Dealing With the Demand: Handling the Problems of Demand-Driven Acquisitions

Editor's Notes

• #21: I am going to walk you through some of the procedures for our EBA collections. Many of these procedures are automated, though some steps require manual librarian and staff review.
• #22: This is an overview of the steps within the EBA workflow. And remember, USF uses Aleph as our ILS, so these steps may differ depending on your ILS. Feel free to take a picture of this outline to better follow along these procedures.
• #23: 1. Batches of vendor records often contain duplicated records. 2. Before loading into the catalog, these records must be de-duped. 3. MarcEdit’s Record Deduplication tool in Marc Editor automates this process. a) Simply open the records, then select Tools/Record Deduplication. The process takes only a few seconds. b) The result is your original MARC records minus duplicates.
• #24: After deduplication, automated and manual procedures are used to ensure URL quality control.
• #25: 1. We first discovered the need for URL quality control when Brian and his eye for detail noticed an 856 URL led to a different volume number than specified in the record. We began analyzing the URLs to determine a plan for identifying and correcting bad URLs. Thankfully, what we discovered led to the ability to automate some of these steps. 2. Some vendor records’ URLs lead to different titles or different volume numbers. These can *usually* be identified by comparing the ISBN in the URL to the 020 ISBN. *This depends on the vendor. Most URLs are structure with the base URL/ISBN http://www.tandfebooks.com/isbn/9781135735241
• #26: To test the URLS I use a Python harvesting script. 2. The python harvesting script automates the URL review. 3. It ensures the URLs work, then it returns list of defined fields & URL status.
• #27: 1.After ensuring the URLs lead to a resource, I then use an XSLT script to pull metadata for further review. 2. In XML editor, an XSLT script pulls specified MARC tag content. This script is ran on the batch of MARC XML records 3. The script Defines the desired MARC tags as variables. 2. Calls variables into rows/columns 3. And Converts the result in XML to Excel; The result can be opened and reviewed in Excel.
• #28: In Excel, I use the XSLT result to Compare 020 ISBNs to URL ISBNs. There are plans for this to be further automated in the future, but manual steps are still incorporated, partly due to the need for staff review. For now, we Use a formula to automate identification of records where the URL =/= 020 ISBN. If 020 ISBN ≠ URL ISBNs, check the link to ensure it leads to the proper resource. If not, manually correct the URL in the MARC XML source. If 020 ISBN = URL ISBNs, then no changes are needed.
• #29: Next, Staff identify bad URLs from the reviewed XSLT/Excel file. Staff manually lookup flagged resources to ensure it is a truly an incorrect URL. If the URL is wrong, staff manually correct URLs in the original source of MARC XML records. Then, they convert the edited MARC XML to MARC. The records are now ready to be batch loaded into the catalog.
• #30: Now I’m going to walk you through some of our required procedures for EBA Purchases.
• #31: Before we can do anything else, we need to match cataloged records with titles of new purchases. The EBA records are in the SFPDA collection. Matched, purchased records must be moved to the SFERS collection, and a number of global changes must be done as well. So first, we must obtain a list of system numbers for global changes.
• #32: First, Create list of ISBNs from the purchase list. Load the ISBNs into Aleph Scratch. In Aleph, run Retrieve Records by Direct Index (ret-06-UXU01). The Result: is a list of Aleph system numbers associated with the ISBNs from the purchase list
• #33: Next, I Pull fields from records for matching to purchases. Using the system numbers result from previous step, download machine-Readable Records (print 03 – UXU01). Use print 03 to pull the following fields for matching: 001## 245## 020## 856## The Result: is a file of MARC field values to be used for matching
• #34: In Excel, match the cataloged records to purchased titles while Matching on ISBN (URL works, too, as do a number of other MARC fields). Select and save the system numbers of the matched records. These system numbers identify the records that have been purchased and must be moved to USF’s owned collection.
• #35: After matching, we are ready to make the global changes to purchased items’ records.
• #36: We have the BIB system numbers from the ISBN key retrieval and matching, but now we need to obtain the Holdings record numbers and Item record numbers. Global changes are conducted on the BIB, Holdings, and Item, so we need all these numbers for the changes to work properly.
• #37: To retrieve any of these numbers for Global Changes, Load matched system numbers into Aleph Scratch then Run Key Retrieval-Manage 70. You can specify the convert type, such as BIB to Holdings or BIB to Item.
• #38: The first global change is to remove the STA Discovery Field from BIB records.
• #39: Load the system numbers in Aleph scratch, then configure a global change to delete the STA line.
• #40: The result will automatically delete the STA field from your batch of records.
• #41: Next, we need to remove the 035 OCLC number prefix. This prefix is added when the EBA records are initially loaded. Since we are in a shared BIB, we need to prevent others from placing holdings on our records, especially since EBA records need updates, deletes, and USF specific content.
• #42: To remove the prefix, load BIB numbers and configure a global change to replace the prefix with the (OCoLC) prefix.
• #43: The global change will automatically replace USF’s EBA prefix with the OCLC prefix. Now other universities can also place holdings on these records.
• #44: Following the BIB changes are the Holdings changes. For these changes, we need to add a purchase note and update the sublibrary and collection. Remember, the EBA records are originally loaded into SFPDA, the EBA sublibrary, and must be moved to USF’s SFERS sublibrary upon being purchased.
• #45: To add the purchase note in the 852$$x field, simply configure a global change to add a purchase note which states the collection and date of purchase. To change the sublibrary and collection, use the global change to specify the new location.
• #46: The result will add the purchase note and update the sublibrary and collection. The sublibrary and collection global change also update these locations in the Item record.
• #47: The final global change updates the Item type from ZMISC to EBOOK.
• #48: In Aleph, Run the Update Item records service. Input the item numbers, then enter the current material type of ZMISC to EBOOK.
• #49: The final product of this global change updates the material type to EBOOK.
• #50: After these global changes, we have our finished product: -The BIB record now has the proper 035 OCLC prefix, and the STA line is deleted. -The Holdings record includes a purchase note, and the sublibrary and collection have been updated, which also updates these fields in the Item record. And finally, the Item record Material Type is changed to EBOOK. These global changes for the purchased EBA titles promote quality for librarians and our users in a timely and efficient manner.