Bulkloading Records

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see also Bulkloading: Procedures for Specific Record Sets

 

As the K-State Libraries move strategically towards increased purchasing and/or licensing of various electronic resources and databases, extra care and attention must be paid to resource access. Resource access in this context refers to traditional MARC bibliographic records. However, resource access may be expanded to include other means of access in the future as deemed appropriate.

In order to provide the richest possible means of resource discovery for users, a series of questions regarding each large set of bibliographic records must be answered. Following the steps outlined below ensures:

• Better statistics, especially in the area of collection development
• Richer data for users
• Special, searchable funding notes (e.g., grant notes)
• Time savings in terms of overall cataloging if handled as a large set
• Authority control for records deemed “permanent” such as Early English Books Online (EEBO)
  • Clean bibliographic records create future possibilities with the developing software which integrates the catalog, link resolver, databases, and the Web. Current examples of such products include Primo, University of Rochester’s eXtensible catalog, and others under development. Such software is highly dependent on clean bibliographic records.

• Order initiated (Haddock and/or Stockham, Madsen, etc.)
  • At the point of order, add $0.06 per bibliographic record for authority processing into total cost
  • If set is very large, contact Margaret or Michelle to see if gap project pricing is possible
  • Grant information applicable (590 note)?
• Wathen orders
  • Vendor issues to consider:
    • Do records include OCLC control numbers?
    • Can vendor attach OCLC holdings?
    • Are records Unicode?
    • Ask vendor to send email message to JaneHale@ksu.edu when records are ready for pickup
  • Copy of bibliographic record used for ordering purposes
• If new or amended license: Wathen should contact Simser
  • Simser would enter information into Verde (contract database)
• If MARC records aren’t immediately available, add to a tickle file (Add to spreadsheet that tracks loading?)
• Cataloging
  • Proxy issues
    • In MARCEdit, make sure the proxy string is added to the beginning of each 856 field $u http://er.lib.ksu.edu/login?url=
    • Will vendor customize 856 fields for free?
  • Wathen or Jane Hale will provide detailed information on record paths, passwords, etc.
• Person(s) responsible for loading MARC records is/are notified via e-mail by Jane Hale of the arrival of the records
  • Cataloging/Serials moves records from vendor server to our server?
  • Records are either
  • Saved to folder on W:\Batload or
  • Saved to the external hard drive
• Cataloging/Serials loads records

• Other additions or changes to records

• 006
• 007 (bibliographic or holdings records, or both: used for gathering summary statistics in some cases)
• Series (440, 490/8XX, 533 $f)
• 590 note(s)
• Corporate body added entry, etc.

• Will records receive customization thru prebulk or will template created in System Administration module serve the purpose?

• Load records suppressed or not?

• Where to archive logs? (Local or sbin for where production files sit?)

• Performs Prebulk/MARCEdit if necessary

• Creates bulk import profile or uses existing profile

• Bulk imports the records

• Notifies subject specialists that records have been loaded (include some background, examples, and how to search for/retrieve)

• Location (ebook, emusic, net, etc.)
• Call nos.
  • NetLibrary records have complete call numbers with “eb” at the end to distinguish the electronic from the print
  • (Online) added for incomplete or set call numbers for e-books and e-serials

 
File archive

Working files will be held on w:\BATLOAD and periodically archived to the external hard drive in order to address space concerns.

By M. Bower, M. Turvey-Welch