use 20100225 bl webinar revised
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Batch Processing OverviewFor audio please call :1-866-699-3239 Event number: 719 119 553
Batch Processing OverviewFor audio please call :1-866-699-3239 Event number: 719 119 553
Defining Process and Selecting Projects & Output
April 10, 2023
AgendaAgenda
•OCLC “basics”
•Review Types of Batchload Projects (bibs)
•Explore Options for OCLC control number return
•Ordering Options
•Process Workflow
•Questions
ObjectivesObjectives
•Understand OCLC Holdings and Control Numbers
•Identify the project type(s) appropriate for my library
•Identify the best output option(s) for my library
•Follow the basic OCLC Batchload process
•Submit an online Batchload Order Form to OCLC
•Access Batch Processing documentation
Some OCLC “basic”Some OCLC “basic”
• Holdings
• OCLC Institution Symbol
• OCLC Holding Library Codes (branch)
• OCLC Control Numbers
Some OCLC “basics”Some OCLC “basics”
OCLC Control Number
Accession Number
FirstSearchFirstSearch
FirstSearch holdings displayFirstSearch holdings display
OCLC Connexion (browser)OCLC Connexion (browser)
Connexion (client)Connexion (client)
WorldCat.orgWorldCat.org
Common Project TypesCommon Project Types
Type When to use . . . Reclamation •Holdings not fully maintained in
WorldCat
•Cannot identify when to set/cancel holdings
•Need to sync WorldCat holding with OPAC
Retrospective •Holdings gaps in WorldCat
•OCLC control-number gaps in local OPAC
Ongoing batchload •Keeping things up-to-date moving forward
Batchload OutputBatchload Output
Batchload
Project
Cross
Reference
(XREF)
Report
Library
Records
w/ OCLC
Numbers
Full
OCLC-MARC
Records
Cross Reference ReportCross Reference Report
• Two-column text file
• Matches OCLC numbers to numbers in 001 of incoming files
OCLC XREF REPORT OCLC Submitted Control # 001 Field 13385800 .b12306162 4150423 .b12722509 35676221 .b18265662 472459423 .b1961309x 472459432 .b27839473 31771726 .b29816646
Your Records w/ OCLC NumbersYour Records w/ OCLC Numbers
• OCLC number merged into 035 $a with “(OCoLC)” prefix*
Example:
Default format*035__|a(OCoLC)110766
035__|a(OCoLC)5587
035__|a(OCoLC)229024757
Options (OSC form)
001 ocn229024757
001 229024757
Full OCLC-MARC Records*Full OCLC-MARC Records*
• Merged local fields into copies of OCLC-MARC records
• OCLC numbers in 001 prefixed with ocn or ocm
• OCLC number in 035 $a prefixed with “(OCoLC)”
• Custom post-processing is possible
Example:
001 ocm00576136
035 |a(OCoLC)576136
* Unlike the first two output options, there may be costs associated with producing full OCLC-MARC records.
Batchload Project ProcessBatchload Project Process
• Step 1: Ordering (Library)
• Step 2: Submitting Files to OCLC (Library)
• Step 3: Pre-processing/Matching (OCLC)
• Step 4: Reports and/or Record Output
Step 1: Ordering Step 1: Ordering
Initiate a Batchload project & obtain a Project ID, complete an order form.
Online Service Center (OSC)
or
“Old” (non-standard) Batchload Order form
Step 1: Ordering from OSCStep 1: Ordering from OSC
Criteria for OSC form:
• Setting holdings single (1) OCLC institution symbol
• Bibliographic data is MARC21 (MARC8 or UTF8 encoded)
• Options for OCLC # in Own Record Return work for you
• Do NOT need OCLC-MARC record return
Automated workflowAutomated workflow
• Automated messaging: Project ID
• Standard setup created based on order criteria
• Project Active upon file receipt
• Standard output options are acceptable
http://www.oclc.org/servicecenter http://www.oclc.org/us/en/support/documentation/batchprocessing/using/checklistfororderingBib.pdf
Step 1: Ordering via “old” Batchload Order formStep 1: Ordering via “old” Batchload Order form
Criteria for “old” Batchload Order form:
• Group batchload (setting multiple OCLC Institution Symbols based on library identifier within record)
• OCLC MARC Records return
• OCLC # format in Own Record Return not on OSC form
• Non-MARC input data
Manual WorkflowManual Workflow
• Project logged manually, Project ID e-mailed
• Queued for Database Specialist Evaluation
• Translation Table work (group)
• OCLC MARC output: local data mapping requirements
• Non-standard OCLC # format in Own Record Return
• If Non-MARC, script to convert to MARC
• https://www3.oclc.org/app/batchload/
Step 2: Submitting Files to OCLC Step 2: Submitting Files to OCLC
• Electronic Data Exchange (EDX)• Account created for Institution Symbol
• Distinct User Name & Password
• FTP
• Larger files (up to 90,000 records each)
• OCLC Product Services web (PS Web) • Web application
• Log on with OCLC autho/password (Connexion, FirstSearch, ILL)
• Upload in browser
• Smaller files (fewer than 40,000 records each)
Step 2: File submittalStep 2: File submittal
• DATA file (contains MARC records)
DATA.D091101
• LABEL file (plain text file about the DATA file)
LABEL.D091101
DAT 20091101000000.0RBF 85950DSN DATA.D091101ORS XYZFDI P012472
File namesFile names
Multiple filesDATA.D100225.FILE1DATA.D100225.FILE2DATA.D100225.LAST
LABEL.D100225.FILE1LABEL.D100225.FILE2LABEL.D100225.LAST
One file only for a one-time project, use .LASTDATA.D100303.LASTLABEL.D100303.LAST
Step 3: Pre-Processing Step 3: Pre-Processing
OSC orders Manual process orders
Project Status: Active Project Status: Evaluation
Files submitted upon receipt Files go into Queue for eval/setup
Translation Table creation/verification
Local Data mapping requirements for OCLC MARC output
Setup according to OSC form Setup created by DB Specialist
Standard Matching/Qualifiers applied
Matching Options/Qualifiers can be adjusted if necessary
Own Record Return/OCLC # options fit
Own Record Return/other format of OCLC# needed
Step 3: Record Matching Step 3: Record Matching
Separate matching categories:
(1) OCLC Number matching
(2 ) “Other” Unique Key matching
(3) Extended Matching
Qualifiers available for each category:
(1) Language of Cataloging (040 $b)
(2 ) Date of Publication (from Fixed Field)
(3) Derived Title Key (from 245, 246 & 247)
(4) Material Type (Book, Electronic Resource, VHS, Score, etc)
Step 4: Reports and/or RecordsStep 4: Reports and/or Records
• Batchload Processing Summary
• Cross Reference Report
• MARC Record Output • Own Records with OCLC# merged
• OCLC MARC Records with local fields merged
• Other MARC record files including,• UNRES• DUPS• DESL
Vendor Records Vendor Records
Do you have rights to redistribute?
If not, have you asked for permission?
http://www.oclc.org/us/en/worldcatlocal/support/vendor.htm
Other processesOther processes
• Symbol Flips
• Branch Level Scoping (full WorldCat Local only)
• Local Holdings Records Updating service (LHRUS)
• Create LHRs from Bib Data (BHR processing)
Documentation Documentation
Batchload Solutions for Bibliographic Records
“Quick Reference guide”
http://www.oclc.org/support/documentation/batchprocessing/using/bibbatchsolutions.pdf
Batch orderinghttp://www.oclc.org/support/forms/batchprocessing/default.htm
General Batch processing Documentation http://www.oclc.org/support/documentation/batchprocessing/default.htm
Matching Overview http://www.oclc.org/us/en/support/documentation/batchprocessing/using/record_matching/record_matching_overview.pdf
