MarcEdit: Doing more, but fasterTerry ReeseGray Family Chair for Innovative Library ServicesTerry.reese@oregonstate.edu

• Making your metadata work for you• Finding ways to use MarcEdit to merge and manipulate existing

metadata in various formats• i.e., working with XML formats, delimited formats, Excel, Access• Dealing with data in multiple charactersets as we transition to a

Unicode world

• Learning how to automate repetitive tasks, and understand what editing functions are available to you

• Leveraging webservices like OCLC WorldCat to provide automatic classifications

METADATA MANIPULATION

MARC Tools Portal

Marc Tools• Built-in functions• MarcBreaker – Tool used to convert MARC records to the

MarcEdit mnemonic format• MarcMaker – Tool used to convert MarcEdit mnemonic format to

MARC• MARC=>MARC21XML – converts MARC to MARC21XML

• Automatically converts data from MARC-8 to UTF8

• MARC21XML=>MARC – converts MARC21XML to MARC• Doesn’t automatically convert data from UTF8 to MARC8 – will leave

data in UTF8

MARC Character Conversions

• Supports moving between any known Windows Characterset and MARC8.

• Can be run from the Breaker/Maker – or as its own standalone utility

MARCSplit/MARCJoin• Utility used for

splitting large MARC record sets into smaller files

• Utility used for joining large sets of MARC data to a single file

Batch Record Processor

• Allows MarcEdit to process “lots” of files.

• Files can be processed against an entire folder’s contents or by file type

• Can utilize any built-in or derived XML Function transformation

MarcEdit and bad records• Two MARC breaking algorithms• Strict MARC algorithm• Loose breaking algorithm

• Loose algorithm can heal MARC records (sometimes)• Structural errors• Missing field or record markers

Delimited text translator

• Delimited Text Translator• Translates Tab, comma, pipe, Excel (Office 2000-2007), Access

(Office 2000-2007) files into MARC• Can save translation maps• Can create constant data

Delimited text translator Options

• Wizard-like interface• Supports Unicode data (in excel or delimited file)• Joining (relating) fields• Editing global 008/LDR

Delimited Text Translator: Mapping format

• Map to: Field + subfield• Indicators: Indicator values• Term Punct.: Trailing

punctuation• Arguments – Joining

defined items (select and right click on items)

• Ability to save templates

Common Joining techniques• When would I mark a field as repeatable?• By default, when the Delimited Text translator encounters two

like subfields on the same field, it creates a new field. For example:column 1: This is a notecolumn 2: This is a note 2if I mapped column 1 500$a and column 2 to 500$a, by default, MarcEdit would generate the following output:=500 \\$aThis is a note=500 \\$aThis is a note 2

• However….

Common Joining techniques• When would I mark a field as repeatable?• If I need to have multiple, like subfields on the same field, for

example, like a subject field – we would mark the field as repeatable:column 1: Geologycolumn 2: Oregoncolumn 3: CorvallisIf these fields were not marked as repeatable, the output would look like:=650 \0$aGeology$zOregon=650 \0$zCorvallis

However, if these fields were marked as repeatable, the output would look like: =650 \0$aGeology$zOregon$zCorvallis

MARC Conversions

MarcEdit Crosswalking model

Finding and Contributing Crosswalks• In MarcEdit 5.6, an option was added to allow users to search

for crosswalks• Currently, these are crosswalks I or LC have created• Hopefully, community members will submit crosswalks for

inclusion into the registry

MarcEdit: Crosswalks for everyone

Harvesting Metadata• MarcEdit includes a

builtin OAI harvester• Allows for direct

XML=>MARC translations• Allows for custom

modification of XSLT translation tables.

Harvesting Metadata• Required data • Host name: i.e., http://ir.library.oregonstate.edu/request/oai• Metadata Type

• Natively supports MARCXML, Dublin Core, OAIMARC and MODS

• Options to support conditional harvests, raw data harvests, and resumptive harvests.

RECORD EDITING

MarcEditor

MarcEditor Properties

• Templates• Fonts• Encodings• Preview Settings

Configuring New Paging• Set in the Options dialog

Paging Example• If you load the full file, or turn the preview mode off

Editing MARC• MarcEditor• Supports a number of global editing functions:• Edit Subsets of records• Find/Replace functionality• Globally Add/Delete MARC fields• Globally Edit Subfield data• Conditionally add/remove field data

• Globally Edit Indicator data• Globally Swap field data• Record Deduplication• Record Sorting• Call Number Generator• Macros

Editing MARC – Find/Replace

• Works like a normal Find/Replace in most Textpad utilities.• Unlike most Textpads,

Replace supports UTF-8 (when working with UTF-8 files) and regular expressions.

Editing MARC – Find All

• Find all function was designed for use with the Paging mode• Allows users to find any

text across all pages• Generates a jump list that

can be used to find individual records for edit

Jump to• Jump to…record:• Allows you to jump to any records

• Jump to…page:• Allows you to jump to any page

Editing MARC – Global Add/Delete Field

• Globally add fields to all MARC records• Allows users to set insertion position.

• Globally delete fields• Allows global delete• Allows conditional delete

• Supports Regular Expressions

Editing MARC – Modifying subfield data• Allows for the modification of variable MARC

field subfield data (MARC fields >10)• Allows for the modification of control field data

by position or range of positions• Allows users to prepend and append data to

subfields.• Allows users to change subfield tagging.

Editing MARC – Modifying subfield data• Allows users to insert new subfields and define subfield

placement.• Allows users to move field data from one field to another.• Supports:

• UTF-8 with UTF-8 files• Regular Expressions• Adding new subfields.

Editing MARC – Modifying subfield data

Editing MARC – Swapping Fields

• Swap parts of MARC Fields or entire MARC fields• Define field, indicator and

subfields to move.• Can move field data and

delete the original field or clone the field data and move the clone to the new location.

• Can add data to an existing field.

Character Conversions within the MarcEditor

• MarcEditor allows users to convert character data between different charactersets.

Fixing Boo-boos• MarcEdit’s Special Undo• Allows you to step back one global change.

Sorting Fields• MarcEdit provides multiple

sorting types:• Control Number

• Sorts record position within the file• Title

• Sorts record position within the file• Author

• Sorts record position within the file• Call Number

• Sorts record position within the file• 0xx Fields

• Sorts the 0xx fields within individual records (does *not* change record position within a file)

• All Fields• Sorts all fields within individual

records (does *not* change record position within a file)

• Custom Sort• Sorts all defined fields within

individual records (does *not* change record position within a file)

Record Deduplication• MarcEdit provides a

simple dedup tool that can:• Dedup on a defined

control field (any field)• Dedup on a transaction

field (or using an additional transaction field)

• Output• Removes all duplications

and saves the duplications to a file

• Prints just unique items within the file (i.e., those without a duplicate pair)

Field Counts• Field Count• Provides a quick count

of fields• Report of subfields

used within a particular field• Detailed reports of all

fields/subfields used within a fileset.

Material Type Report• Material Type Report• Reports number of

records by material type• Breaks down material

type by sub-types• Utilizes the Leader,

008 and GMD to determine format types

Task Automation Tool• Stacking Operations• Task automation provides a way for non-programmers to create

defined task lists that can then be executed automatically• The different between a task and a macro is that MarcEdit tasks

essentially function like the user was calling specific functions within MarcEdit.

• Anything that you can do in the MarcEditor, you can automate as a task.

Task Automation• Managing Tasks• Task management

works like macro management• You can• Create new tasks• Clone tasks• Rename tasks• Delete tasks• Edit tasks

Task Automation Demo• Additional Information:• Youtube:

• Introduction to task automation: http://www.youtube.com/watch?v=gmqTGfTubU4

• Introduction to new task automation functions: http://www.youtube.com/watch?v=fnorN0MFFN0

• MarcEdit can leverage OCLC WorldCat to generate call numbers automatically for files• Fields used:

• 001• 010$a$z• 020$a$z• 022$a$z• 024$a$z• 1xx$a• 776$w$z

OCLC Classify Service

OCLC Classify Service

FUTURE DEVELOPMENT

MarcEdit 5.9+• AACR2->RDA macros• Low-hanging conversions to support batch data processing

• Merge Record Enhancements• Adding more data points and customized merge fields

• More Automation support• Ability to turn Edit shortcuts into Automation tasks

• Batch OAI Harvesting• Create jobs that you can schedule and have automatically run for you

• Batch Set Holdings • Using either crappy z39.50 or OCLC’s yet to be publically released API

for holdings settings.

Getting Help• Call/write me:• terry.reese@oregonstate.edu

• Ask the list:• MarcEdit ListServ

• http://listserv.gmu.edu/cgi-bin/wa?A0=marcedit-l

Questions