These procedures outline the process for inventorying, barcoding, and batch cataloging approximately 22,000 Theses, Dissertations, and Plan Bs in the USU University Archives. It includes instructions for doing a shelf inventory, assigning barcodes and call numbers, verifying data, assigning one of three specific batch workflows (Merge (no overlay), Merge (with Overlay), and Original cataloging) and provides step by step instructions for each of the batch workflows.
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Sign up for a year (or years) on the Sign Up tab under the view “Sierra Comparison Signup”. Find any year with a current status of “Labeled”.
Add your name to the Sierra Comparison Sign Up column
Change the Sierra Comparison Status to “In Progress”
Using the “Comparison to Sierra” view in the “Title List” tab
Look up each item BY THE TITLE in your assigned years in Sierra. If present verify the Material Type:
For Material Type of "a” (book) or “t” (manuscript)
Add an item record to Sierra, using info from Airtable:BarcodeCall Number (change 090 to 099)Location: ithesItem Type: 57 (theses or dissertations) or 56 (Plan B report)Note: if anitem record already existswith the call number starting with “INQUIRE AT SPECIAL COLLECTIONS DESK”, delete this item record andcreate a new onewith the information above.DO NOT DELETEany other item records (including items in the stacks, other areas of SCA, or microfilm.)
Verify the Sierra bib number is the same in Airtable, replace with correct number if needed
Look up item in OCLC.
First use the TITLE and/or AUTHOR, then use the OCLC number, if needed (add “#” or “no:” to search OCLC by number
Check each print or manuscript record for the best match (title, author, and year).
Verify it is a print record (FORM : [blank] or r)
In the “Batch Type” column in Airtable, select “Item Added – Overlay batch change”
For Material Type of “b” (microform) or “z” (online, electronic)
Search Sierra by title to confirm that there are no other appropriate records with “a” or “t” material types.
If found, replace the Sierra bib number in Airtable with bib number for the record to be overlayed.
Update the Sierra Material Type.
Follow the steps for 2.b listed above (For Material Type of "a” (book) or “t” (manuscript))
If no other other records are found, proceed to searching OCLC
First use the TITLE and/or AUTHOR, then use the OCLC number, if needed (add “#” or “no:” to search OCLC by number
Check each print or manuscript record for the best match (title, author, and year).
Verify it is a print record (FORM : [blank] or r)
If the OCLC record is print AND the Sierra record is a “b” material type
Select “Merge” as the “Batch type” in Airtable
Verify that the OCLC record # matches the # in Airtable, replace with correct number if needed
If the OCLC record is print AND the Sierra record is a “z” material type
Select “Merge OCLC, No Sierra” as the “Batch type” in Airtable
Verify that the OCLC record # matches the # in Airtable, replace with correct number if needed
If there is no OCLC record for a print item, do the following to the Airtable record:
Select “Original” as the Batch type
Delete the OCLC # from its column
For items “Added” to Airtable
Search for item in Sierra by searching for title,
If found, check the “Flag for Becky” column and leave a note in the “Notes” column
If not found, proceed to next step
Search for item in OCLC
If a print record is found (has OCLC Fixed Fields Form: [blank] or r), add the following to Airtable
Add the OCLC #
Select “Merge” as the “Batch type” in Airtable
If no print record is OCLC and no record in Sierra, record the following in Airtable:
Select “Original” as the Batch type
When finished, return to the “Signup” tab and update the following
Last Completed Step - change to “Sierra Comparison’d” Comparison”
Sierra Comparison Status - change to Completed
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Sign up for a year on the “Sign Up” tab in Airtable, including recording the name of the quality controller, the status (changed to “In Progress”), and the date the review started.
In the “Title List” tab, use the “Batch Check” view and filter for the year being checked.
Look for pastel colored lines to indicate where information is missing.
If found, use the commenting feature in each record to request a check and verification of the missing information
Review the Batch Type and ensure the following parameters
Merge - verify that there is both an OCLC # and a bib #, material should be set to be “b”
If the material type is “a” or “t” – double check Sierra for a print version bib that might have been missed in Procedure 2
If the material type is empty or OCLC or Sierra is empty – double check Sierra to check for a print version bib
If you do find a print version bib for either (not microform or electronic) – make a new Item record using Procedure 2, step 2-b
Delete any “INQUIRE AT SPECIAL COLLECTIONS DESK” item records
Change the Batch Type to “Item Added” and add the Sierra/OCLC numbers, plus “a” or “t”
Item Added - verify that there is both an OCLC # and a bib #, material type should be an “a” or “t”
Original - verify that there is no OCLC #, bib #, or material type listed. (Note: the only exception is for a “z” material type, in which case there may also be an OCLC # or bib #, but these can be ignored & often are for electronic versions.)
Merge OCLC, no Sierra - verify that there is an OCLC # and that there is no Sierra record (Note: These are often incorrectly labelled as “Merge” and can be spotted when “Merge” records have a “z” Material type record with both an OCLC# and a Sierra bib #. )
Catalog Individually - not a batch catalog prospect
Review author’s name fields, in particular:
Fix errors caused by diacritics
Add “$q” before all expanded forms and enclose the terms in parentheses:
Expanded Form of Name: $q(Sidney Walker)
Add “, “ [comma and a space] before all suffixes [See OCLC’s Bibformats page about personal names for more info]
Make sure the suffix is not repeated in the expanded form:
Expanded: Sidney Walker
, jr.<--take out duplicate suffixSuffix: Jr.
rare exception:
Author first: Laurence J.
Expanded: Laurence Junior
Add periods to initials, if missing
Review the Title field, in particular:
Fix errors caused by diacritics
Remove ending periods
Remove any subfield c information
Ensure a subfield b is placed before any remainder of title (usually after a colon)
Fix obvious spelling errors or typos. Be sure not to change scientific names or personal names.
Assign the Theses Type (Standardized) based on the Theses Type field
Thesis = Theses
Plan B Report = Plan B Report
Dissertation = Dissertation
Any other type in the Theses Type field = Book Noncirculating
Verify that the Department name does not have any spelling or punctuation errors
Verify that the Degree type does not have a spacing, punctuation, or capitalization errors (Note: This may be done batch changes periodically.)
Verify that the University Name is correct and correctly assigned for the time frame. (See University Name changes for dates.) If the latter appears incorrect, use the comment feature to request a check on the item. The information found on the thesis will be the final information recorded in the Airtable record.
Review the pagination and make sure they are listed as “leaves”, check for egregious errors
Verify that there is a barcode
Check the multiple copies/volumes for the number of additional items that might belong to the title (Note: These are also flagged in purple.) Ensure that a barcode and copy/volume number is provided for each additional item.
Verify that a number has been assigned to the item
For the entire year, check the Numbering to ensure that there are sequential (no skipped numbers) and match the “Numbered” column in the Sign Up table.
If there is a mismatch, check the “All Items Sorted by Date and Author” view in the Title. Missing numbers may be filtered out of your view because they have been flagged for review in a previous process
Replace all double quotation marks (“) with a single quotation (') [note this is to make the find and replace in the batch processing simpler]
For all “Item Added - Overlay batch changes”, check the item in Sierra to make sure the added item number matches the thesis call number in Airtable.
For items that meet all of the above criteria, check the “Ready for Batch Cataloging” column
Please skip any items listed as “Catalog Individually” in the Batch Type
Record the status of the collection (year) on the Sign Up page and date when the review is completed.
Complete = all items have been approved and no items are waiting to be reviewed by the cataloger
Reviewed, some items remain = the year has been thoroughly reviewed and all applicable items approved, but there are remaining items in the year that need to be addressed. Record which items they are and needs to happen with them.
Hold off = there is a problem with all records in this year. These items will need to be revisited at a later date.
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General Merge Workflow Overview
MarcEdit Brief record creation for merging: export fromAirTable → Open in Excel spreadsheet and edit → useMarcEdit Tab Delimited Convertor to make brief MARC records (.mrk) → check/edit MarcEdit Brief Records → save for merging.
OCLC records batch-search and edit: change (OCoLC) prefix to * → copy entire OCLC# column → save in notepad → load notepad txt file in OCLC batch processor → point to empty OCLC local save file → run OCLC Batch Process search → export all searched records → convert OCLC file to MarcEdit mnemonic (.mrk) → delete certain fields (such as the 502's) → save for merging.
Merge brief & OCLC batchsearched records together: batch edit → compile into MARC (.mrc) format → load into Sierra → make Create List of LOAD → global edit Item call numbers to 099 → DONE!
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I. DETAILED PROCEDURE FOR MERGE (with no overlay)workflow
MarcEdit Templates to download: under revision
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ThesisMERGEnoover-MergeSettings2 is used during brief & OCLC bib record merging.
Spreadsheet Manipulations:
Go to AirTable Thesis Data Pull
Click on the Sign Up tab, Batch Loading view; and sign up for a theses year
Batch Loader: you
Batch Load Status: In Progress
Fill in Batch Load Start Date and (if needed during the process) Notes.
Go to Title List and the view: Merge Batch Work
Check mark records in the column Batch Cataloging in Process
Check all essential fields are filled:
Flag any problems that need to returned for more work, checking etc. (incomplete, problem, etc.)
Download CSV file of items by clicking on the down arrow at the top menu, in one of two ways:
First filter by your chosen year: Thesis Contains [your chosen year], before downloading;
Or, if titles are already filtered by your year, go ahead and download them
Add the year of the download to the CSV name while downloading to the Desktop, like so: Title list-Melanie - Merge Batch Work - 1931
Open Excel; Open other workbooks; on Computer; Desktop; choose All Files; navigate to the CSV file (under title: Title list-Melanie/Joe - Merge Batch Work; choose Delimited; Next; click in Comma box, Next, and Finish.
If you haven’t done so already by filtering to your year in Airtable, delete all but your chosen year from the spreadsheet.
Double quotation marks
To separate and protect actual 500 quoted notes from CSV escape symbols; click on the corner of the spreadsheet to select the entire file;
go to Find and Select; then Replace;
Find what: "(double quote) – if there are no double quotes, go on to next step.
Replace with:^ (inverted caret); Save.
Column work:
Delete: Thesis column with text in the format of year-number-Author in the cells)
Delete: Batch Cataloging in Process
Delete: OCLC #
Keep: OCLC w Prefix
Keep all MARC tag columns (note: Excel will have unhelpfully changed 099 to 99; keep it anyway).
Delete: Batch Type
Delete: Date loaded
These columns must remain (even if empty); because we will be using a MarcEdit template: again, do not delete any of these:
OCLC w Prefix - in this format, (OCoLC)####
99
100
245
264
300
500
500-2
500-3
502
520
590-1
590-2
690-1
690-1a
690-2
690-3
690-4
949
first Multiple949
second Multiple949
third Multiple949
Save As the Excel Merge file as Text (Tab Delimited); under a new name (such as: Theses-MergeNoover-year)
Convert to a file of MARC records using MarcEdit with our AirTable data:
In MarcEdit; Tools; Delimited Text Translator;
Source File:Theses-MergeNoover-year
Output File:[new name such as Theses-MergeNooverBrief-year]
Click Import File (formerly Next)
Then: click on Load Template (may need to scroll down to the bottom of the window) navigate to Thesis-MERGEnooverMARC-TEMPLATE3(downloadable template is available at the beginning of this procedure , if needed)
Fields will load automatically in the Arguments window.
Check the Template has loaded the correct mappings in the Arguments window (scrolling with the mouse or arrow keys)
Tags and first subfield:
035$a
099$a
100$a
245$a
264$c
300$a
500$a
500$a
500$a
502$b
520$a
590$a
590$a
690$a
690$a
690$a
690$a
690$a
949$a
949$a
949$a
949$a
Click Finish.
Edit the Brief Records in MarcEdit:
Open MarcEditor,
Click on File; Open; then navigate to the new file.
You can doublecheck the mappings by looking over the first mock record in the file to see that the tags and mapping match:
Use Reports; Field Count; and check that 100, 245, 300, etc. match number of records (ignore 500’s, 590’s, etc., where more than one field will exist per record)
(However: that first mock record will also be counted; so subtract 1 when looking for the correct number of records)
Edit the Brief record (.mrk) file.
Use Edit; Find; Replace to get rid of CSV double-quotes (used to protect commas in the 100’s, etc.).
Find: " (one double quote)
Replace: (with nothing)
Replace all to clean up the entire file.
Then replace any 500 quoted notes, if any (which would be protected earlier by replacing their quotation marks with carets):
Find: ^ (inverted caret)
Replace: " (double quote)
Replace all.
Like so:
=500 \$aInstitution name listed as ^Utah State Agricultural College^ on the title page.
=500 \$aInstitution name listed as "Utah State Agricultural College" on the title page.
Then File; Save (it’s a good idea to do a save after each major edit).
Check the subfield d’s in the 100 fields which often have problems:
Edit; Find: =100
To fix them, do an Edit; Find; Replace
Find what: $d$e ← which won’t occur anywhere else in the records.
Replace with: ,$e ← comma,$e
If there are any authors with birthdates in the 100s that are missing a d-subfield, do an Edit Field Data to add them:
Tools; Edit Field Data:
Field: 100
Find: 1 (type a single space, followed by a 1)
Replace: $d1(which will take out the space, add the subfield d & reinsert the 1)
then if there are incorrect commas at the end of a year [dash], do another Edit Field Data:
Field: 100
Find: -,$e (a dash, comma, $e)
Replace: -$e (removes the comma)
Example of (most probably) exhaustive name with subfields: Smith, Sam C.$q(Sam Christian),$cJr.,$d1985-2045,$eauthor.
Do a Edit; Find; Find All on =245 for each article (as below) to check for titles with articles that are missing a skip indicator. MarcEdit usually catches all the A, An, and The articles when converting to MARC, but it misses one or two on occasion.
=245 10$aA ← add a single [space] after each to avoid title words starting with 'A'
=245 10$aAn ← add a single [space] after each…
=245 10$aThe ← add a single [space] after each…
Replace any found with the correct skip number (remembering to add the following space):
Find: =245 10$aA ← add a single [space]
Replace: =245 12$aA ← add a single [space]
Replace All: (and make sure the number of modifications matches the number of titles found with the issue)
Then add our local constant data:
Tools; Add/Delete Field; copy/paste the values below in blue; then Add Field:
Add 590, field text: \\$aThesis Remediation Project.
Add 655 field text: \7$aAcademic theses.$2lcgft
Add710field text: 2\$aUtah State University.
(Note that each field will also be added to the first mock record).
***Check for any double spaces that may have been mistakenly entered in previous steps, e.g. “50 leaves _ _ :$illustrations"***
If these truly don’t belong in the record, use Find & Replace to reduce to one space.
Finally, use Edit; Find on important fields to do quick check for any more egregious errors (but don’t get caught in the weeds).
Remember to Save the file of cleaned up brief records for the Merging step.
Batch-search Connexion with OCLC numbers:
In Excel and Notepad, create a text file of OCLC numbers for the batch search in OCLC Connexion.
Open Excel and go back to the spreadsheet: Thesis-MERGEnoover-year
Copy/insert OCLC w Prefix into a new column; Replace (OCoLC) with * (asterix).
Select all the OCLC numbers; right-click; choose format cells; & change Category to text.
Copy and paste the cells in the OCLCbatchsearch column to Notepad; save as text; with an easy to find title, in this format: OCLCnos-year
Note the number of *OCLC rows (records).
In Connexion, go to File; Local File Manager; choose an empty Local Save File path (or make a new one).
Go to Cataloging; Search; Local Save File; then hit OK, leaving the search box blank, to make sure there are no records lingering in there;
Delete any lingering records.
Go to Batch; Enter Bibliographic Search Keys; Import.
Navigate to your text file of *OCLC numbers, make sure the Default Index is: None, and click Open.
I always click Don’t Delete, when asked (to allow for error checking and redoing).
The text file should load into the Bibliographic Batch Search Window; click Save; then close window.
In File; Local File Manager; Set up Authorizations; add Authorization & Password; Save & Login.
Go to Batch; Process Batch; make sure the empty Local Save File is still selected (if not, select it again).
Only Online Searches should be selected; then click OK.
The OCLC numbers should scroll down the view window, until all have been searched.
Finally, a Batch Search Report will appear; go down to the last save number in the report; it should equal the number of *OCLC row numbers that you wrote down earlier.
The Local Save File should have received all the records.
Go to Cataloging; Search; Local Save File; then hit OK, leaving the search box blank.
Select every record in the batch save file (select first record; hit Ctrl and Shift together, at the same time clicking on the last record).
Action; Export; name the export file, something like this: THESES-OCLCbatchsearch-year.
Open MarcEdit; click on MARC Toolsicon; leaveSelect Operation as MarcBreaker;
Open (under All Files): THESES-OCLCbatchsearch-year
Save As: Theses-OCLCbatchsearch-year
Leave Default Character Encoding as MARC8
Click Execute; then click on Edit Records:
Edit; Find/Replace: =049 \\$aUUSAto =049 \\$aUUSP; Replace All.
Delete these fields which we will be replacing with our updated versions:
Edit Records and Tools; Add/Delete Fields, fill in the tag in Field; and leave Field Data blank; then click Delete Field:
Field: 100
Field: 245
Field: 260
Field: 264
Field: 300
Field: 502
Field: 520
For the following Fields, we will be deleting certain duplicate versions, usingAdd/Delete Fields:
Field: 655 Field Data: \7$aAcademic theses.$2lcgft
Field: 655 Field Data: \4$aAcademic theses.
check for other versions of 655 Academic theses headings to delete, but don’t remove FAST headings:
=655 \7$aAcademic theses.$2fast$0(OCoLC)fst01726453 ← keep fast 655 fields
Delete:
=655 \2$aAcademic Dissertation$0(DNLM)D019478
=655 \7$aTh{grave}eses et {acute}ecrits acad{acute}emiques.$2rvmgf$0(CaQQLa)RVMGF-000001173
=655 \7$adissertations.$2aat$0(CStmoGRI)aatgf300028029
=655 \7$adoctoral dissertations.$2aat$0(CStmoGRI)aatgf300312076
=655 \7$amasters theses.$2aat$0(CStmoGRI)aatgf300077723
=655 \7$atheses.$2aat$0(CStmoGRI)aatgf300028028
Find; Find All=504 to see that all them have the form: Includes bibliographical references;
Find: =504 .* [Must select “Use Regular Expressions” option]
Replace: =504 \\$aIncludes bibliographical references.
Search for any questionable 008 fields that don’t have an s date type.
Find all: =008 [0-9]{6}[^s] [Must select “Use Regular Expressions” option]
These will have a “q” and two dates in the 008 instead of just one.
Jump to Record:
The field in question will be highlighted, so do an Edit; Replace
Copy/paste and very carefully change only the effected portions of the 008: qyearyear with syear\\\\
An example:
Find: q19291957 (the original cataloger was unsure of the year, and put in a time span)
Replace: s1923\\\\ (but we know the year was 1923)
Run Reports; MARCValidator to make sure no blanks “\” or digits haven’t been lost in the 008 fields.
Note that MARCValidator may mark the lack of 245 fields as an error, but those will be replaced in the next (Merging) step.
Save edited OCLC file for Merging step (and Close).
Merge Brief file and OCLC batch-searched file records together:
Go to Tools, MARC Processing Tools, Merge Records, then navigate to the two files, in this general form:
Source file: Theses-OCLCbatchseach-year.mrk → (OCLC batch-searched/edited records)
Merge File: Theses-MERGENooverBrief-year.mrk → (brief records with our data)
Save file: Theses-MERGED-noover-year.mrk → (future file of merged records)
Record identifier: 035$a → (Important Matchpoint)
Click Next:
Use the saved Merge Settings template: click on Settings; Load Settings;
Then navigate to: Thesis-MERGEnoover-MergeSettings2
If the Settings file isn’t working; highlight the fields below, and click on the arrow to select them for merging into the OCLC file of records.
Do quick check of the loaded Settings:
049 UUSP
099 local call number
100 Author (our corrected version)
245 Title (ours)
264 RDA production date (ours)
300 Physical description (ours)
500 Department & transcribed note
502 RDA standardized thesis statement
520 Scraped summary field
590 Project name
655 Academic theses genre term
690 local subject string
710 university
949 automatic item record creation
Then click Next to do the merge.
Batch copy catalog the merged records in MarcEdit (click on MarcEditor icon; Open and navigate to newly merged file):
Do a Reports; Field Count; to check the merge worked; check that field001, 035, 245 matches correct number of bibs;
Edit/Find various important fields: 100, 245, 502, etc.,
Check for duplicated fields, such as 300 fields; and delete one version.
Edit/Find all =949 fields and ensure they match the number of barcoded items expected
Scan through a few bibs, to look for egregious errors, etc. -- but don’t get lost in the weeds.
Check 520’s for text that is cut off. Where found, add an ellipsis (…) to the end of the field.
Remove extraneous spaces: Edit field data (common fields inc. 100, 245, 520). [must use regex]
Find: _{2,} “_” indicates a single space
Replace: _
Check 65Xs for foreign-language entries.
Easiest if you alphabetize the Find results
Sign your work!
Add/Delete Fields; Field: 909 Field Data: \\$aMelanie Shaw$b2022-05-04$eMODIFIED$dCMS STATS
Save.
Validate the file by going to Reports; MARCValidator or using Control M
Common errors include:
Dollar signs in the 520 → Fix by replacing dollar signs with a {dollar}
When working with economics or business theses, the validator may return an error that the 520 field has an invalid subfield. It is likely that the summary/abstract contains a monetary value, and MarcEdit is interpreting the ‘$’ used to denote USD as a subfield delimiter. If this occurs, please refer to the relevant batch-edit step at the end of this workflow.**
Save file again.
File; Compile into MARC format with a new name: ThesesMERGED-noverDONE-year.mrc
Load file into Sierra and track:
Use the first load table: LOAD/Overlay bibs & create items (.briefbiboverlay), and remember to click on the square with Use Review Files” before starting the test & load.
do a Test load first; check to make sure the number of bibliographic records and the number of item records is correct (Note: if theses have more than one copy or volume, these numbers will differ)
if the test goes through with all the records; Load.
Go to Create Lists, then choose an empty line with enough room for your load; click Copy icon; and find the file, which will look somewhat like this:
LOAD: inserted files for ThesesMERGED-nooverDONE-year (6)
It will ask Do you want to remove the file being copied from? Yes, you do.
Double-click on the new list and check a few bibs to make sure the records loaded properly.
Leave your Load list in Create Lists for later Global Edit to the item records in Sierra.
Leave the Load list in Create Lists for later Global Edit in Sierra.
Follow the process for Global Edits to change the 090 to 099 in the item record : https://usulibrary.atlassian.net/l/cp/z0cUb0Ur (note: this is a restricted workflow)
Titles with multiple copies per record
Use list of item records created for 090 to 099 change.
Derive lists of items that have the same copy number -- e.g., a list of all “copy two” records – by searching for whose 099 field has “, c.X” where X is the copy number
Global updates:
· Edit variable-length field: 099[i] “, c.X” => “[blank]”
· Edit fixed-length field: Copy number: 1 => X
These two edits can be made simultaneously.
**Fixing $ error:
Use the newly created bibliographic-type review list to perform a batch update.
Create a second bibliographic-type list by searching the first list with the added condition:
Bibliographic MARC Tag 520 matches "|[0-9]"
In the Global Update function, search for the second review list
Perform a “Variable-length field edit” on the 520 fields, changing all “|” to “$”
Finally, because this will convert the initial subfield A delimiter to a “$” as well, perform a second ““Variable-length field edit” to change all “$a” to “|a”
Check a couple of records as normal to verify no errors were created in the process
Return to the MERGE view in the Thesis Remediation Airtable & record the Date Loaded in Sierra.
In the Sign-Up Tab, change the following:
“Merge Batch Loaded Status” to Completed
“Merge Batch Load Started” and “Merge Batch Load Ended” dates are filled in with the correct information
Add any notes that will be needed for future in the Batch Loaded Notes field (for example, if there were issues encountered or records that need to be reviewed by someone)
“Last Completed Step” column to “Merge Batch Loaded” UNLESS the “Remaining Items to be loaded into Sierra” value is 0 (zero) - in which case, change to “Complete”
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Global Update for Thesis Batch Load link: /wiki/spaces/ULC/pages/1497038917
Done!
II. Detailed Procedures for OVERLAY (with Merge) workflow
Undergoing revision, please wait until finished
Overlay_DTT_Coversion_Templant.mrd for conversion to MARC:
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Spreadsheet manipulations:
Go to AirTable Thesis Data Pull
Click on the Sign Up tab, Batch Loading view; and sign up for a theses year
Batch Loader: you
Batch Load Status: In Progress
Fill in Batch Load Start Date and (if needed during the process) Notes.
Go to Title List and the view: Overlay Batch Work
Check all essential fields are filled:
Flag any problems (incomplete, problem, etc.)
Check for missing barcodes in 949s (do not select)
Mark all non-problem items within a year (if possible) and download CSV file of items.
Checkmark the column Batch Cataloging in Process for the chosen year.
Open Excel; choose All Files; navigate to CSV file; choose Delimited; tab; & Save as Excel File with new name, (something explanatory like: Theses-mergeOVERLAY-year).
Delete all but the chosen year, if not done already.
Column work:
Delete: Thesis column with text in the format of year-number-Author in the cells)
Delete: Batch Cataloging in Process
Delete: OCLC #
Keep: OCLC w Prefix
Keep all MARC tag columns (note: Excel will have unhelpfully changed 099 to 99, keep it anyway).
Delete: Batch Type
Delete: Date loaded
All these columns should remain (including blank columns):
OCLC w Prefix - in this format, (OCoLC)#### [will serve as 035]
099
100
245
264
300
500
500-2
500-3
502
520
590-1
590-2
690-1
690-1a
690-2
690-3
690-4
907 (for overlaying)
Save the Excel OVERLAY file as Text (Tab Delimited); new name: Theses-mergeOVERLAY-year
Double quotation marks protection:
To separate and protect actual quoted notes from CSV escape symbols:
Click on the corner of the spreadsheet to select the entire file;
Go to Find and Select; then Replace;
Find what: "(double quote)
Replace with:^ (inverted caret).
Save file.
Convert to a file of MARC records using MarcEdit with our AirTable data:
In MarcEdit; Tools; Delimited Text Translator;
Source File:Theses-mergeOVERLAY-year
Output File:[new name such as Theses-mergeOVERLAY-Brief-year
Click Import File (formerly Next);
Then: click on Load Template; navigate to Overlay_DTT_Coversion_Templant.mrd (downloadable template is available at the beginning of this procedure )
Fields will load automatically in the Arguments window.
Check the fields against the list in step c, to make sure if they loaded correctly (only the MARC field/1stsubfield will show.
Or, you can manually enter in each column (MarcEdit calls them fields) and map them to MARC:
Select or type: MARC tag; 1st subfield; and Indicators; (no terminal punctuation needs to be added).
Fields for checking or error resolution in blue:
035$a Indicators: \\ no terminal punctuation
099$a Indicators: \\ no terminal punctuation
100$a Indicators: 1\ no terminal punctuation
245$a Indicators: 10 no terminal punctuation
264$c Indicators: \0 no terminal punctuation
300$a Indicators: \\ no terminal punctuation
500$a Indicators: \\ no terminal punctuation (all of these)
502$b Indicators: \\ no terminal punctuation
520$a Indicators: \\ no terminal punctuation
590$a Indicators: \\ no terminal punct. (all of these)
690$a Indicators: \\ no terminal punctuation (all of these)
907$a Indicators: \\ no terminal punctuation (overlay b-number)
Click Add Argument to enter each mapping. The MARC fields will show up in the Arguments preview;
right-click to Delete or Edit.
Click Finish.
Edit the Brief Records in MarcEdit:
In MarcEdit; open MarcEditor; Open, then navigate to the new MARC mnemonic (.mrk) file
You can doublecheck the mappings by looking over the first mock record in the file to see that the tags and mapping match.
Go to Reports; Field Count to make sure the number of records is correct
(records number should be the numbers of the 100, 035, & 245 field count; HOWEVER, the first mock record will be counted: so subtract 1 for the correct number)
Use Edit; Find; Replace to get rid of CSV double-quotes.
Find: " (one double quote)
Replace: (with nothing)
Replace all to clean up the entire file.
Then fix any 500 quoted notes (which were protected back in the spreadsheet by replacing their quotation marks with carets):
Find: ^ (inverted caret)
Replace: " (double quote)
Like so:
=500 \$aInstitution name listed as ^Utah State Agricultural College^ on the title page.
=500 \$aInstitution name listed as "Utah State Agricultural College" on the title page.
Then File; Save (it’s a good idea to do a save after each major edit).
Use Edit; Find on each field to check for errors
Check the subfield d’s in the 100 fields which often have problems:
Edit; Find: =100
Edit; Find; Replace
Find what: $d$e ← which won’t occur anywhere else in the records.
Replace with: ,$e ← [comma]$e
Edit; Find; Find All on =245 for each article (as below) to check for titles with articles that are missing a skip indicator. This is usually caught by MarcEdit, but sometimes…
=245 10$aA ← add a single [space] after each to avoid title words starting with 'A'
=245 10$aAn ← add a space
=245 10$aThe ← add a space
fix any articles found using Edit; Find; Replace:
Find: =245 10$aThe← add a space
Replace: =245 14$aThe ← add a space
Add our local constant Data:
Field:590, field text: \\$aThesis Remediation Project.
Field: 655 field text: \7$aAcademic theses$2lcgft
Field: 710 field text: 2\$aUtah State University.
Scroll down to look for egregious errors in our locally generated (variable and local constant data) fields, especially for our descriptive/searchable tags, but don’t get lost in the weeds.
Then Save the file of cleaned up brief records.
Batch-search Connexion with OCLC numbers:
In Excel and Notepad, create a text file of OCLC numbers for the batch search in OCLC Connexion.
If not already done, copy/paste OCLC numbers to a new column; replace (OCoLC) with * then name the column: OCLC batchsearch.
Select all the OCLC numbers; right-click; choose format cells; & change Category to text.
Copy and paste the cells in the OCLCbatchseach column to Notepad; save as text; with an easy to find title, in this format: OCLCnosOV-year
Note the number of *OCLC rows (records).
In Connexion, go to File; Local File Manager; choose an empty Local Save File path (or make a new one).
Do a search/return key to make sure there are no records lingering in there;
Delete any lingering records.
Go to Batch; Enter Bibliographic Search Keys; Import.
Navigate to your text file of *OCLC numbers, make sure the Default Index is: None, and click Open.
Always click Don’t Delete, when asked.
The text file should load into the Bibliographic Batch Search Window; click Save; then close window.
In Local File Manager; Set up Authorizations; add Authorization & Password; Save & Login.
Go to Batch; Process Batch;
make sure the empty Local Save File is still selected (if not, select it now).
Only Online Searches should be clicked.
Click OK;
The OCLC numbers should scroll down the view window, until all have been searched.
Finally, a Batch Search Report will appear; go down to the last save number in the report; it should equal the number of *OCLC row numbers that you wrote down earlier.
The Local Save File should have received all the records.
Go to Search; Local Save File; then hit Search, leaving the search box blank.
Select every record in the batch save file.
Export; name the export file, something like this: THESES-OCLCbatchsearchOver-year.
Open MarcEdit; click on MARC Toolsicon; leaveSelect Operation as MarcBreaker;
Open (choose All Files): Theses-OCLCbatchsearchOver-year
Save As: Theses-OCLCbatchsearchOVER-year
Leave Default Character Encoding as MARC8
Click Execute; then click on Edit Records:
Edit; Find/Replace: =049 \\$aUUSAto =049 \\$aUUSP
Delete these fields which we will be replacing with our updated versions:
Tools; Add/Delete Fields, fill in the tag in Field; and leave Field Data blank; then click Delete Field:
Field: 100
Field: 245
Field: 260
Field: 264
Field: 300
Field: 502
Field: 520
For the following Fields, we will be deleting certain duplicate versions, usingAdd/Delete Fields:
Field: 655Field Data: \7$aAcademic theses.$2lcgft
Field: 655Field Data: \4$aAcademic theses.
Field: 655Field Data: \4$aAcademic dissertations.
check for other versions of 655 Academic theses headings to delete, but don’t remove FAST headings:
=655 \7$aAcademic theses.$2fast$0(OCoLC)fst01726453
Check that 504 fields have: Includes bibliographical references (and change any incorrect), but don’t add them where they are missing.
Find: =504 .* [Must select “Use Regular Expressions” option]
Replace: =504 \\$aIncludes bibliographical references.
Save for Merge step.
Merge Brief file and OCLC batch-searched file records together.
Go to Tools, MARC Processing Tools, Merge Records, then navigate to the two files, as in this example:
Source file: Theses-OCLCbatchseach-year.mrk → (OCLC batch-searched/edited records)
Merge File: Theses-mergeOVERLAY-Brief-year.mrk → (brief records with our data)
Save file: Theses-mergedOVERLAY-year.mrk → (future file of merged records)
Record identifier: 035$a → (Important Matchpoint)
Click Next to begin selecting the fields to merge.
Select/type each field to be merged into the OCLC batch-searched file; click the Green arrow to select each:
049 UUSP
099 local call number
100 Author (our corrected version)
245 Title (ours)
264 RDA production date (ours)
300 Physical description (ours)
500 Department & transcribed note
502 RDA standardized thesis statement
520 Scrapped summary
590 Project name
655 Academic theses genre term
690 local subject strings
710 university
907 Sierra bib-number for overlay
Then click Next to do the merge.
Batch copy catalog the merged records in MarcEdit:
Reports; Field Count; to check the merge worked (001, 035, & 245 fields should match number of records);
Edit; Find; Find All various fields, search for egregious errors, etc.
Remove extraneous spaces: Edit field data (common fields inc. 100, 245, 520). [must use regex]
Find: _{2,} “_” indicates a single space
Replace: _
Validate
When working with economics or business theses, the validator may return an error that the 520 field has an invalid subfield. It is likely that the summary/abstract contains a monetary value, and MarcEdit is interpreting the ‘$’ used to denote USD as a subfield delimiter. If this occurs, please refer to the relevant batch-edit step at the end of this workflow.
Compile cleaned up merged files into MARC format: ThesesmergedOVERLAYdone-year.mrc
Load file into Sierra and track:
Use the first load table: LOAD/Overlay bibs & create items (.briefbiboverlay), and remember to click on “use review files”;
Do a Test load first; then if the test goes well; Load.
Go to Create Lists; Copy; find file, looking somewhat like this:
LOAD: inserted files for ThesesmergedOVERLAYdone-year (#) ← number of bib records loaded in parentheses
Click on a few records and make sure the records loaded properly.
Leave the Load list in Create Lists for later Global Edit in Sierra.
Follow the process for Global Edits to change the 090 to 099 in the item record : https://usulibrary.atlassian.net/l/cp/z0cUb0Ur (note: this is a restricted workflow)
Titles with multiple copies per record
Use list of item records created for 090 to 099 change.
Derive lists of items that have the same copy number -- e.g., a list of all “copy two” records – by searching for whose 099 field has “, c.X” where X is the copy number
Global updates:
· Edit variable-length field: 099[i] “, c.X” => “[blank]”
· Edit fixed-length field: Copy number: 1 => X
These two edits can be made simultaneously.
**Fixing $ error:
Use the newly created bibliographic-type review list to perform a batch update.
b. Create a second bibliographic-type list by searching the first list with the added condition:
Bibliographic MARC Tag 520 matches "|[0-9]"
c. In the Global Update function, search for the second review list
d. Perform a “Variable-length field edit” on the 520 fields, changing all “|” to “$”
e. Finally, because this will convert the initial subfield A delimiter to a “$” as well, perform a second ““Variable-length field edit” to change all “$a” to “|a”
f. Check a couple of records as normal to verify no errors were created in the process
Return to the OVERLAY view in the Thesis Remediation Airtable & record the Date Loaded in Sierra.
In the Sign-Up Tab, change the following:
“Overlay Batch Loaded Status” to Completed
“Overlay Batch Load Started” and “Overlay Batch Load Ended” dates are filled in with the correct information
Add any notes that will be needed for future in the Batch Loaded Notes field (for example, if there were issues encountered or records that need to be reviewed by someone)
“Last Completed Step” column to “Overlay Batch Loaded” UNLESS the “Remaining Items to be loaded into Sierra” value is 0 (zero) - in which case, change to “Complete”
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General Workflow:
MarcEdit original record creation: export AirTable records → Open in Excel spreadsheet and edit → use MarcEdit Tab Delimited Convertor to create MARC records (.mrk) → check/edit MarcEdit Brief Records → edit fixed fields to match variable fields as needed → compile into MARC (.mrc) format for importing into OCLC.
Import/Produce newly created MARC records in OCLC: without logging into OCLC → Run OCLC validation and fix errors as necessary → login to OCLC when done and update holdings → records will receive OCLC numbers → export records to desktop → import batch file into Sierra → Global edit Item Record call numbers to 099 → DONE.
...
Detailed Procedures for Original workflow:
UNDERGOING REVISION: please wait before using
Spreadsheet manipulations:
Go to AirTable Thesis Data Pull
Click on the Sign Up tab, Batch Loading view; and sign up for a thesis year.
Batch Loader: you
Batch Load Status: In Progress
Fill in Batch Load Start Date and (if needed during the process) Notes.
Go to Title List and the view: Original Batch Work
Choose just one year at a time to work on (if you don’t, individualized editing will be necessary later on).
Check all essential fields are filled:
Flag any problems (incomplete, problem, etc.)
Check for missing barcodes in 949s (do not select)
Download CSV file of items within a year, or download entire view and delete rows of other years later.
Open Excel; Open other workbooks; on Computer; Desktop; choose All Files; navigate to the CSV file (under title: Title list-Melanie - Original Batch Work, & Save as an Excel File with new name, (something explanatory like: Theses-Original-year).
Delete all but your chosen year in the spreadsheet, if not done before.
Remove any columns no longer needed for the MARC record:
Thesis (year-#-author),
Batch Cataloging in Process,
OCLC # (which will be empty),
OCLC w/ Prefix,
Batch Type,
Date Loaded in Sierra,
Barcode
Status
And keep these columns (all MARC fields):
099
100
245
264
300
500’s
502
504
520
690’s
all 949’s (including empties)
Save the Excel Original file as Text (Tab Delimited);
new name: Theses-Original-year.
Double quotation marks protection:
To separate and protect actual quoted notes from CSV escape symbols:
Click on the corner of the spreadsheet to select the entire file;
Go to Find and Select; then Replace;
Find what: "(double quote)
Replace with:^ (inverted caret).
Save file.
Convert to a file of MARC records using MarcEdit with our AirTable data:
Open MarcEdit: Tools; Delimited Text Translator;
Source File: Theses-Original-year
Output File: [new name such as Theses-Original-MARC-year.mrk
Fixed Fields (Leader)
In the Options portion of the Delimited Text Translator, click on the blue Edit LDR/008:
LDR Edits
“nam” to “ntm”
“Ia 45e0” to “7i 45e0”
For the Leader, make sure the dropdown says: Book.
While still in the LDR, change nam to ntm and Ia to 7i
00000nam 2200000Ia 45e0
00000ntm 2200000Ki 45e0
t = manuscript monograph
K = (obsolete OCLC minimal record (should use either 3 or 7, the MARC21 equivalent)
a = AACR2 to i=ISBD (used in combination with 040 rda code)
For the 008, copy & paste the blue 008 values into the 008 edit box (replacing year with the 4 digit year):
s9999\\\\xx\\\\\\000\0\und\d
syear\\\\xx\a\\\\\bm\\\000\0\eng\d
Be extremely careful in the 008: it is really easy to accidently delete or add a digit, and then the entire file will have faulty 008 fields.
Click OK.
Click Next to begin the task of selecting each column/field and mapping it to MARC.
Select or type: MARC tag; 1st subfield; and Indicators; no end punctuation needed in this project.
099$a Indicators: \\ no terminal punctuation
100$a Indicators: 1\ no terminal punctuation
245$a Indicators: 10 no terminal punctuation
264$c Indicators: \0 no terminal punctuation
300$a Indicators: \\ no terminal punctuation
500$a Indicators: \\ no terminal punctuation
500$a Indicators: \\ no terminal punctuation
502$b Indicators: \\ no terminal punctuation
504$a Indicators: \\ no terminal punctuation
690$a Indicators: \\ no terminal punctuation
690$a Indicators: \\ no terminal punctuation
949$a Indicators: \\ no terminal punctuation no terminal punctuation
Note: There should only be one 949 for each copy of the item, e.g., “c.2,” “c.3,” etc.
Click Add Argument to enter each mapping.
The MARC fields will show up in the Arguments preview; right-click to Delete or Edit.
Note that Calculate common nonfiling data is checked. This will automatically adjust the 245 indicators for A, An, or The in the first word of a title of a record.
Finish.
In MarcEdit; open MarcEditor; then find the new MARC mnemonic (.mrk) file
Note: To solve issues related to the records' Leaders, compile the .mrk file into an .mrc file. Then, break the new .mrc file and perform the required edits on the resulting .mrk file.
Use Reports; Field Count to make sure the number of records is correct (the first mock record will be counted; subtract 1 for the correct number)
Use Reports; MARCvalidator to check records have been entered correctly during the conversion process:
If errors are found; fix them, if it isn’t major, otherwise, go back and run the conversion again.
Use Edit; Find; Find: " (double quotes) for odd double quotes around entire text in fields where it is not called for.
Then use Edit; Find; Replace:
Find: "
Replace: (with nothing)
Replace all
Change ^ (caret) back into " (double quotes):
Find: ^ (caret)
Replace " (double quotes)
Replace all.
Use Edit; Find; Find All on each field to check for errors; then add local constant data:
Add 040, field text: \\$aUUS$beng$erda$cUUS
Add 049, field text: \\$aUUSP
Add 590field text: \\$aThesis Remediation Project.
Add655 field text: \7$aAcademic theses$2lcgft
Add 710 field text: 2\$aUtah State University.
Scroll down the MARC records and check for GAPS after adding all those fields (which will affect all records):
Once the the adds have gone through without major hiccups, run Reports; MARCValidator, to make sure all is well.
Next, add the 33x RDA format fields, but instead of adding them individually…
Add 336
Add 337
Add 338
Use the RDA Helper in Tools with everything except Add 336, 337, 338, deselected:
It’s a great time saver.
Change ^ (caret) back into “ (double quotes):
Find: ^ (caret)
Replace " (double quotes)
Replace all.
Edit fixed field 008 in first record, if 008 fields come through incorrectly:
This will only edit one record at a time and for that record all the other codes will need to be typed in.
Place cursor at the beginning of the first record, the click on Edit; Insert/Edit 008; and choose Book:
Edit all the values for these areas (leave the backslashes or zeroes in place for all others):
Type: t
Ills: a ← unless there is no illustrations
Cont: bm
Srce: d
Lang: eng
Ctry: xx\
Dates: year of production
Click OK
In order to fix all the other record's 008 fields; use Find/Replace with the old 008 fields copy/pasted from an unedited record in the Find box and the newly edited 008 on the first record in the Replace box.
Find: =008[old 008 data from unedited record]
Replace =008[newly edited data from edited record]
Look at the recently edited 008 fields by Edit; Find, and scan down the find screen to look for oddities, such as missing indicators or jagged lines showing too short 008s with missing codes.
Also, recheck edited fields by validating: Edit; MARCValidator and fix 008 errors.
Finally, delete the first mock record: Edit; Delete Records; By Range; and type in 1; then click OK:
And the mock record will disappear.
Scan through record for egregious errors in any other Fields, especially for descriptive/searchable tags; but try not get lost in the weeds.
Remove extraneous spaces: Edit field data (common fields inc. 100, 245, 520). [must use regex]
Find: _{2,} “_” indicates a single space
Replace: _
Validate
When working with economics or business theses, the validator may return an error that the 520 field has an invalid subfield. It is likely that the summary/abstract contains a monetary value, and MarcEdit is interpreting the ‘$’ used to denote USD as a subfield delimiter. If this occurs, please refer to the relevant batch-edit step at the end of this workflow.
Save the file of cleaned up records.
Compile into MARC: ThesesOriginalDONE-year.mrc
Import new original theses records into OCLC:
In OCLC Connexion:
First time: Set up the File; Local File Managerto create a new Local Save File path. If already created, skip this step.\
Configure the path; Close.
Each time: If the File Path has already been set up:
Any time you are ready to import new records into OCLC, make sure there are no earlier records left in the save file: especially important for this workflow
F3 and return without inputting a search; then delete any bibs found.
In Connexion, but without logging in:
File; Import Records; navigate to record file in MARC21/MARC8.
Click on Import to Local Save File Bibliographic: should show the new File Path for the save file.
Click OK.
Connexion will immediately import the file into the Save File, but since you are not logged in** the records will not yet receive OCLC record numbers. A Report with the Import results will pop up: it can be printed out (which includes as a PDF), if a record of the results will be needed.
**Note: If this is your first time cataloging offline, you will likely need to set up your offline options:
1) USU Libraries' OCLC symbol: UUS
2) Holding symbol: UUSP
3) MARC institution code: ULA
Bring up the Connexion Save file with F3 and Return key without entering any search terms:
All of the records should be there in the Save file list and can be marked and/or previewed.
Delete the first “dummy” record that was created by Marcedit (the one containing empty fields); unless it has already been removed.
Select all records (Ctrl+A for Windows; Cmd+A for Macs)
Then Edit; Validateentire file:
Fix any errors, or if too many errors, delete entire saved records in OCLC save file, and go back to MarcEdit to fix the problems there; then, redo import with clean records.
After all records validate without errors in Connexion, take a quick check for punctuation errors of one or two bibs, and if all checks out, then:
Log into Connexion and mark entire set of records,
Then: Action; Holdings; Produce/Update Holdings
Each record should be assigned a new OCLC #
Mark and Export entire file to desktop.
Name the file of new records something memorable and easy to pick out of a list like so: ThesesOriginalDONE-year
Load file into Sierra:
Use the first load table; and remember to click on “use review files”; and do a test load first; then if the test goes well; Load.
Go to Create Lists; Copy; find file, looking somewhat like this:
LOAD: inserted files for ThesesOriginal-MARC-year (6)
Click on a few records and make sure the records loaded properly.
Leave the Load list in Create Lists for later Global Edit in Sierra.
Follow the process for Global Edits to change the 090 to 099 in the item record : https://usulibrary.atlassian.net/l/cp/z0cUb0Ur (note: this is a restricted workflow)
Titles with multiple copies per record
Use list of item records created for 090 to 099 change.
Derive lists of items that have the same copy number -- e.g., a list of all “copy two” records – by searching for whose 099 field has “, c.X” where X is the copy number
Global updates:
· Edit variable-length field: 099[i] “, c.X” => “[blank]”
· Edit fixed-length field: Copy number: 1 => X
These two edits can be made simultaneously.
Fixing $ error:
Use the newly created bibliographic-type review list to perform a batch update.
Create a second bibliographic-type list by searching the first list with the added condition:
Bibliographic MARC Tag 520 matches "|[0-9]"
iii. In the Global Update function, search for the second review listiv. Perform a “Variable-length field edit” on the 520 fields, changing all “|” to “$”
v. Finally, because this will convert the initial subfield A delimiter to a “$” as well, perform a second ““Variable-length field edit” to change all “$a” to “|a”
iv. Check a couple of records as normal to verify no errors were created in the process
Return to the ORIGINAL view in the Thesis Remediation Airtable & record the Date Loaded in Sierra.
In the Sign-Up Tab, change the following:
“Original Batch Loaded Status” to Completed
“Original Batch Load Started” and “Original Batch Load Ended” dates are filled in with the correct information
Add any notes that will be needed for future in the Batch Loaded Notes field (for example, if there were issues encountered or records that need to be reviewed by someone)
“Last Completed Step” column to “Original Batch Loaded” UNLESS the “Remaining Items to be loaded into Sierra” value is 0 (zero) - in which case, change to “Complete”
...
Draft procedures.
| Note |
|---|
Currently, the 1984 theses have not been loaded; if any 1984 theses turn up during the cleanup, do not run any cleanup on them. |
...
Go to Sierra Catalog, and search by both title and author (in case of typos in original bib) to find all bib formats:
Ignore any Online bibs.
If there is a physical bib, go down to workflow B
If there is no physical bib, check Airtable base to see if that particular title has been set aside for separate work: https://airtable.com/appUfDCSIMhNvaqGp/tblSEK4W7ICh0KRP4/viwzjFFLJVBceDqIp?blocks=hide
Check both Masterlist-DO NOT CHANGE view, and
Cataloged Separately view, and
Sign up tab, and for that year, open year record, open hidden, click show all linked records, and scroll down them looking for your author, click on record if there, to open it
If it has been loaded, check the microform record for a physical copy for the ithes location with this kind of call number: THESES year no. xxx
Check Airtable base view for All to see if there ever was a physical archival copy in SCA.
If the title in question is stuck somewhere in the process, and was never loaded, go on to next title in review file.
But, If no record of a physical copy is found anywhere in Airtable:
Go on to next step
Edit the Sierra Bibliographic Record:
Once certain that there is no physical copy of the microform thesis, start changing the record into a microfiche format record:
001 add prefix of “micro” and postfix of “nmic”
Like so: 001 micro12345nmic
If the 001 already has micro654321nomatch or micro12345nmicdo not change it--just check that Bib Material Type is b, and that the 33x fields are correct for microform microfiche,then remove it from the Create Lists review file as “done”
Bib Sierra Material Type: b (microform)
Bib 008, expand: ItemForm: b (microfiche) <--fixed field specific format code
300 should generally not be edited, unless egregiously wrong.
For instance: if it’s the wrong microformat: 1 microfilm reel
300 can have just the pagination, or xxx “microfiche” in addition to pages; both of these are just different rules over time.
Copy paste over top of the complete text of 33x fields, if different from these:
336 text|btxt|2rdacontent
337 microform|bh|2rdamedia
338 microfiche|bhe|2rdacarrier
Delete 500 or 590 Library’s copy on microfilm. <--optional step; it’s always microfiche for theses.
Item record will already have these values (but check anyway):
Item Type should already be67(microform)
Location: amcbt (microform cabinets)
Call Number 099 MICRO FORM THESES
Congratulations!
Statistics: count as 1 Sierra Edit, if you made any changes to the bib.
Remove record from named Create Lists review file: find your title; select it; then click Remove:
...
In Catalog; click Edit bib; then Edit; and Copy Record; and if Sierra asks,
choose default (b)
Warning: the new bib will be identical; I tend to check I’m now in the copied bib by looking in Summary: there should be NO item records as yet
Start editing the copied bib:
The new MICRO FORM THESES bib will need these edits:
Bib Sierra Material Type: b (microform)
Bib 001 add prefix of “micro” and postfix of “nmic”
001 micro111111nmic
Bib 008; right-click;Expand: FormItem: b (microfiche)
Bib 049 UUSO
Bib 099 MICRO|aFORM|aTHESES
300 should generally not be edited, unless egregiously wrong.
if for instance, it’s the wrong microformat: 1 microfilm reel
It can be the pagination of original volume, or xx microfiche or a variation of those…
33x fields: copy/paste the complete text over the bibs fields, if different (or add if missing):
336 text|btxt|2rdacontent <--usually this is correct, but sometimes there are no 33x’s
337 microform|bh|2rdamedia
338 microfiche|bhe|2rdacarrier
Save the MICRO FORM THESES bib and rerun the title search to bring up all versions
...
Double check for the Theses Remediation Project bibs looking for these markers:
049 UUSP
099 THESES COLL [year] [thesis number].
AND a 590 for Thesis Remediation Project.
There should also be at least 1 item record for the project:
099 THESES COLL year no.
Location: ithes
Item Type: 57
If no markers are in the bib record, but there is an item record for it, then skip step 2 (checking Airtable) and go To copy catalog a missing bib for the Thesis archival copy.
Go to https://airtable.com/appUfDCSIMhNvaqGp? Theses Remediation Project Airtable, then Master List--DO NOT CHANGE (also, be careful not to change anything)
Search for the theses in question by title or author:
If found, Expand record and scroll down to Hide 93 fields (click to un-hide), then search for Status: Not Found
If physical copy Status is Not Found, go back to Cleanup Workflow A and use that to make a Microform only bib.
...
Add to the Sierra bib for the microform record:
001 micro11111nmic
Add prefix and postfix to 001 micro11111nmic version.
change 33x fields to microform/microfiche versions:
337 microform|bh|2rdamedia
338 microfiche|bhe|2rdacarrier
Go onto next step in OCLC.
Find the OCLC bib and add these fields to the OCLC record, but if there is already an item record for the ithes item, attached to the microform bib, do not add a 949 field:
...