MARCIt Record Loads

Occasionally, all the MARCIt records in the catalog are completely replaced. More commonly, only new records are added. The following is the general process for adding new bibliographic records generated by the SFX/MARCIt! service to the catalog. These are approximately half CONSER records for serials the library offers through individual or package subscriptions, database aggregators, or open access.

• On a bi-monthly basis Lucy deGozzaldi generates MARCIt! records using the MARCIt! Tool within the SFX Admin Center. The load contains CONSER records where available, and brief records for non-CONSER journals supplied by the SFX system.

• Lucy loads the MARCIt file into Aleph. A script prepares bib records for item and holdings records which are added by a Manage 50 Aleph service. moves the 856 field from the bib to the holdings, and notes:
  • “Deletes” - existing MARCIt records in Aleph which are not in the current load file. These get an additional 035-9 field with “UMZZZ+SFXID” in it. They are also suppressed.
  • “Duplicates” - two existing MARCIt records with the same SFX ID in the 035-9 field. These are rare now, as they have been “cleaned up.”
  • “Revisions” - existing MARCIt records which have been revised and overlaid. This report also notes which records have multiple 856 fields in the holdings record.
  • “New” - records which have been added for the first time.

• Lucy generates spreadsheets with “deletes” that have generated error reports and “non-SFX urls” (from the revisions report), puts them in Coll_Management:\Acquisitions\MARCIt, and sends a message to eleres with filenames. E-resources staff review those bibs which have attached order records and decide whether Lucy should delete bibs on the deletes report. After review, return to Lucy the bib numbers NOT to be deleted.
• Review bibs on error report which have order records attached. Four possible scenarios with these records:

1. Bib is being replaced with “better” record: Staff will move the order record(s) to the better bib.
2. Bib needs to be kept for tracking payments purposes: Staff will remove the ZZZ SFX ID, add a 910$a with KEEPBIB and keep the record suppressed.
3. SFX deactivation was in error: Staff will remove the ZZZ SFX ID and unsuppress the records (check holdings too). Reactivate in SFX.
4. Former aggregator or vendor title now on order: Staff will remove the ZZZ ID but keep the record suppressed until activation.

• “non-SFX urls” to remove the non-SFX url in most cases, UNLESS it provides additional access at a host not available as an SFX target. This should be noted in the z subfield, e.g. “UMass: Connect to this title at Woodstock for current issues”. Note that if the title exists in SFX in ANY target, a local object can be created to eliminate multiple URLs in most cases.

• In addition if there is a subscription record attached to a record which will be deleted, we need to remove the subscription record.

The processes for generating bibliographic records for new e-journals is described in EJournals - Adding New Titles (MARCIt).

— Primary contact: Christine Turner