Empowerment Through MarcEdit Missouri Library Association - - PowerPoint PPT Presentation

Mary Aycock Head, Metadata Services Missouri University of Science & Technology aycockm@mst.edu

Empowerment Through MarcEdit

Missouri Library Association Pre-Conference Workshop October 3, 2012

MarcEdit and Me

 First used MarcEdit in 2006  From 2007-2011, worked at MU where one of

primary duties was loading records of all sorts (e-resources primarily)

 Grateful to MarcEdit and wanted to share my

knowledge with others from a user perspective

 Feel free to ask questions anytime  If I don't know the answer, will research it.

What MarcEdit is

 Freeware (created by Terry Reese at Oregon

State Univ.) that allows metadata specialists to:



Preview, edit, and analyze MARC records outside the ILS



Create spreadsheets from MARC records and other manipulations of the files



Harvest records through OAI (Open Archives Initiative) or Z39.50



Crosswalk records from one metadata scheme to another



Lowers tech barrier = Empowerment

Outline of today's session

 Section 1:



Using the MarcEditor to preview & edit records

 Section 2:



Settings and Reports

 Section 3:



Additional MarcEditor editing

 Section 4:



Manipulation of MARC records

 Section 5:



Harvesting and crosswalking

MARC U Unadultera lterated ed

First Things First: MarcBreaker

 Converts MARC file into text-based file (.mrk)  On “StartPage” under “Frequently Used Tools”,

click “MARC Tools”

 Process will create another file

MarcEditor Interface

 Every record is separated by a blank line  Paging: Each page is separated into 100

records (by default—will edit settings file later)

 MARC fields prefixed by =  Subfields represented by $  Blank indicators are slashes “\”  Unlike Millennium or Connexion, all the $a's are

specified.

A Quick Tour of Basic Functions

 Typical operations under “File” menu



Open, Close, Save, Save As



“Recent” can be particularly helpful

 Edit



Cut, copy, paste, jump to (record or page)

 Most of these have keyboard shortucts & many

appear in toolbar

Seeking Specific Metadata (Find)

 Use the Find Function to Go to a particular

record or for information gathering: Edit → Find (Ctrl-F)



“Find” only searches page you are on



“Find All”

−

Can save to clipboard

−

Can save in text file



Example: “Find All” to look at dates of publication

Beyond Find to Replace

 Ability to just replace one at a time (useful when

you want to test first) or replace All (~ I'm feeling lucky)

 Edit → Replace or (Ctrl-R)  Example: Change $z note that appears to

public in 856

All in One Fell Swoop (Global Edit Functions)

 Similar to global update in Millennium: all or

nothing

 Able to isolate and work on a lot of components

(indicators, subfields)

 Use with caution!  Valuable feature: Special Undo (but only

undoes the last action)

And You can Take Away (Delete Field)

 Tools → Add/Delete Field or F7  Example: “Also available in the internet...”

The Sincerest Form of Flattery (Copy)

 Tools → Copy Field Data  Type or Select Source Field  Find in Field (if you have particular text)  Destination Field  Option: Also can delete source field  Example: Add 949 field, incorporating call

number

Indicate Your Indicators

 Tools → Edit Indicator Data (F8)  Type or Select Field  Type current indicators  Type field data if necessary  Replace with indicators  Input Replace  Example: Indicators for 856



41: Version of resource vs 40: IS resource

Targeting Subfield Data

 Tools → Edit Subfield Data (F9)  Fill in:



Field & subfield



Field data (if applicable)

 Can “Replace Text” or “Remove Text”  Or Through the Options, even add subfield

through “New subfield only” or “Add subfield if not present”



Examples: Delete $c in 300 for online records



Add online after call number (^e)

Exchange through Swapping

 Tools → Swap Field Data (F11)  Type or select field, indicators, subfields, and

value if applicable

 Type or select field, indicators, and subfield  Options:



Select copy if you don't want to delete original field



Can append to field



Example: Try 949 field again

Editing Observations

 There are many paths up the mountain



What is most efficient



What is most accurate



Sometimes it just comes down to preference

 Some edits that will work with a specific record

set may fail with others (due to different data)

 Some edits have unintended consequences



What can you live with?

Exercise Session #1

Section 2 Settings and Reports

MarcEdit Preferences

In main Welcome Screen:

 Tools → Preferences



File Associations tab

−

If you receive MARC files with a different suffix (such as .bin files from OCLC), can associate it to open MarcEdit when clicked.



MarcEditor tab

−

Current Template: Can choose different ones

−

Font Properties: Can change font

−

Default encoding: Can choose non-Roman languages

Paging & Preview

 Tools → Preferences (MarcEditor tab cont.)



Print Preview Mode (Checkbox)

−

Only loads part of the file (snapshot) into window

−

Best for LARGE record loads

−

Global edits occur across the entire file (not just what is previewed)



Paging (Box)

−

Box specifies # of records per page (Want to keep between 100 to 1,000 records per page)

−

Global edits also occur across the whole file

Sharing Settings

 From Main Screen: File → Share Configuration

Settings



Export Settings

−

Exports your tasks & macros into file that others can import



Import Settings

−

Can import others' tasks & macros: but will

• verwrite your existing ones

Verify URL

 Add-ins → Verify URLs  Looks for .mrk file  Report will display in HTML

Font & MARC Info

In MarcEditor itself:

 Font

nts s → Font (Ch Change e size ze and and typef typeface)

 Fonts → Color (Change color of text)  Edit → MARC Info



Leads to either OCLC Bibliographic Formats -

• r-



Library of Congress MARC pages

MarcEditor reports

 Reports → Field Count



Handy for determining # of records



If you need to analyze it further, can generate report for later viewing.

 Reports → Material Type



Useful for detecting anomalies



Information from the 008/fixed fields



Can print this file

Validation Report

 Reports → MarcValidator (Ctrl-M) & click OK



Examines file to see if it fits specified rules in marcrules.txt file (such as only one 245, etc.)



Can print results file



Can alter marcrules.txt file (recommend to save default copy under another name first)



Example: 245 1 One 245 field must be present in a MARC21 record. ####Specifies the Primary Title. In MARC21, a record must have a 245 field.

Quick Exercises #2

Section 3 More Editing in MarcEditor

Edit Shortcuts & Deduplication

 Change Case (HELPFUL FOR UPPERCASE):



Edit → Edit Shortcuts → Change Case (Global edit: would only use for egregious case)

−

Example: 505 into Initial case

 Find Missing Field



Edit → Edit Shortcuts → Field Edits → Find Records Missing Field

−

Example: Missing URL!

 Record Deduplication



Tools → Record Deduplication

No 001?: No Problem!

 Create Control Numbers (Tools → Generate

Control Numbers)



Program will remember where you left off last time, but never hurts to double-check



Click checkbox: Generate in current file

Would you like Call Numbers to Go with your Records?

 Tools → Generate call numbers



Uses OCLC's Classify Web Service



Can specify Dewey or Library of Congress call numbers



Will calculate cutters & dates

Program Routine Edits Into Tasks

 Added to MarcEdit in 2010 instead of macro

recorder (for non-programmers)

 Tools → Manage Tasks



Create New Task List



Insert Edits as if you were doing it in Record File

When you're done with the file

 Compile back into MARC



File → Compile File into MARC



Recommended practice is to save under another filename



OR you could use MarcMaker to make .mrk file into .mrc

Exercise Session #3

Section 4

Manipulation of MARC Records

Batch Process MARC Records

 Tools → Batch Process MARC Records



Example: MARCXML records from vendor

Combine MARC records

 Tools → MARCJoin

Separate MARC records (outside of MarcEditor)

 Tools → Select MARC records  Delete Selected Records vs. Extract Selected

Records: Allows you to delete or divide records in files outside of MarcEditor

Select Individual Records to Make (in MarcEditor)

 File → Select Individual Record(s) to Make

MARC fields into Tab-Delimited

 Reasons this feature might come in handy:



You want to check a few fields



Ability to manipulate data in a spreadsheet



Need more user-friendly way to display data (such as sending to other departments)



You need to batchload records in OCLC

Splitting up is easy to do

 MARCSplit separates files into pre-determined

sizes

 From Welcome Screen: Tools → MARCSplit  Example: Need to separate large file into

smaller ones (import catalog records into repository)

Merging Records

 For merging specific data from two different files

that share records in common

Exercise Session #4

Section 5 Harves esting ing & & Crossw sswalk lking ing

Harvest OAI records

 Example: Harvesting Mospace records  Choose: Harvest OAI records (welcome screen)

MarcEdit Z39.50/SRU Client (Basic)

 Double-click record to print or download or save  Can append multiple records

Viewing Stylesheets

 Help → Application Shortcuts → XSLT Data

Path

If you Need to Add Stylesheets

 MARC Tools; Tools → Edit XML Function List

Tutorials

 From Welcome screen: Tutorials  View Tutorials Opens in an HTML page



Can customize it by adding local tutorials to this list (Add-Ins: Local Tutorial Manager)

MarcEdit list

 Example of how responsive creator is to

requests on MarcEdit listserv:

 “But there isn’t any reason why the opening

window can’t be resizeable. I’ll add it to my changes for the next update.”--Terry Reese, MarcEdit list, email August 22, 2012.

MarcEdit List address:http://metis3.gmu.edu/cgi- bin/wa?A0=MARCEDIT-L

Further Areas to Explore

 Connexion plugin (can edit records in local save

file)

 MarcEdit Script Wizard  Delimited Text Translator

Exercise Session #5

Bonus Section

Regular Expressions I ntroduction

Regular Expressions Intro

 Provide “a concise and flexible means to

"match" (specify and recognize) strings of text, such as particular characters, words, or patterns of characters” (Wikipedia, 9/10/12)

 Used with ILS's, many computer languages

(perl) and programs (Microsoft Word)



Examples: [0-9]{4}: Matches 4 numerals in a row (such as dates)



[a-z] Matches any lowercase letter



^ = Start of string, $ = End of string

Actual Question on MarcEdit list

 How do I remove the “eb” behind call numbers

in my load?

 A (per Terry Reese): Use Tools/Edit Subfield

using the following criteria:



Field 050



Subfield b



Field data ([0-9]{4})(eb)



Replace with $1



Check the regular expressions option

−

From the MarcEdit listserv, Jan, 18, 2012

Removing punctuation

 Pesky hanging punctuation after deleting 300

$c



Tools → Edit subfields



Field 300



Subfield: b



Field data: b(.+)\s;



Replace with b$1



Click Regular expressions box



“Replace text”



Repeat for subfield a

Adding Appropriate Punctuation

 Add appropriate punctuation at the end of 6xx

(after deleting “$x )



Find: (=6.*)([^\.\)\-"'\!\?])$



Replace: $1$2.



Check Regular expressions

From Email on MarcEdit list provided by Walter Nickeson, 11/29/2010

Adding 1 online resource to 300

 Add 1 online resource to 300



Tools → Edit Subfield



Field 300



Subfield a



Field data a(.+)\s([:,;])



Replace with a1 online resource ($1) $2



Click Replace text (with Regular expressions box checked)

Regular Expression Resources

 RegEx cheatsheet:

http://regexlib.com/CheatSheet.aspx?

 MOBIUS Conference training by Stephen

Wynn: http://mobiusconsortium.org/conferencesession/ post-conference-training-create-lists-regular- expressions

 Many, many examples on MarcEdit list