reconciling oclc and orbis managing a bibliographic and holdings synchronization between yale...
TRANSCRIPT
Reconciling OCLC and Orbis
Managing a Bibliographic and Holdings Synchronization
Between Yale University Library and WorldCat
Melissa A. Wisner
Purpose of Presentation
Describing the process What is involved? Staffing required Timeframe Programming required
Are We Done Yet? No!
Why do you want to come to this talk? For any size collection a reconciliation is a detail
oriented project, planning, pre-processing, OCLC processing, dealing with returned data, maintaining the data
Why do this?
Living with your own standards—good or bad
What is your database of record?
YUL Background Voyager ILS since 2002
Approximately 8.5 million bibliographic records
Member of (former) RLIN
OCLC Participant—add pcc records, create IR records in WorldCat, weekly holdings update, some cataloging directly in Connexion, ILL lender
Early 00’s YUL did retrospective conversion with OCLC
Standard Workflow between Voyager and OCLC
Weekly export to OCLC (staff flag records to send as needed)
Sporadic OCLC Batch Matches over the years
Local program to identify “candidate” records by encoding level and “UNCAT” status; send out to OCLC as separate project; filter and reload any 1, 4, or 7 el returned records and overlay the original
Run LC Match once a month-similar process against local copy of LCDB
Arcadia Grant Cultural Knowledge grant
March 2009-March 2013
$5 million/$1 million per year
Cambodian Newspapers, Khmer Rouge Genocide documentation, African language materials and more…
Layoffs and re-staffing
What Records to Send or Exclude?
Divided up by locations for staff review
Uncovered some data problems we knew about and didn’t know about…e.g. locations with no holdings in them; locations that still had holdings we thought had been migrated to new locations
Most significant…outdated MARC tags, outdated format codes, practice different from OCLC, dual script records
What Records to Send or Exclude? Sending approximately 6.7 million out of 8.5 million
bibliographic records as UTF-8
Excluding: MARCIVE E-resource records Suppressed bibs Unsuppressed bibs with suppressed holdings
records In Process/On Order records UNCAT records**
Tracking our Records
MySQL database created
Bib IDs
Exlcude Project ID (local tracking)
OCLC Project IDs
Reload Dates
Tracking our Records
Used this to QA the results of the queries run to identify all potential records
Used this to push out files of bib ids by OCLC project ID to be used later to extract correct records to send to OCLC
Tracking was/is a big effort of reconciliation!
Tracking our Records
As records are prepared for loading back into Voyager this MySQL database will be updated with those date(s)
OCLC will produce crossref reports and other processing reports per each file, but these are not concatenated into any form of a relational database
Building an 079 Index in Voyager
Ex Libris contracted to generate and update Voyager indexes
Created in both Production and Test environments--took less then a day each time; downtime required; $ for service
Added 079|a and 079|z left anchored indexes
Building an 079 Index in Voyager
Updated SYSN Composite Index to include new 079 indexes:
019|a 035|a |z 079|a |z
Indexes were mostly to assist staff in searching, but also for bulk import profiles for ongoing loads
Exploring how to use the new indexes in ongoing EOD or e-resource loads from vendors
OCLC Pre-Processing
OCLC IBM Mainframe limitations
Sending records in 100MB limit/90,000 records per file AND only 15 files per day
Separating records with 880s from those without
Additionally, OCLC is splitting out PCC records from the YUS files
OCLC Pre-Processing
Each set of files sent as a “project” with unique ID
Creating label files, tracking via spreadsheet
Suspended weekly exports to OCLC (9/5/2010-12/20/2010**)
OCLC Pre-Processing
Deleting YUL IR records in WorldCat Why? Easier matching? 5.7 million removed total
EBScan software process
Match routines set: Example: match on this field and that or ….
Cross Ref Reports and Stats Sample
Adding in prefixes of ocm and ocn
Other statistical reports
Loading OCLC Numbers back into Orbis
Basic Process: Retrieve crossref report to be used as input Script to de-dupe crossref reports by name* Extract MARC record using Voyager API
BIB_RETRIEVE and crossref as input MARC4Java Open Source to parse and update the
MARC record* Remove any version of *OCoLC* *ocm* *ocn* in 035|a Insert new IR number from crossref report with a prefix
of (OCoLC)
Loading OCLC Numbers back into Orbis
Basic Process: Comparing 079|a to crossref report—if same, move on,
if new, just add and move on, if different, update with new one and report out old one
Remove any 079|z and report out Prepare new file of MARC records for bulk import Report out log summary of process, errors
encountered, discrepancies in 079|a
See handouts!
Loading OCLC Numbers back into Orbis
Will also be our new permanent workflow post-reconciliation—maintenance of these control numbers!
Cornell, Columbia and Stanford all used similar processes…
Original hope was to load 250,000 records per day 4 days a week=estimated 6 weeks to reload everything back into Orbis…
Loading OCLC Numbers back into Orbis All depends on timing…OCLC process 80K records
in 1-2 days for 6.7 million bibs it is 1.2 million/month or 2.4/month or 3 to 6 months total to process our data!
We can keep pace with loading updated MARC data, but waiting 6 months is a big deal
Need to keep 1 day a week for all other load activity in Orbis
Loading OCLC Numbers back into Orbis Run a keyword regen once a week—even
though keyword index not being updated
Program to extract and update MARC records can process 80K records in 15 minutes
Bulk import run no-key takes 2 hours to load 80K records
Minimize the loss of any staff changes
Handling Errors
Reports from OCLC with no match records (validation errors)
Correcting anything in OCLC?
Correcting records in Voyager then re-submitting post-reclamation?
See handouts!
Processing a “Gap” File
Suspended weekly exports to OCLC 9/5/2010
Extracted a version of the bib record between 9/8/10 and 9/10/2010
Identify and extract all changes and new records from 9/8/10, that have an 079|a and the last operator in History is not OCLCRECON
Send to OCLC as another one-off project
What Staff Will Do During Reconciliation
No processing of holdings in OCLC
ILL OK
Will not create IR records so as not to affect matching
Work in Orbis as normal otherwise
Modifications Needed to Resume
Weekly Exports to OCLC
Two file streams needed-one for archival materials and one for everything else
PCC records will be split off once at OCLC
YUM records split off once at OCLC
New process/program created
Lessons Learned So Far
Consistent application of standards across cataloging units (Suppressed, Suppressed!!!, In Process records, etc.)
What is your database of record?
How much time to spend on fixing records so they can be sent?
Maintenance of the control numbers long term
