Marc records are being added into the catalogue for SCUA finding aids that are currently on Credo/UMarmot. After an initial batch of approximately 1200 records to start, the project will be on-going, with a list of collections that need to be added coming from SCUA approximately every 6 months.

Getting Started

MU gets an XML document emailed from SCUA of the finding aids that need to be converted. The finding aids have already been mapped to the appropriate Marc fields, so we don't have to worry about that part. We just need to extract the data into something we can use.

  • Download and save the XML document
  • Open MarcEdit
  • Click on MARC Tools
  • Choose MARC21XML –> MARC21 from the Select Operation drop down
  • Select the saved XML file in Open and choose where to save the new .mrc file under Save As

Working with MarcEdit and Connexion

Now you have an .mrc document. Next import into Connexion.

  • Open Connexion to upload this new file into your Local Save File
  • File menu
  • Import records…
  • Browse to your saved File to Import
  • Make sure Import to Local Save File is selected
  • Ok

If the file is particularly large, this may take a while. Once the file is in your Local Save file, you can make batch edits in MarcEdit by using the OCLC Connexion Bib File Reader plug-in.

  • Open MarcEdit
  • Help menu
  • Restart MarcEdit in 32-bit Mode (CTRL-R)
  • Click on MarcEditor
  • Plug-ins
  • Select OCLC Connexion Bib File Reader
  • If you have never used the plug-in before, you will have to tell it which file to load
  • Click on the file folder icon
  • Choose DefaultBib.bib and Open
  • When you see the file path in the field at the top of the box, click on Load File
  • You will see your Local Save File records populate the dialogue box
  • Select All
  • Click on Edit Records

This pulls all of the records into MarcEditor for batch edits. Save by clicking on the icon that looks like a “globe with a plug.” This saves your edits back into Connexion automatically.

When you have made all the batch edits you are able to do, be sure you have saved! Go back into Connexion and tweak records as needed (not everything can be batched in this process). Specifically, 1XX, 6XX and 7XX fields need to be manually chosen, and some other fields need to be double-checked before they are complete. For the moment, call numbers also need to be added manually in the 099 field. Do not separate out different sections of the call number. All of the call number goes into a single $a (see example). This is really important if you use the 049 field code to automatically add items and holdings!

099 _ _ $a MS 675 bd

Edit as needed, update holdings and export, inserting your initials into the 910 :



We have a new 049 code that automatically creates item and holdings records in Aleph :


All holdings records will still need to be manually edited to add the 856 field, even with the 049 code used above. If you choose not to use the 049 code to create items and holdings (but try it, it's easy!), navigate to the new Aleph record by searching for the bib number. Click on the item record. The General Information tab should look like this :

  • Barcode : system supplied dummy barcode
  • Sublibrary : UMSCA
  • Collection : USPC
  • Item Status : 02
  • Material Type : ARCH

Edit your holdings record by clicking on the HOL Links tab.

  • Click on Edit
  • Use F6 to add a new field
  • 856 42 $u copy and paste Credo/UMarmot URL here
  • F7 to add new subfield
  • $z View collection description


Ann Kardos 2018/01/25 14:57

scua_finding_aids.txt · Last modified: 2019/01/07 12:20 (external edit) Creative Commons License Valid CSS Driven by DokuWiki do yourself a favour and use a real browser - get firefox!! Recent changes RSS feed Valid XHTML 1.0