ebrary Knowledge Base

Admins: MARC Records

What does the “Update MARC Data” button do?

• It updates your MARC records page with any new info for all your collections.
• Note, it doesn’t work to select a collection before clicking “Update MARC Data” – the “Update MARC Data” button updates all your collections.
• If there are MARC record changes (additions and/or deletions) for any of your collections since the previous dated/time-stamped line,  a new dated/time-stamped line will be created.
• Once a month on about the 20th, ebrary automatically initiates “Update MARC Data” unless you’ve manually done it yourself recently.
• To find out when the most recent update of your MARC records page was done, just note the date of the top dated/time-stamped line.

Incremental changes vs. a complete set:

• The links in the dated/time-stamped lines ONLY give incremental changes since the previous line.
  • “Added MARCs”: the add-MARCs for documents added to your site since the previous line.  See below to filter by collection.
  • “Deleted Titles”: the delete-MARCs for documents removed from your ebrary site since the previous line.
  • “Deleted Titles (Excel)“: an Excel file listing Title and docID for documents removed from your ebrary site since the previous line.
• “Download complete MARC record file” gives a complete up-to-date set of MARC records.  See below to filter by collection.

To filter by collection:

• If you have multiple collections on your ebrary site, you can get add-MARCs for different collections separately.
• First, select from the list of your collections either a single collection or control-click to select multiple collections.
• Then, either:
  • Left Click “Download complete MARC Record file” for the complete set of MARC records for the selected collections
  • Or, left click the “Added MARCs” link on a specific line to get the MARC records for the selected collections that have been added since the previous line.
• The collection filter does not work for “Deleted Titles” links.

Note that clicking on the links (that is, “Download complete MARC record file” or “Added MARCs” or “Deleted Titles”) doesn’t change what’s in those links. So you can use the links multiple times in multiple ways – even months from now – without changing what the links point to

For info on where to access your MARC records or other admin tools, see:
http://support.ebrary.com/english/2077

Admins: Using MarcEdit to split a huge MARC record file into smaller files…

The following instructions describe how to use MarcEdit‘s utility MarcSplit to split a large MARC record file into smaller files for easier handling.

1) MarcEdit is a free program, downloadable from the web.  I recommend using the most recent version (v5.5 or newer).  To download MarcEdit or upgrade to the newest version, go to:

http://people.oregonstate.edu/~reeset/marcedit/html/downloads.html

2) Once you’ve got MarcEdit installed, go to your ebrary MARC records page

3) Get your desired set of ebrary MARC records by selecting one or more specific collections if desired, then clicking a particular “Added MARCs” link

4) The MarcTools window will then either pop open, or you’ll need to open your MARC file in MarcTools

5) Once you have your MARC record file open in MarcTools:

1. Select and copy the string shown in the “Input File” box
2. Select “MarcSplit” from the “Tools” menu in the MarcTools window
3. Click in the “Source File” box and paste the string you copied in step 5.1
4. Click on the folder icon to the right of the “Destination Folder” box, pick a place to put the split MARC record files
5. Fill in the “Records Per File” box (maybe try 4000, it’s your choice)
6. Click the “Process” button
7. Once it’s done and reports how many files it created, click “Close” button
8. That’s it.  Go to the destination folder and find your split MARC record files