to two separate columns (date 1 in the first, date 2, if any, to the second) which were edited in the spreadsheet to remove non-date inclusions.date(or both).
264 New York, NY : |b International Music, |c ©1934.
260 Boston, Mass. : |b Forester Press, |c [between 1899 and 1904]
Create two date columns to hold the fixed fields dates using the 260 or 264 subfield c, and edit to remove any text or punctuation; so that there is a column for date 1, and a column for date 2 for any multiple/questionable dates.
Date 1 Date 2
1934
1899 1904
Begin transforming the Excel spreadsheet to MARC.
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Make sure the Delimiter is set to Tab:
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Fixed Fields:
Click on Edit LDR/008 in the Options area, click on LDR, and chose the format of the items (Score in this particular project).
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In the text box underneath, locate the leader’s I (capital i) and replace it with K (for brief cataloging)
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A simple method to populate the fixed field 008 dates field with the 260/264 subfield c (only works for single years without other text in the subfield):
Replace the existing s9999 with: s{264$c} in the 008 edit box:
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However, this requires that there be no extra characters in the 264, such as c for copyright, brackets, and also that there are no “questionable” or multiple dates with the subfield).
So, useful for really clean date text, but not for this project.
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Our method of using donor fields
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to hold 008 dates
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Click OK to close the Edit LDR/008 window; then click Next
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Go through usual mapping of Excel columns to MARC fields as usual and open the resulting field to run a series of edits on the 008 fixed field, but make sure the spreadsheet has dates in both the 260$c field and two date columns (to be mapped to 902 and 903 fields in this example), clicking Add Argument for each:
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Check the records and/or do a Find All on =008 to check that the move went through without changing the number of spaces in the 008 (there should be eight digits of numbers (for those records with 903 fields), side-by-side, no spaces, between the “s” and “xx”).
The 008 Date Type position (6) now needs changing for the 158 records with two dates in position 7 & 11.
To get an idea of what edits need to be done, do a Find All on =903
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Almost all of the 903 field dates are 19uu (with a 902 of 18uu).
Edit Field Data can be used to replace 19uu with q:
Field: 903
Find: 19uu
Replace: q
Click Process
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A total of 154 modifications were made. 4 more records will require manual changes (one of which is the first dummy record, so it can be ignored).
Do Find all: for =903, to find the three remaining dates. Then Edit Field Data to replace each year with an m.
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One:
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Two:
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Three:
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A Find All on =903 now shows all but the first dummy record have 903 fields populated by the 008 DtSt codes.
Finally, use the 903 as a donor field for the 008 position 6 (DtSt).
Tools; Edit Subfield Data,
Field: 903
Subfield: a
Field Data: leave blank
Replace with: 008|6
Click Move subfield data box
Replace Text
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Do a Find All on =008 to see if the 903 codes came through correctly:
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While working this out I always did a Save as for the 008 date change under a different name, just in case one of the steps went horribly wrong:
ChampClassicTest12c before the 008 edits
ChampClassicTest12DtSt after the 008 edits
The last step is to remove the donor fields:
Tools; Add/Delete Field
Field: 902
(Leave the rest blank);
Delete Field:
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And do the same to delete the 903 field.
Always check for errors after modifying the 008 fixed field:
Assuming all went well with all the steps, it’s time to take a good hard look at the records as they now appear: Open OCLC Bib Formats & Standards on a Browser and (for the leader and 008) MARC21, and check through each field for errors that might have been missed during earlier steps.
Run MarcEdit’s validator to look for structural errors by going to Reports; MARCValidator:
Source File: [Current File]
Options: Validate Record (Default)
Click OK
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The file has no errors that MarcEdit’s MARCValidator can find:
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If there are errors, save the report to a notebook or PDF to refer to while correcting.
Then work through each error until all are fixed.
Once the bib records have no errors, Compile into MARC.