Admins: Customization options for your MARC records

We can customize your ebrary MARC records by adding static information to specific fields, or moving one field to another.  Customizations will apply to all MARC records retrieved from your ebrary MARC records page – they cannot be restricted to certain collections.

There is no charge for MARC record customizations that involve changes such as the ones described here.

Common customizations we CAN provide:

  • Adding your proxy prefix to the URL in the 856 field
  • Changing the 856 u subfield to your desired wording
  • Adding static information (i.e., a specific text string) to a field;
    note this cannot be a conditional such as if this then that

Uncommon customizations we CAN provide:

  • 020 field, all ISBN numbers can be moved to the “a” subfield
    • MARC records that ebrary obtained prior to October 2013 have all ISBNs (e.g., eISBN, pISBN, and others) in the 020 “z” subfield
    • MARC records that ebrary obtained after October 2013 have the eISBN in the 020 “a” subfield, all other ISBNs (e.g., pISBN) in the 020 “z” subfield
    • ebrary MARC records often include two or three different ISBN numbers: print, paberback, ebook, etc.  We include all ISBNs provided by our MARC record vendors; we cannot limit to or remove only certain types of ISBN (for example, only eISBNs and pISBNs) or differentiate beyond the raw ISBN information provided
    • We can, however, move all the ISBN numbers to the “a” subfield of 020, but if you’re not careful it can lead to problems of overwriting your print records
  • 050 fields, LC subject codes, can be deleted
    • These should not be deleted unless you want to remove them completely

Notes re specific customization considerations:

  • Innovative and ExLibris Voyager can draw on text added to 049 field
  • Innovative can draw on text added to 949 field to set holdings within the catalog

Customization we CANNOT provide:

  • We cannot make changes that are not static (that is, we cannot make ‘if this then that’ changes)
  • Customizations cannot be restricted to certain collections
  • The 001 field cannot be removed
  • The 035 field, OCLC numbers, cannot be edited or removed
  • The 650 fields, Medical Subject (MeSH) Headings, are removed during pre-processing and cannot be retained

 

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.  We recommend using the most recent version (v5.5 or newer).  To download MarcEdit or upgrade to the newest version, click:  MarcEdit

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

Admins: If you purchase either a 3USER license or you puchase 2 or more single-user-only (SUPO) copies of the same title…

  • Users will be automatically rolled over to the next available copy if the first one (or first several) are in use.
  • There is only one URL for the title, regardless of how many copies of it are purchased.
  • There is only one MARC record for the title, regardless of how many copies of it are purchased.
  • The number of copies purchased is reflected in your ebrary Holdings report.

Admins: MARC record handling for titles you’ve purchased AND have in a subscription collection

If you have a subscription collection and you purchase titles you have in that collection… will you get duplicate MARC records for the overlap titles?

  1. No, if you get your MARC records incrementally
  2. Yes, if you download each collection’s complete MARC record file

1. If you get your ebrary MARC records incrementally, then you will not get duplicate MARC records.  For example, if you:

a. Go to your ebrary MARC records page

b. Under Collections, click “Perpetual Access”

c. Click “Added MARCs” link for a particular dated/time-stamped line

You will get MARC records for all titles you’ve purchased (that you didn’t already have on your site) since the previous dated/time-stamped line.

Likewise, if you do the above but select the subscription collection, you will only get titles added to the subscription collection that you didn’t already have on your site (for example, as purchased titles) since the previous dated/time-stamped line.

2. If you get your complete MARC record file for Perpetual Access and for the subscription collection, each set will include titles even if they’re in the other set as well.  That is, you might get duplicates.  For example, if you:

a. Go to your ebrary MARC records page

b. Under Collections, click “Perpetual Access”

c. Click the “Download complete MARC record file” link

You will get MARC records for all purchased titles on your site (even if they are in other collections on your site as well)

Likewise, if you do the above but select the subscription collection, you will get all titles on your site in that subscription collection, regardless of whether you’ve also purchased them.

A trick to avoid duplication: When you download the complete MARC record file for a subscription collection, any titles you’ve also purchased will have a 980 field with the purchase details (titles you haven’t purchased won’t have a 980 field).  You can exclude all purchased titles by filtering out records with a 980 field.

Admins: Interpreting the counts shown on MARC records landing page

On your ebrary MARC records landing page accessed via the Admin tab, the count of titles shown next to each collection currently shows the total number of titles in that collection – not necessarily the number of MARC records available for that collection.

Note that if accessed from the Partners site, the counts shown on the landing page do represent the number of MARC records available.  (The numbers on the landing page are updated at intervals so may vary slightly from the actual number of MARC records available at that moment.)

Typically the reason a title wouldn’t have a MARC record is that it is a new-to-ebrary title and we don’t have its MARC record quite yet.  However, in our larger collections, such as Academic Complete, there are typically some titles such as reports, journals, or titles from specific publishers that don’t have MARC records.