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001 field: create an 001 using 035 field and OCLC Connexion

001 field: create an 001 using 035 field and OCLC Connexion

Owned by Melanie Shaw
Last updated: Apr 30, 2024
4 min read

For batch files containing 001 fields with a bare OCLC number or that has no useable 001, but does have 035 with OCLC numbers (OCoLC), and if we have access to OCLC Connexion, when working on batch files.

1-MarcEdit

Clean up:

  • Delete any incorrect 001 fields (or 001s without prefixes) using Add/Delete Field

Why we need a special workflow (we want the 001 to match any duplicate OCLC records for Government Documents already in our library catalog, and the OCLC method of applying prefixes is a weird artifact of history based on number of digits.

OCLC 001 number prefixes vary according to length of numbers.

OCLC control numbers in field 001 are prefixed by ocm, ocn, or on.

OCLC numbers 1 through 99999999:

  • Have an ocm prefix; need to be padded with zeros 0 to form 8 digits

  • Composed of 8 digits, right justified, with leading zeros as necessary to length

  • Followed by a blank

OCLC numbers 100000000 and higher:

  • Have an ocn prefix

  • Composed of 9 digits

OCLC numbers 1000000000 and higher:

  • Have an on prefix

  • Composed of 10 or more digits

ocm00012345

 

 

 

ocn123456789

 

 

on1345345345

2-Do a Find All on 035 fields

  • While the Find all: screen is open,

image-20240429-155917.png

  • Find the copy icon in the lower left side and click on it.

    image-20240419-185616.png
    This pop up should apprear

3-Excel

  • Open a blank worksheet in Excel and paste the copied find all text

  • Clean up the text to just the OCLC number with the search index of an asterix in front of it:

    • To get rid of the obsolete $z numbers; Data tab; Text to columns; Delimitted; Other: $

  • Then do Find; Replace what: a(OCoLC) -- Replace with: * to get rid of the rest of the remaining non-number text in the subfield a number column (and to append the OCLC number search key)

  • Copy the entire cleaned up column of OCLC numbers:

  • Open Notepad and paste the column in

  • Save it with an easy to find name like: OCLCnosforPrefixes1

4-CONNEXION

Batch; Enter bibliographic search keys

  • Import; then browse to the text file; if all goes well it will load the numbers:

  • Save the Search keys: and Close

  • If you have an empty Local Save File, go on to next step; if not, stop and create one/or empty the save file using Local File Manager

  • Batch; Process Batch:

  • Find your Save file

  • Select [x] Online Searches only; OK

  • This will take a few minutes (or longer)

  • When OCLC finishes, a summary screen will come up with the results:

  • Do an F3; then hit the Return key to search all of the local save file; select the first bib; scroll to the end and Ctrl-Shift-Click to select the entire file of records

  • …And, might as well go ahead & set our Holdings; Update Holdings at this point

  • Export all those marked records and give it an easy to find name like: OCLCforGPOpilot001s

  • File will have the suffix of .dat

MarcEdit

If you run the MarcBreaker on it, you will see those lovely prefixed and zero padded 001s:

  • Close MarcEditor

5-In MarcEdit’s menu screen, do Tools; Merge Records

  • The record identifier must be 035$a

  • Source file: the OCLC records with their proper 001 fields

  • Merge file: the GPO pilot project records (with deleted 001s)

  • Save file: the new merged file name

  • Next=>

    • Select the 001 field only; click arrow to send to Merge Fields

    • Next=>

  • Click Edit records

  • Would you look at that: It works!