Cataloging: Batch Processing Springer Ebook Records

Purpose: Guidelines for using OCLC numbers supplied by Springer to do batch searches, exporting files to workstations, batch editing records in MarcEdit, loading records to Sierra through Data Exchange, and batch updating holdings on OCLC through Connexion Client.

1. Check OCLC World Share for new or change files for the Springer Ebook record set

  • Log into OCLC World Share website
  • Under the Metadata Tab, click on My Files. This opens a list of all available files for download.
  • Locate the most recent file that has SpringerEBook in the file name.
  • Download the file and save it to S:Cataloging/DataExchange/Springer

2. Open file using MARC Edit

The records provided by OCLC are generally very clean and require little editing in MARCEdit.

  • Under File menu select MARC Tools –> MARC breaker
  • Select the file just created; open
  • Create an output file with the same name the extension will be mrk to distinguish as the edit file (automaticaly supplied).
  • Hit Execute –> Edit records to open the file for editing
  • Delete the $q in the 020 $a field. This will require a succession of find and replace operations due to the variations in the $q.
  • Delete the 072 and 650 fields that contain the $2bisacsh subfield.  (Note, not all records contain bisach fields).
    • Use the Add/Delete Field Utility <F7 key>. Input the field number and “bisacsh” in the field data. Then click Delete Field.
  • Confirm the proxy string has has been added correctly to the 856 field.  This is added via the profile established with World Share. Cut and paste the whole URL into a web browser and make sure the ebook is readable.
  • Add $zUM System-wide Access display notes:
    • Under Tools > Edit Subfield Data <F9>, enter the following information:
      • Field: 856
      • Subfield: u
      • Field data: ^e
      • Replace with: $zUM System-wide Access

4. Convert the file back to a MARC file.

  • Save the MARC Edit file (if you have not done so already) and close the .mrk file for convenience.
  • Under File –> MARC Tools, click on MarcMaker.
  • Under Input File, click browse to navigate to the folder where the .mrk file is located and select the file.
  • Under Output File, click browse to navigate to the folder where the .mrk file is saved.
  • By default, the new .mrc file will have the same name as the old .mrk file, but with an .mrc suffix. Click Save.
  • Click Execute.

5. Load Records to Sierra through Data Exchange 

  • In Sierra open the Data Exchange function.
  • Change the Select Process to: Load records via locally-created load profiles (local).
  • Click on Get PC icon at top of screen.
    • Locate the .mrc file created in step 4. It should be in S:Cataloging/DataExchange/Springer (Takes Sierra a few minutes to connect to the share drive).
    • Select the .lfts suffix from pulldown menu.
    • Click Upload in the dialog box.
  • Double click the Last Modified header to bring the newly loaded file to the top of the display list.
  • Single click to highlight the file, then click on the Prep icon.
    • On the Prep screen click Start at the bottom of the screen.
    • When the process is done, click on the Close icon in the upper right.
  • Again, double click the Last Modified header to bring the newly created file to the top of the list.  Now you have a pair of files.
  • Highlight the file (use a single click) with the .lmarc suffix (it should be at the top of the list).
  • Click on the Load icon.
    • From resulting list choose Load Profile (I) LOAD Springer (UM)
    • In the new dialog window click on the Test button at the bottom of the screen.
    • The process will run and produce a report. The Springer load is set up so that duplicate bibliographic records will overlay and are duly noted. Any errors noted will need to be addressed manually.
    • When satisfied with the test load be sure to check the Use Review Files box.
    • Click on the Load button at the bottom of the screen.
  • When finished loading a report will be generated exactly like the test report. Copy and paste the RECORD LOADING STATISTICS portion into an email for tracking purposes.
  • Click the Close icon in the upper right of the screen.

Important Notes

Sample URL already in URSUS:

Return to Technical Services TOC.