Admins: Accessing your ebrary MARC records

ebrary provides MARC records so that you can easily upload info about all your ebrary books into all of your discovery tools.  For example, if you provide your patrons with access to an online catalog of your books from various sources, you can upload your ebrary MARC records into the catalog to make your ebrary books discoverable and accessible via your online catalog.

If you have an ebrary subscription collection or if you use ebrary’s PDA model, it is important to load addition records as well as deletion records into your catalog on a regular basis to keep the data in your catalog current.

On about the 20th of every month ebrary automatically initiates “Update MARC Data” for your ebrary MARC records page (unless you’ve manually done it yourself recently). If you would like to be alerted each month when ebrary MARC records pages are auto-updated, you can sign up for an RSS alert. See http://support.ebrary.com/kb/howto-rssfeeds.

What does the “Update MARC Data” button do?

  • It updates your MARC records page with any new info for all your collections (subscription, perpetual, PDA, etc.)
  • If there are MARC record 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.
  • To find out when the most recent update of your MARC records page was done, note the date of the dated/time-stamped line at the top of the list.
  • Note, it doesn’t do anything to select a collection before clicking “Update MARC Data”, see below to see how to filter by collection.

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 the complete up-to-date set of MARC records, not just the changes.  See below to filter by collection.

To filter by collection:

  • If you have multiple collections on your ebrary site, you can get your MARC records for different collections separately (note, delete-MARCs cannot be filtered by collection)
  • First, select from the list of your collections either a single collection or control-click to select multiple collections.  Note:
    • “SUPO collection for xxxxx” is all titles purchased as SUPO
    • “collection for channel xxxxx” is all titles purchased as MUPO or 3USER
    • “All Perpetual” is all your purchased titles (a combination of both of the above 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.

If you don’t already have a MARC manipulation program, MarcEdit is a free program that allows you to view, translate, and split MARC records.  Click to download MarcEdit.  We recommend using the most recent version.